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Overview

The space settings document Management dashboard displays all the workflows available in the current space. Each workflow has several Actions options to view the workflow details and manage the workflow in the space.

cdmc_spacedocumentmanagementdash_noactive_wf_removerestrictions_disabled.png

In the dashboard, in addition to selecting a single workflow and making it active on all content in the current space, a space admin has several Actions options for each workflow. These are used to

  • view a workflow visual flowchart

  • duplicate a workflow to add a customer workflow to the dashboard

  • initialize the workflow states for an active workflow

  • edit a custom workflow using the code editor or visual builder

  • remove a custom workflow from the space

Actions menu options

Excerpt
nameactionsmenu_summary

Actions options are displayed for each workflow in the space dashboard.

cdmc_spacedocumentmanagementdashboard_extract_baw_workflow_active.png

For each workflow, several Actions options are available.

Info

Available Actions depend on whether the workflow is

  • active or inactive

  • a bundled workflow or a custom workflow

cdmc_actions_bunledworkflow_active_1.gif
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  • View detail

    • display a visual flowchart for the workflow

  • Duplicate

    • create a copy of the existing workflow and add it to the dashboard as an editable custom workflow

  • Initialize States

    • choose and set the workflow state on all pages for the active space workflow

The Initialize States option is only displayed when the workflow is active

Additional Actions options are displayed for a custom workflow

cdmc_actions_customworkflow_active_2.gif
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  • Edit with Visual Builder opens the visual editor to edit the workflow

  • Edit with Code Editor opens the code editor to edit the JSON code for the workflow template

  • Remove deletes the custom workflow from the space

Info

All workflows in the space document management dashboard are available for a user to add as page workflow if no workflow is active in the dashboard.

If the current workflow includes one or more workflow parameters, a space admin can set the value(s) for these workflow parameters when the workflow is active.

cdmc_spacedocumentdashboard_extract_contentexpiryworkflow_active_parameters_displayed.png
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Actions options - bundled workflow

Three Actions tool options are available for the included workflows (tagged as Template).

View detail

cdmc_dashboard_viewdetails.png

Displays the

  • visual workflow diagram

  • workflow description

Duplicate

cdmc_dashboard_duplicate.png

Creates a copy of the workflow in the dashboard.

cdmc_copyworkflow_dialogbox_baw_copy.png

The duplicate is

  • a custom workflow

  • editable

Confirm duplication and addition of the workflow copy to the dashboard by

  • adding a unique workflow name

  • choosing Submit

cdmc_spacedashboard_copy_baw_wf_inactive_extract.png

By default, the new workflow uses the existing name appended with Copy

Initialize States

Info

Only displayed in the Actions options when the workflow is active in the space.

cdmc_actionsmenu_extract_initializestates_withactionstitle.pngImage Removedcdmc_actionsmenu_initializestates_ bundled workflow.pngImage Added

Displays the Initialize States dialog box to

  • initialize all non-initialized and obsolete workflow states to a selected state

cdmc_spacedocumentdashboard_initializestates_dialogbox.png

Check the Override preexistent states option to set all pages with an applied workflow to the selected state.

Info

Initialize States is only displayed in the Actions options for the active workflow in the space.

Additional Actions options - custom workflow

There are three additional Actions tool options for a custom workflow.

Info

All three additional Actions options are available when the custom workflow is active or inactive.

Edit with Visual Builder

cdmc_actionsoption_customworkflow_editwithvisualbuilder.png

Opens the current workflow in the workflow builder visual editor.

  • changes are saved to the current workflow.

If the name is changed when saving the changes, a new custom workflow is created and added to the dashboard.

Edit with Code Editor

cdmc_actionsoption_customworkflow_editwithcodeeditor.png

Opens the current workflow in the code editor.

  • changes are saved to the current workflow

If the name is changed when saving the changes, a new custom workflow is created and added to the dashboard.

Remove

cdmc_actionsoption_customworkflow_remove.png

Deletes the current workflow and removes it from the dashboard.

As this is not reversible, the dialog box requests confirmation of the action.

cdmc_dashboard_remove_dialog_custom.png
Info

All three additional Actions options for a custom workflow are shown when the workflow is active or inactive.

Related pages

Space Administration

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