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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. This is a simple three-state approval workflow for the Comala Document Approval app. The Basic Approval Workflow is disabled in the space by default. When disabled |
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a user with edit permission for a page or blog post in the space can add and apply an approval workflow to an individual 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 workflow is active and enabled as the space approvals workflow |
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. 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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added and applied to
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There are a number of utilities available to the space admin to configure this space approval workflow.
These utilities will allow you to:
Configuration and settingsSeveral options are available to configure the space approval workflow. In the document approval dashboard
 When the approval workflow is active, two options are enabled
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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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The actions for each of these options cannot be undone. |
Initialize States
Use the document approval dashboard ellipsis dropdown menu to set the approval state for
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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:
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The Initialize states ellipsis menu option is disabled when the space approval workflow is inactive.
Initializing states causes a page with an applied workflow but no workflow actions or an outdated (obsolete) workflow state to be set to a selected state. The space administrator also has the option to reset the workflow states for all the pages and blog posts.
choose Initialize States
In the dialog box, a state must be selected for the initialization destination state.
choose the state from the dropdown menu
(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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This utility is not available when the space approval workflow is disabled.
Clear Document activity
Choose Clear
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Document Activity to reset all the workflow events and action history for
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approvals for this space. This includes all
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pages and blogposts, approvers, and assigned reviewers.
The Clear Document Activity ellipsis menu option is disabled 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 |
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The
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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.
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clears the Document Activity of all pages and blog posts including document activity from approvals applied on a page-by-page basis.
Disabling the space approval workflow
To disable the space mode application of the
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approval workflow across the content in a
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space, in the space settings document approval dashboard
click the blue toggle slider next to the Basic Approval Workflow name
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The toggle slider moves to grey.
Any previous approval workflow added and applied to individual pages
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or blog posts on a page-by-page basis 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
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post in the space when the space approval workflow is inactive.
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Document report
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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