Overview
The space settings document Management dashboard displays all the workflows available in the current space. The workflows available in the space are managed in the dashboard by the space administrator.
The three workflows included with the app are always displayed in each space dashboard
They cannot be overwritten or deleted and are identified by the Template tag.
The dashboard is populated with the three workflows bundled with the app.
In addition, the dashboard includes any custom workflows created in the space or imported to the space. These workflows are editable in the space.
Each workflow in the dashboard has several Actions options to view the workflow details and manage the workflow in the space.
Space workflows
Each of the workflows listed in the space document management dashboard can be
added individually to each page or blog post in the space using the page tools menu on the page
enabled in the dashboard and automatically applied to all the pages and blog posts in the space
A workflow can be individually added to a page or blog post only when there is no active space workflow in the dashboard. An active space workflow overrides an existing page workflow on any page or blog post in the post.
By default in the space document management dashboard
workflows included with the app are displayed in the dashboard
no workflow is enabled for the space
A space administrator can enable one of the dashboard workflows. This active workflow is applied to all the pages and blog posts in the space as a space workflow by moving the grey slider to blue.
A space administrator can view information for each workflow using the View detail icon option.
View detail displays the workflow description and visual flow diagram.
The workflow does not need to be enabled to view the details.
Workflow Actions options
Each workflow has several Actions options to view the workflow details and manage the workflow in the space.
Actions options are displayed for each workflow in the space dashboard. For each workflow, several Actions options are available. Available Actions depend on whether the workflow is active or inactive a bundled workflow or a custom workflow
Apply a space workflow
To add and apply one of the workflows to all the pages and blog posts in the space
select and click on the grey slider next to the workflow name
The slider button moves to the right and turns blue and the workflow is added and applied to all the pages in the space.
An active workflow enabled in the space document management dashboard is applied in preference on any page with a page workflow.
Workflow utilities and space settings
When a workflow is active in the dashboard the space administrator can
Initialize States
sets the current workflow state for all pages and blog posts in the space
Clear Document Activity
removes the history of all workflow events and actions from each page and blog post in the space
Remove Restrictions
enable the setting removes page-level user permission restrictions on the applied workflow transition to the final state in the workflow
Set Parameter Values
edit the workflow parameter values used by the workflow in the space
The updated parameter value is retrieved when the workflow is applied to a page. Changing this value does not change the value on pages where the workflow is already applied unless an appropriate workflow event retrieves the parameter value.
Workflow data in the space can be reindexed using the Reindex Workflows utility.
Change the active workflow in the space
Within the space settings of a given space, you can select the workflow to set as the space workflow and apply it to all the documents in the space using the grey slider next to each workflow name.
Enable (make active) or disable (make inactive) a space workflow by
clicking the grey slider next to the workflow name
The active workflow slider changes color to blue and is applied to all the pages and blog posts in the space.
By clicking the blue slider to off (grey)
the active workflow in the space is disabled
it is removed from all the pages and blog posts in the space
Choosing to enable another workflow in the space disables any existing active workflow.
When enabled the space workflow is added and applied on every page and blog post.
When the space workflow is disabled, any previously added page workflows become active again on the individual page(s) to which they were applied.
Related pages
Space Administration
Other pages