Utilities - space settings

Overview

Using the app space settings, a space administrator can select a single workflow and make it active on all pages and blog posts in the current space.

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When a workflow is active in the space, the document control space settings includes options to

The space workflow must be enabled to display the Initialize states, Clear Document Activity, and Remove Restrictions options.

The utility options allow you to configure the workflow application and the document activity for the pages and blog posts in the space.

Choose the ellipsis menu in the app space settings to access the Clear Document Activity option

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Choose the Initialize States icon in the active workflow Actions options

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Initialize States and Clear Document Activity are only available when a workflow is enabled in the app space settings.

Clear Document Activity

The Clear Document Activity utility

deletes the workflow document activity for every page and blog post in the space
resets the workflow state to the initial workflow state of the active space workflow

Choose the ellipsis menu to access the Clear Document Activity option

This action cannot be undone so be careful before choosing the Ok, clear Document Activity button in the confirmation dialog box.

The Clear Document Activity option is only enabled when there is an active workflow in the app space settings

Initialize States

A space administrator can choose to initialize the workflow state for the active space workflow applied to the pages and blog posts in the space.

Choose the Initialize States icon in the active workflow Actions options

Initialize states icon option is only displayed when the workflow is active.

In the Initialize States dialog box:

select one of the states in the active workflow from the dropdown menu

When a workflow is first applied, and before any action has occurred (such as a transition), the applied workflow data is considered as “unprocessed”. Only these “unprocessed” workflows are initialized when choosing Initialize states.

To set all the content in the space to the same state

check the Override preexisting states checkbox

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choose Initialize

The process may take some time if there are many pages. Progress is displayed in a dialog box.

Successful initialization is confirmed in an on-screen message notification.