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Overview
A Comala Document Management workflow can be added across all content documents (pages and blog posts) in a space (space mode)
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as a space workflow).
The space workflow is managed in applied using the space settings document management dashboard.
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You can make a workflow active in the dashboard, adding the workflow to all documents in the space as a space workflow.
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It is recommended that you add and apply a space workflow to centrally manage your documentation process across all documents in your space. Making a space workflow active overrides a workflow added individually to pages or blog posts, and the same workflow template is added to all the documents. |
Accessing the space document management dashboard
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Open the document management dashboard in a space workflow
move the grey slider next to the workflow name to the right
The slider turns blue when the workflow is enabled.
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The space document management dashboard can also be opened by a user with space admin permission using either of by choosing
Space settings in the Confluence sidebar
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Choose
App links
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Comala Document Management
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The document management dashboard displays the workflow templates included with the app.
When there is no active space workflow in the space, a space administrator can also open the space document management dashboard and add a space workflow using the options on a page to:
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To use the on-page options
an existing any added page workflow must be removed from the current page using the page tools menu option
existing applied space workflow must be disabled in the space document management dashboard
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A workflow cannot added to a space homepage. This is because Confluence Cloud does not allow certain properties to be added to the homepage, for example, workflow content byline. |
Applying a space workflow
The space administrator permission can make a workflow active in the document management dashboard. The active workflow is applied to all documents in a space (as a space workflow).
To make a space workflow active in the dashboard, for a workflow
move the grey slider to the right
The slider turns blue when the workflow is active.
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The active space workflow is added and applied to all documents in the current space.
The space workflow overrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.
Space settings and space utility options
When a workflow is active, the space workflow settings Remove Restrictions can be enabled
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for the space.
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When the Remove restrictions setting is enabled, page-level view and edit restrictions are removed on a during the transition to the final state (if present in the workflow).
For an active workflow, the following space workflow utility options are available in the space
Clear Document Activity (in the dashboard ellipsis menu) removes
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Removes the document activity on the pages and blog posts in the space. |
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Initialize states (icon in the active workflow Actions options)
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You can use this to set the workflow state on all the pages and blog posts in the space |
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The Reindex workflows of imported spaces option is displayed
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whether the space workflow is active
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or inactive. This option can be used after importing the space from another Confluence Cloud space.
Add a space workflow using the page workflow byline breadcrumb
Only available If no workflow is currently applied to the page or blogpost
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on a page when there is no added page workflow on the page or active space workflow.
On a page or blog post
choose the Add Workflow byline breadcrumb in the content sub-title
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select Add Workflow to this Space
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This opens the space Document Management document management dashboard.
Enable Make a workflow active and add it to all the documents in the space by moving the grey slider next to the workflow name to the right to change the slider to blue. The slider is blue when the workflow is active.
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The enabled space workflow is added and applied to all content in the current spaceoverrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.
Add a space workflow using the page tools menu option
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Only available on a page when there is no added page workflow on the page or active space workflow.
On a page
open the page tools menu
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choose Add Page Workflow
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In the Add workflow dialog box
select the right-hand option
choose Next to open the space document management dashboard
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Make a workflow active and add the workflow across the space.
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This opens the space document management dashboard.
Enable a workflow it to all the documents in the space by moving the grey slider next to the workflow name to the right to change the slider to blue. The workflow is automatically applied to the existing pages and blog posts in the space and is automatically applied to new page and blog post
If any page workflows were previously applied the space workflow overrides the page workflow. Yoy may need to initialize the states for the workflow in the space.
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slider is blue when the workflow is active.
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The space workflow overrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.