Applying an approval workflow to all pages and blog posts in a space

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

cdac_spacesettings_applinks.png
  • select Comala Document Approval

This displays the space settings document approval dashboard.

cdac_spacesettings_documentapprovaldashboard_workflow_inactive.png

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.