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The space settings document control dashboard displays all the workflows available in the current space. In the dashboard. A space admin can choose a single workflow and make it active on all pages and blog posts in the current space.
The workflows are applied as a space workflow when enabled in this To open the space document control dashboard.Choose
choose Space settings>App links> Comala Document Control
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All the workflow templates included with the app are displayed in the dashboard. If none of these workflows are active in this dashboard, all these workflows are available to be added at page-level to an individual page. |
When a workflow is enabled and active in the space, a space admin can configure the workflow to
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The @ Parameters option is only displayed if the current space workflow is the Content Expiry Workflow or the Quality Management System Workflow. |
The document control dashboard ellipsis menu (top right of dashboard ) includes utilities options to
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The space workflow must be enabled to display the Initialize states, Clear Document Activity and Remove restrictions options. |
For the Content Expiry Workflow or the Quality Management System Workflow, a @ Parameters lozenge option is displayed to set the value of workflow parameters defined by the workflow
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Space Document Control dashboard
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The slider button moves to the right and turns blue and the workflow is added and applied to all the pages in the space. The Initialize States icon is displayed in the Actions options for the active workflow. |
This active space workflow overrides any a workflow previously applied at the page level individually to the page or blog post.
When the a workflow is active, the Initialize States and
Clear Document Activity utility
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option is enabled in the dashboard ellipsis menu
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the Initialize States icon is displayed in the Actions menu for the active workflow
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View workflow information
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Within the space settings of a given space, you can select from three available workflows to apply to all the space pages and blog posts.
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Check this page to get more information about these workflows. |
Click the grey slider next to a workflow name to make the workflow active in the space.
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When the The selected active workflow is enabled
it is added and applied on every page and blog post in the space
The workflow and its application can be configured using the
Settings - Remove Restrictions configuration option can be set
elllipsis menu displays the Initialize States and Clear Document Activity options
Clear Document Activity option enabled in the ellipsis menu
Initialize States icon displayed in the Actions options
Parameters lozenge displayed for the workflow to set the workflow parameter values used by the workflow in the space
To select a different workflow, simply choose the grey slider to enable make the new workflow active.
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Enabling a different workflow automatically disables the currently enabled workflow. Only one space workflow can be active in a space at any one time. |
Set Parameters
The Content Expiry Workflow and Quality Management System Workflow include one or more workflow parameters defined in the workflow.
The space admin can set the value for the workflow parameter(s) for the currently active workflow using the @Parameters button lozenge. This value is used by the workflow for example, when first applying the workflow.
If set
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in the space, this value is used by the workflow. The default value set in the workflow template is not used.
The Content Expiry Workflow includes a workflow parameter that . The value is used by the workflow to set the due date for the Approved state.
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Choose the @Parameters button lozenge to open the Parameters dialog box and edit the Expiration parameter value for the space
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The default value for the value of the Expiration parameter is a period of 5 months
The Quality Management System Workflow includes two workflow parameters. These
The values of these workflow parameters are used by the workflow to assign reviewers to approvals.
make the workflow active
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choose the @Parameters
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lozenge to open the Parameters dialog box
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edit the Document User Reviewers and Document Group Reviewers
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workflow parameter values for space
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There is no default value for these parameters. These values are populated using the users and groups in your instance.
A parameter value is used by the workflow when a workflow event retrieves the parameter value. For example, when the space workflow is active in the space and a new page is created.
Changing a parameter value in the dashboard for the workflow does not automatically update the value on in the content until an applied workflow until a related workflow event occurs in the workflow on the page or blog post. On this The workflow event , causes the workflow checks to retrieve the parameter updated value and retrieves the current value.
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Remove restrictions
When content transitions to the workflow final state, the workflow can be configured to remove all page-level view and edit restrictions for all users and groups.
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Remove restrictions option is only displayed if the space workflow is enabled |
Utilities
The utility options allow you to configure the workflow application and the document activity for the content in the space.
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Choose the dashboard ellipsis menu to access the utilities.
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the Clear Document Activity option
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Choose the Initialize States icon in the active workflow Actions options
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Initialize States and Clear Document Activity are only displayed available when a workflow is enabled in the space document control dashboard.
Reindex Workflows
The option Reindex workflows of imported spaces should be used whenever a space is imported from another cloud space or cloud site.
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Clear Document Activity
The Clear Document Activity utility
deletes the workflow document activity for every page and blog post in the space
resets the workflow state to the initial workflow state of the active space workflow
Choose the dashboard ellipsis menu to access the Clear Document Activity option
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This action cannot be undone , so be careful before choosing the Ok, reindex Workflowsclear Document Activity button in the confirmation dialog box.
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If the reindex is not undertaken after an import has been completed, Comala Document Control workflows may not work on the added pages and the document report may display document states as 'not initialized'.
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The Clear Document Activity option is only enabled when there is an active workflow in the space document control dashboard. |
Initialize States
A space admin can choose to initialize the workflow state for the active space workflow applied to the content pages and blog posts in the space.
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Choose one of the workflow states from the dropdown menu to set the space workflow to a specific state in the currently active space workflow.Choose the Initialize States icon in the active workflow Actions options
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Initialize states icon option is only displayed when the workflow is active. |
In the Initialize States dialog box
select one of the states in the active workflow from the dropdown menu
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When a workflow is first applied, and before any action has occurred (such as a transition) the applied workflow data is considered to be as “unprocessed”. It is Only these “unprocessed” workflows that will be are initialized by default when choosing to Initialize states.
To set all the content in the space to the same state, in the confirmation dialog box
check the Override preexisting states checkbox
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Initialize states option is only displayed when the space workflow is enabled
Clear Document Activity
Clear Document Activity deletes the workflow document activity for every page and blog post in the space and resets the workflow state to the initial workflow state of the enabled space workflow.
This action cannot be undone so be careful before choosing the Ok, clear Document Activity button in the confirmation dialog box.
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choose Initialize
The process may take some time if there is a large number of pages. Progress is displayed in a dialog box.
Successful initialization is confirmed in an on-screen message notification.
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