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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 active in the space, the document control dashboard includes 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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This active space workflow overrides a workflow previously applied at the page level individually to the page or blog post.
When a workflow is active
Clear Document Activity utility 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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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.
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Changing a parameter value in the dashboard for the workflow does not automatically update the value in the applied workflow until a related workflow event occurs on the page or blog post. The workflow event causes the workflow to retrieve the updated value.
Settings - Remove restrictions
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When content transitions to the 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 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 available when a workflow is enabled in the space document control dashboard.
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, clear Document Activity button in the confirmation dialog box.
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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 pages and blog posts in the space.
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 as “unprocessed”. Only these “unprocessed” workflows are initialized when choosing Initialize states.
To set all the content in the space to the same state
check the Override preexisting states checkbox
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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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By default, page-level restrictions setting is disabled. Page restrictions are not removed on the workflow transition to the final state.
A workflow must be active in the dashboard to change the Remove restrictions setting.
To enable the removal of page restrictions on transition to the final state
move the Remove Restrictions option slider to blue
choose Ok, remove restrictions to confirm the change
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The setting is retained when the active workflow is changed. The Remove Restrictions setting is for the space.
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Remove restrictions slider can only be changed option when a workflow is active in the dashboard. |
Utilities
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The utility options allow you to configure the workflow application and the document activity for the content in the space. When a workflow is active
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