Overview
The space settings document management dashboard displays all the workflows available in the current space. The dashboard has several utilities to help manage the workflows in the space.
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 utilities for workflows in the space.
These utilities are used to
The Refresh Workflows and Clear Document Activity utilities are accessed using the space document management dashboard ellipsis menu
The Initialize States utility is only accessible for an active workflow. Open this utility using the workflow template Actions option.
Utilities
The utility options allow you to configure the workflow application and the document activity for the content in the space.
To access the Reindex workflows and Clear Document Activity utilities
choose the dashboard ellipsis menu
Clear Document Activity is only enabled when there is an ACTIVE space workflow.
To access the Initialize States utility
choose Initialize States from the Actions options for the active workflow
Reindex Workflows
The option Reindex workflows of imported spaces should be used when you have imported your instance or space from cloud to cloud.
This is a final step required after importing to update the document states correctly for those pages that you have not visited yet.
There are some circumstances where you may need to reindex your workflows, for example, if your users report issues with workflow states - document states may be shown as 'not initialized' in the Document Report and workflow history. Reindexing your workflows ensures that up-to-date workflow history is displayed for each document.
Reindexing workflows is only used for cloud to cloud migration. It is not required or relevant when migrating content from server or data center.
Clear Document Activity
The Clear Document Activity option deletes the workflow document activity of every single page and blog post in the space and resets the workflow state to the initial workflow state.
When a workflow is active in the space
open the space ellipsis menu
choose Clear Document Activity
This opens the Clear Document Activity dialog box.
choose OK, clear Document Activity
This action cannot be undone!
Initialize states
When a workflow is active in the space, set the space workflow to a specific state on the applied pages and blog posts
navigate to the Actions options for the active workflow
choose Initialize States icon
In the Initialize States dialog box
chose the State dropdown menu
select a state name to initialize the applied workflow state
When the checkbox Override preexistent states is not checked, the process sets the workflow state only for unprocessed pages.
Unprocessed pages are pages with an applied workflow but no workflow event or actions have occurred since the application of the workflow. Usually, these are in the initial state of the workflow.
check Override preexistent states to set ALL states in the space to the same state
Use this option to move all content to a review state for an annual review as part of a check for stale content.
Related pages
Space Administration
Other pages