Applying an approval workflow to all pages and blog posts in a space
- Robert Alexander Marshall
Overview
Applying a Comala Document Approval to a space 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 approvals to all pages and blog posts in a space
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.
The addition and application of the space approval workflow is by the space administrator(s).
Open the space document approvals dashboard
Choose Space Settings in the sidebar menu.
In the Confluence sidebar menu
choose Space Settings
choose App links
select Comala Document Approval
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 Comala Document Approval Cloud.
The Basic Approval Workflow is inactive in the space by default. When inactive a user with edit permission for a page or blog post in the space can add and apply an approval workflow on a page-by-page basis to a page or blog post.
To display information details of the basic approval workflow
choose the View detail icon
A popup displays a visual flowchart and description of the workflow.
Apply the workflow
Apply the Basic Approval Workflow to all the pages and blog posts in the space by
select the toggle slider next to the Basic Approval Workflow name
click on the slider to enable the approval
The enabled workflow is active as the space approval workflow.
An on-screen notification confirms that the space configuration has been successfully saved.
The active approval workflow is applied to
all the pages and blog posts in the space
added to any new pages or blog posts created in the space while it is active
Comala Document Approval app uses the same approvals workflow (with identical workflow states and transitions) when applied
on a page-by-page basis (page approval)
across all pages and blog posts as a (space approval)
Configuration and settings
Several options are available to configure the space approval workflow when it is active in the space settings document approval dashboard.
Clear Document Activity
clears the approval document activity for all the pages and blog posts
Initialize States
set the approval state for all the space content by initializing the workflow state
In the dashboard
choose the ellipsis menu
choose Clear Document Activity
In the active approval workflow Actions menu
choose the Initialize states icon
Clear Document activity
Choose Clear Document Activity to reset all the workflow events and action history for approvals for this space. This includes all pages and blog posts, approvers, and assigned reviewers.
choose the document approval dashboard ellipsis menu
choose Clear Document Activity
In the dialog box
choose OK, clear Document Activity
The clears the Document Activity of all pages and blog posts including document activity from approvals applied on a page-by-page basis.
Initialize States
Initializing States has two options to set the approval workflow state for pages and blog posts in the space
set a page with an applied workflow but no workflow actions or an outdated (obsolete) workflow state to a selected state
reset the workflow states for all the pages and blog posts to a selected state
Use the Initialize States icon in the active workflow Actions options to set the approval state for pages and blog posts in the space.
In the active approval workflow Actions menu
choose the Initialize states icon
Use the dropdown menu to select a state as 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
An on-screen notification confirms the completion of the state initialization.
Disabling the space approval workflow
To disable the space application of the approval workflow across the pages and blog posts in a space
navigate to the space settings document approval dashboard
click the blue toggle slider next to the Basic Approval Workflow name
The toggle slider moves to grey.
Any previous approval workflow added and applied to individual pages or blog posts is re-enabled. The page approval workflow state is the last state before the space approval workflow was disabled.
Document report
Open the document report for the space in the Confluence sidebar.
The document report displays approval workflow information pages and blog posts with an applied workflow in the space.
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.