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Space Administration

The approval workflow can be applied to all the pages and blog posts in a space using the space settings Comala Document Approval dashboard.

Info

The Comala Document Approval app approval workflow is the Basic Approval Workflow.

To open Open the space Document Approval dashboard,

  • choose Space Settings

    > App Links

    > Comala Document Approval

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A space admin administrator can

  • enable/disable the approval workflow for application to the whole space contentReindex workflows of imported spaces for a migrated cloud space or space import

  • Clear Document Activity from all the pages and blog posts in the space

  • Initialize States on pages and blog posts in the space for the applied approval workflow

When the approval workflow is inactive

  • the Clear Document Activity is disabled (greyed out) in the document approval dashboard ellipsis menu

  • the Initialize States icon is not displayed in the Actions options

Info

The ellipsis menu also displays the installed app version.

View approval workflow

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To display the approval visual flow diagram and description, under the Actions column for the approval workflow

  • choose the View detail icon

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Enable and apply the approval workflow for all the pages and blog posts in a space

To enable the Basic Approval Workflow for the space

  • move click the grey slider to display a green tick

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The slider turns blue and the approval workflow is enabled for the space.

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Info

The active approval workflow is added and applied to all the pages and blog posts in the space.

When the approval workflow is enabled, the Document approval dashboard now displays several Utilities options.

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The enabled The active space approval workflow takes priority over any existing approval workflow applied individually to a page by an editor.

Utilities

When the workflow is enabled the space administrator can

  • Initialize states for the applied workflow

  • Clear Document Activity for all the space content

  • Reindex workflows of imported spaces

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Initialize states

The Initialize states option is used to set all pages and blog posts to be in a chosen state of the applied approval workflow.

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The following workflow utilities for the space are available when the approval workflow is active.

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Clear Document Activity

Document Activity clears the approval workflow history for all the pages and blog posts in your space that currently has, have (or previously had) the approval workflow applied.

Image Removed InfoYou need to confirm clearing the document activity in a popup dialog box as this

.

This option is only available when the approval workflow is active in the approval dashboard.

  • open the dashboard ellipsis menu

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  • choose Clear Document Activity

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  • select, Ok, clear Document Activity

Note

This action cannot be undone.

Migrated space

The option Reindex workflows of imported spaces should be used whenever a space is imported/migrated from another cloud site or cloud space.

You can choose Reindex Workflows.

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This re-enables approvals in a migrated or imported space from another cloud site.

Info

This is the final step in the cloud-to-cloud space migration/import process.

Comala Document Approval workflows may not work on the added pages after the import/migration has been completed if the imported space is not reindexed. The document activity for some pages may display the approval state as 'not initialized'.

Document Activity is linked to original users and is not transferred with the migration.

You will need to confirm the reindex of approvals in a popup dialog box as this action cannot be undone.

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Initialize states

The Initialize states option is used to set all pages and blog posts to the same state of the applied approval workflow.

In the Actions options for the active approval workflow approval

  • choose the Initialize States icon

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In the dialog box choose the approval state to be set for all the pages and blog posts in the space.

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This option is only available when the approval workflow is enabled in the approval dashboard.

From the State dropdown menu

  • choose the approval state to set for the applied approval workflow

The default option sets the state for each page with the applied approval workflow but currently, no workflow activity or events have previously occurred on the page.

To set the state for all the pages and blog posts, including those with existing approval workflow activity, you can override the state on these pages by

  • checking the Override preexistent states checkbox

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Once the destination state is selected

  • choose Initialize

A bar displays the progress of the initialization action.

An on-screen message confirms successful completion.

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Related pages

Child pages (Children Display)
pageAdministration