Space administration

Overview

The document control space settings display all the workflows available in the current space. A space administrator can choose a single workflow and make it active on all pages and blog posts in the current space.

To open the app space settings:

• choose Space settings>App links> Comala Document Control

Open

App space settings

In the Confluence sidebar

• choose Space settings

Open

• in App links select the Comala Document Control option to open the app space settings

By default, the document control app space settings display all the workflows installed with the app. None are initially active.

Enabling one of these space workflows applies the workflow to all the pages and blog posts in the space.

• click the grey slider next to a workflow name to make the workflow active

This active space workflow overrides a workflow previously applied at the page level individually to the page or blog post.

View workflow information

A space administrator can view information for each of these workflows using the View detail icon option.

• choose View detail

The dialog box displays the workflow description and visual flow diagram.

Active workflow in the space

Within the space settings of a given space, you can select from three available workflows to apply to all the space pages and blog posts.

• Basic Approval Workflow

• Content Expiry Workflow

• Quality Management System Workflow 

Click the grey slider next to a workflow name to make the workflow active in the space.

The active workflow

• is added and applied on every page and blog post in the space

The workflow and its application can be configured using:

• Settings - Remove Restrictions

• Clear Document Activity option enabled in the ellipsis menu

• Initialize States icon displayed in the Actions options

• Parameters lozenge displayed for the workflow to set the workflow parameter values used by the workflow in the space

To select a different workflow, choose the grey slider to make the new workflow active.

Set Parameters

The Content Expiry workflow and Quality Management System workflow include one or more workflow parameters defined in the workflow.

The space administrator can set the value for the workflow parameter(s) for the active workflow using the @Parameters lozenge. The workflow uses this value, for example, when applying the workflow.

The Content Expiry Workflow includes a workflow parameter. The value is used to set the due date for the Approved state.

Choose the @Parameters lozenge to open the Parameters dialog box and edit the Expiration parameter value for the space

The Quality Management System Workflow includes two workflow parameters.

The values of these workflow parameters are used to assign reviewers to approvals.

• make the workflow active

• choose the @Parameters lozenge to open the Parameters dialog box

• edit the Document User Reviewers and Document Group Reviewers workflow parameter values for space

A parameter value is used when a workflow event retrieves the parameter value. For example, when the space workflow is active in the space and a new page is created.

Changing a parameter value in the app space settings for the workflow does not automatically update the value in the applied workflow until a related workflow event occurs on the page or blog post. The workflow event causes the workflow to retrieve the updated value.

Settings - Remove Restrictions

The page-level Remove Restrictions setting is disabled by default, and any page restrictions on a page are not removed when the workflow transitions to the final state.

A workflow must be active in the app space settings to change the Remove restrictions setting.

To enable the removal of page restrictions on the transition to the final state:

• move the Remove Restrictions option slider to blue

• choose Ok, remove restrictions to confirm the change

The setting is retained when the active workflow is changed. The Remove Restrictions setting is for the space.

Utilities