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Overview

Applying a Comala Document Approval to a space applies the workflow to all the pages and blog posts. When the space approval workflow is active, the approval workflow is automatically applied when new pages and blog posts are created in the space.

The space application of the approval workflow overrides all approvals added and applied to individual pages and blog posts on a page-by-page basis.

Adding approvals to all pages and blog posts in a space

Excerpt

A Comala Document Approval workflow is added and applied to all pages and blog posts in the space by making the approval workflow active in the document approval dashboard in a space.

Info
The addition and application of the space approval workflow is by the space administrator(s).

Open the space document approvals dashboard

Choose Space Settings in the sidebar menu.

In the Confluence sidebar menu

choose Space Settings
choose App links

select Comala Document Approval

This displays the space settings document approval dashboard.

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The Basic Approval Workflow is listed in the dashboard.

Info
This is a simple three-state approval workflow for

the

Comala Document Approval

app

Cloud.

The Basic Approval Workflow is disabled inactive in the space by default. When disabled inactive a user with edit permission for a page or blog post in the space can add and apply an approval workflow to an individual on a page-by-page basis to a page or blog post.

To display information details of the basic approval workflow

choose the View detail icon

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A popup displays a visual flowchart and description of the workflow.

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Apply the workflow

Apply the Basic Approval Workflow to all the pages and blog posts in the space by

select the toggle slider next to the Basic Approval Workflow name

cdac_documentapprovalsdashboard_extract_baw_inactive_grey_toggleslider.png

click on the slider to enable the approval

cdac_spacedocumentapprovaldashboard_extract_activeapproval_initializestates_highlighted_1.png

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The enabled workflow is active and enabled as the space approvals approval workflow.

An on-screen notification confirms that the space configuration has been successfully saved.

The active approval workflow is added and applied to

all the pages and blog posts in the space
added to any new pages or blog posts created in the space while it is active

Info

Comala Document Approval app uses the same approvals workflow (with identical workflow states and transitions) in this space mode of application, and when adding the approval workflow to a page or blog post when applied

on a page-by-page basis (page

mode of application).

approval)
across all pages and blog posts as a (space approval)

Configuration and settings

Several options are available to configure the space approval workflow .In the when it is active in the space settings document approval dashboard

choose the ellipsis menu

cda_documentapprovasldashboard_ellipsismenu_allavailable_noappversion.png

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When the approval workflow is active, two options are enabled

Initialize States -

.

Clear Document Activity
- clears the approval document activity for all the pages and blog posts
Initialize States
- set the approval state for all the space content by initializing the workflow state

In the dashboard

choose the ellipsis menu
choose Clear Document Activity - clears the approval document activity for all the pages and blog posts

The actions for each of these options

cdac_spacedocumentapprovaldashboardellipsismenu_cleardocumentactivity_highlighted.png

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In the active approval workflow Actions menu

choose the Initialize states icon

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Both these options, once undertaken, cannot be undone.

Initialize States

Use the document approval dashboard ellipsis dropdown menu to set the approval state for pages and blog posts in the space.

The Initialize states

Clear Document activity

Choose Clear Document Activity to reset all the workflow events and action history for approvals for this space. This includes all pages and blog posts, approvers, and assigned reviewers.

The Clear Document Activity ellipsis menu option is disabled (greyed out) when the space approval workflow is inactive.

Initializing states causes

choose the document approval dashboard ellipsis menu

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choose Clear Document Activity

In the dialog box

choose OK, clear Document Activity

cdac_documentapprovalsdashboard_cleardocumentactivity.png

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Note
This cannot be undone!

The clears the Document Activity of all pages and blog posts including document activity from approvals applied on a page-by-page basis.

Initialize States

Initializing States has two options to set the approval workflow state for pages and blog posts in the space

set a page with an applied workflow but no workflow actions or an outdated (obsolete) workflow state

to be set

to a selected state

. The space administrator also has the option to

reset the workflow states for all the pages and blog posts to a selected state

Use the Initialize States icon in the active workflow Actions options to set the approval state for pages and blog posts in the space.

The Initialize states option is not displayed when the space approval workflow is inactive.

In the active approval workflow Actions menu

choose the Initialize Statesstates icon

cda_documentapprovasldashboard_ellipsismenu_initailizestates_noappversion.png

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In the dialog box, a state must be selected for Use the dropdown menu to select a state as the initialization destination state.

choose the state from the dropdown menu

Info
The default action initializes the state on pages and blog posts with an applied approval workflow but with no approval events or activities.

(if required) check the Override preexisting states checkbox to set all the workflow states to the selected state

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choose Initialize

Note
This cannot be undone!

An on-screen notification confirms the completion of the state initialization.

Info

Override preexistent states is used:

on the initial application of the space workflow to reset all the content in the space to a specific state of the approval workflow
on a required date to ensure review of all the content in a mature space for example.

Clear Document activity

Choose Clear Document Activity to reset all the workflow events and action history for approvals for this space. This includes all pages and blogposts, approvers, and assigned reviewers

.

The Clear Document Activity ellipsis menu option is disabled when the space approval workflow is inactive.

choose the document approval dashboard ellipsis menu

cdac_documentapprovaldashboard_ellipsismenu_cleardocumentactivity.png

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choose Clear Document Activity

In the dialog box

choose OK, clear Document Activity

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Note
This cannot be undone!

The clears the Document Activity of all pages and blog posts including document activity from approvals applied on a page-by-page basis.

Disabling the space approval workflow

To disable the space mode application of the approval workflow across the content pages and blog posts in a space, in

navigate to the space settings document approval dashboard
click the blue toggle slider next to the Basic Approval Workflow name

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The toggle slider moves to grey.

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Any previous approval workflow added and applied to individual pages or blog posts on a page-by-page basis is re-enabled. The page approval workflow state is the last state before the space approval workflow was disabled.

Users with Edit permissions can add a Comala Document Approval to an individual page or blog post in the space only when the space approval workflow is inactive.

Document report

Open the document report for the space in the Confluence sidebar.

The document report displays approval workflow information pages and blog posts with an applied workflow in the space.

cdac_dodumentreport_includesonnotinitializedworkflow.png

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When the

space approval workflow is inactive in a space

and there are no approvals added on a page-by-page basis

, the

The document report displays a message stating the Comala Document Approval is disabled for the space.

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When the space approval workflow is disabled, the Document Report displays details of documents with an individual page approval workflow added.

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	Applying the Comala Document Approval workflow
	Applying the Comala Document Approval workflow
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Versions Compared

Old Version 7

New Version Current

Key

Overview

Adding approvals to all pages and blog posts in a space

Open the space document approvals dashboard

Apply the workflow

Configuration and settings

Initialize States

Clear Document activity

Initialize States

Clear Document activity

Disabling the space approval workflow

Document report