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.
The workflows are applied as a space workflow when enabled in this dashboard.
Choose Space settings>App links> Comala Document Control to open the space document control dashboard.
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 enabled and active in the space, a space admin can configure the workflow to
The @ Parameters option is only displayed if the current space workflow is the Content Expiry Workflow or the Quality Management System Workflow.
The document control dashboard ellipsis menu (top right of dashboard) includes utilities to
The space workflow must be enabled to display the Initialize states, Clear Document Activity and Remove restrictions options.
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.
This active space workflow overrides any workflow previously applied at the page level individually to the page or blog post.
When the workflow is active, the Initialize States and Clear Document Activity utility options are displayed in the dashboard ellipsis menu.
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.
When the selected workflow is enabled
it is added and applied on every page and blog post in the space
Settings - Remove Restrictions configuration option can be set
elllipsis menu displays the Initialize States and Clear Document Activity options
To select a different workflow, simply choose the grey slider to enable the workflow.
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 currently active workflow using the @Parameters button. This value is used by the workflow for example, when first applying the workflow. If set it is used in place of any default value set in the workflow template.
The Content Expiry Workflow includes a workflow parameter that is used by the workflow to set the due date for the Approved state.
Choose the @Parameters button 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
TheQuality Management System Workflow includes two workflow parameters. These are used by the workflow to assign reviewers to approvals.
Choose the @Parameters button to open the Parameters dialog box and edit the Document User Reviewers and Document Group Reviewers parameters 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 by the workflow 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 on the content until an event occurs in the workflow on the page or blog post. On this event, the workflow checks the parameter value and retrieves the current value.
Settings - Remove restrictions
When content transitions to the workflow 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 utilities.
Initialize States and Clear Document Activity are only displayed when a workflow is enabled in the space document control dashboard.
Reindex Workflows
The option Reindex workflows of imported spaces should be used whenever a space is imported from another cloud space or cloud site.
As this action cannot be undone, so be careful before choosing the Ok, reindex Workflows button in the confirmation dialog box.
If the reindex is not undertaken after an import has been completed, Comala Document Control workflows may not work on the added pages and the document report may display document states as 'not initialized'.
If the space workflow is disabled, the Reindex workflows of imported spaces option is the only utility displayed.
Initialize States
A space admin can choose to initialize the workflow state for the active space workflow applied to the content in the space.
Choose one of the workflow states from the dropdown menu to set the space workflow to a specific state in the currently active space workflow.
When a workflow is first applied, and before any action has occurred (such as a transition) the applied workflow is considered to be “unprocessed”. It is these “unprocessed” workflows that will be initialized by default when choosing to Initialize states.
To set all the content in the space to the same state, in the confirmation dialog box check the Override preexisting states checkbox.
Initialize states option is only displayed when the space workflow is enabled
Clear Document Activity
Clear Document Activity deletes the workflow document activity for every page and blog post in the space and resets the workflow state to the initial workflow state of the enabled space workflow.
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 displayed when one the space workflows is enabled.