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Overview
Applying
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a Comala Document Approval to a space
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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
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approvals to all pages and blog posts in a space
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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.
Open the space document approvals dashboardChoose Space Settings in the sidebar menu. |
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Choose Content Tools, then select the Approval tab to display Space Settings Approval dashboard.
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A description of the approval workflow can accessed by clicking on Basic Approval Workflow.
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In the Confluence sidebar menu
This displays the space settings document approval dashboard. The Basic Approval Workflow is listed in the dashboard.
The Basic Approval Workflow is |
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inactive in the space by default. When |
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inactive a user with edit permission for a page or blog post in the space can add and apply an approval workflow |
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on a page-by-page basis to a page or blog post. To |
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display information details of the basic approval workflow
A popup displays a visual flowchart and description of the workflow. Apply the workflowApply the Basic Approval Workflow to all the |
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pages and blog posts in the space |
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The enabled workflow is active as the space approval workflow. An on-screen notification |
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confirms that the space configuration has been successfully saved. The active approval workflow is |
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applied to
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There are a number of utilities available to the space admin to configure this space approval workflow.
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Configuration and settingsSeveral options are available to configure the space approval workflow when it is active in the space settings document approval dashboard.
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clear the approval history for each page and blog post.
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reindex all the approvals after a migration of content from another space.
Utilities - Initialize States
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In the dashboard
In the active approval workflow Actions menu
Both these options, once undertaken, cannot be undone. |
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.
choose the document approval dashboard ellipsis menu
choose Clear Document Activity
In the dialog box
choose OK, clear Document Activity
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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
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This will override any existing approval state on a page or blog post.
This can be used:
on 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 the review of all the content in a mature space for example.
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set a page with an applied workflow but no workflow actions or an outdated (obsolete) workflow state to a selected state
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
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Utilities - Approval History
Choose Clear to reset all the history for Approvals for this space. This includes all content and assigned reviewers:
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This cannot be undone, hence the warning dialogue box:
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The utility will clear the Approval History of all content including any retained approval history from individual page approvals.
Utilities - Migrated space
If migrate your content to a new cloud space, choosing this option will re-enable your Approvals on this migrated space:
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Approvals on the migrated space will be re-enabled when you confirm the reindex.
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The approval history is linked to the original users and is not transferred with the migration.
The current user must have full permissions over the migrated space in order to perform this action.
Disabling Space Approvals Workflow
To disable the space mode application of the Approvals workflow across the content in a space uncheck the box next to the Basic Approval Workflow name in the space settings approval dashboard.
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inactive.
In the active approval workflow Actions menu
choose the Initialize states icon
Use the dropdown menu to select a state as the initialization destination state.
choose the state from the dropdown menu
Info |
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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
choose Initialize
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This cannot be undone! |
An on-screen notification confirms the completion of the state initialization.
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Override preexistent states is used:
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Disabling the space approval workflow
To disable the space application of the approval workflow across the pages and blog posts in a space
navigate to the space settings document approval dashboard
click the blue toggle slider next to the Basic Approval Workflow name
The toggle slider moves to grey.
Any previous approval workflow added and applied to individual pages
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or blog posts is re-enabled
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The page approval workflow state
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is the last state before the space approval workflow was disabled.
Users with Edit permissions
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can add a Comala Document Approval to an individual
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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.
When the
space approval workflow is inactive in a space
and there are no approvals added on a page-by-page basis
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
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displays details
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of documents with an individual page approval workflow added
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