Screen Location: Space Tools > Document Management > Space Workflows Document Management > Page Workflows Templates
Overview
The Space Workflows Templates dashboard is displayed by default in the space tools Document Management dashboard.
It can be accessed as an option from the List dropdown menu.
The Document Management dashboard lists all the space and global scoped workflows that are added to the space by space admins to use in space mode.
Spaces must be set in Comala Document Management global configuration to allow workflows to be added. Global default for an instance a space admin can add and apply Comala Document Management workflows to ANY space. for content in the space.
Space Mode
If space mode is enabled, to add a space workflow to content requires the space admin to add or create at least one workflow and enable the workflow in the space workflows Document Management Dashboard.
One or more workflows can be added to the dashboard. These space workflows can be
a global scope workflow that cannot be edited by the space admin in the space
a space scope workflow that can be edited by the space admin in the space
Workflows added to the space document dashboard are listed in the following hierarchy
by scope
for each scope, alphabetically by name
If a global scope workflow is added to the space it is automatically enabled
the global scope workflow will be applied to all space content unless it includes a content label filter or content type filter
iI a space scope workflow is added to the space and enabled will be applied to all space content unless
a global scope workflow has been added
unless the space scope workflow includes a content label filter or content type filter
If you need to use multiple workflows in a space, each applied to different content, then all the active workflows must have a content label filter.
An active workflow without a content label filter will be applied in preference to any other active workflow of the same scope even if these other workflows include a content label filter.
When there are multiple active space workflows in a space, after workflow scope (global or space scope) and content label filter, the priority of application to the content in the space is determined by the order each workflow is listed in the dashboard, with the highest listed workflow being applied (subject to workflow scope and any content label filters). As these are listed alphabetically by workflow name for each scope of workflow, the only way to change this order is by management of the workflow name in the space.
Creating a new workflow and adding to the space workflows dashboard
You can create and add a workflow to the Space Workflows dashboard
Global administrator
A global admin can create, import or edit a workflow in the Global Document Management workflows dashboard. Enabled workflows in the global workflows dashboard are listed in the space workflows picker when a space admin chooses to +Add Workflow to the space.
Space administrator
The space administrator can create, import or edit a space scope workflow in the space tools Document Management dashboard.
Space admins cannot edit a global scope workflow added to the space Document Management dashboard but they can remove it or make a copy for editing.
Adding existing workflows to the space workflows dashboard
All existing global workflows enabled in Document Management global configuration will be automatically listed in the space workflows picker in the space dashboard. This includes any global workflows imported to the global workflows dashboard via the Import tab.
Space admins can add existing space scope workflows by copying and pasting the markup.
Editing a space workflow template in the dashboard
A global workflow template copied to the space workflows dashboard as a Space Scope workflow can be edited in this dashboard using workflow builder or the markup editor.
The action menu is not available for a global scope workflow as a global scope workflow can only be edited in the Document Management global workflows dashboard by users with global admin permission.
Space admins can edit a space scope workflow in this dashboard and changes will affect the workflow applied to content.
Option | Icon | Notes | As seen on... |
|---|---|---|---|
|  | Opens workflow builder. Once workflow builder is open, the workflow can be edited in
| Space scope workflows ONLY A global scope workflow cannot be edited in a space. It can only be edited in the global workflows dashboard. |
|  | Enabled workflow. Move slider to disable the workflow. | All active space scope workflows A global scope workflow added the document management dashboard is automatically enabled. It is displayed with a tick icon. No slider is available as the global scope workflow cannot be disabled in the space, only removed). |
|  | Disabled workflow. Move slider to enable the workflow. | All disabled space scope workflows A global scope workflow cannot be disabled in a space. It can only be removed. |
|  | Deletes the workflow template from the space. | Global and space scope workflows
|