Overview
The space settings document control dashboard displays all the workflows available in the current space. In the dashboard. A space admin can choose a single workflow and make it active on all pages and blog posts in the current space.
To open the space document control dashboard.
choose Space settings>App links> Comala Document Control
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
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
Space Document Control dashboard
In the Confluence sidebar
choose Space settings
in App links select the Comala Document Control option to open the space document control dashboard
By default, the document control dashboard displays all the workflows installed with the app. None are initially active.
The Settings option and some Utilities options are only displayed when the space workflow is enabled.
Enabling one of these space workflows applies the workflow to all the pages and blog posts in the space.
click the grey slider next to a workflow name to make the workflow active
The slider button moves to the right and turns blue and the workflow is added and applied to all the pages in the space. The Initialize States icon is displayed in the Actions options for the active workflow.
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
the Initialize States icon is displayed in the Actions menu for the active workflow
View workflow information
A space administrator can view information for each of these workflows using the View detail icon option.
choose View detail
The dialog box displays the workflow description and visual flow diagram.
The workflow does not need to be enabled to view the details.
Active workflow in the space
Within the space settings of a given space, you can select from three available workflows to apply to all the space pages and blog posts.
Check this page to get more information about these workflows.
Click the grey slider next to a workflow name to make the workflow active in the space.
The selected active workflow
is added and applied on every page and blog post in the space
The workflow and its application can be configured using the
Settings - Remove Restrictions
Clear Document Activity option enabled in the ellipsis menu
Initialize States icon displayed in the Actions options
Parameters lozenge displayed for the workflow to set the workflow parameter values used by the workflow in the space
To select a different workflow, choose the grey slider to make the new workflow active.
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.
The space admin can set the value for the workflow parameter(s) for the active workflow using the @Parameters lozenge. This value is used by the workflow for example, when applying the workflow.
If set in the space, this value is used by the workflow. The default value set in the workflow template is not used.
The Content Expiry Workflow includes a workflow parameter. The value is used to set the due date for the Approved state.
Choose the @Parameters lozenge to open the Parameters dialog box and edit the Expiration parameter value for the space
The default value for the value of the Expiration parameter is a period of 5 months
The Quality Management System Workflow includes two workflow parameters.
The values of these workflow parameters are used to assign reviewers to approvals.
make the workflow active
choose the @Parameters lozenge to open the Parameters dialog box
edit the Document User Reviewers and Document Group Reviewers workflow parameter values for space
There is no default value for these parameters. These values are populated using the users and groups in your instance.
A parameter value is used when a workflow event retrieves the parameter value. For example, when the space workflow is active in the space and a new page is created.
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.
Remove restrictions
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.
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.
Choose the dashboard ellipsis menu to access the Clear Document Activity option
Choose the Initialize States icon in the active workflow Actions options
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
This action cannot be undone so be careful before choosing the Ok, clear Document Activity button in the confirmation dialog box.
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
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
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
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.
