Space administration
- Robert Alexander Marshall
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
All the workflow templates included with the app are displayed. If no workflow is active in the app space settings, all these workflows can be added at the page level to an individual page.
App space settings
In the Confluence sidebar
choose Space settings
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.
The Settings option and some Utilities options are only displayed when the space workflow is enabled.
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
The slider button moves to the right and turns blue, and the workflow is added and applied to all the pages in the space. The Initialize States icon is displayed in the Actions options for the active workflow.
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.
The workflow does not need to be enabled to view the details.
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.
Check this page to get more information about these workflows.
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.
Enabling a different workflow automatically disables the currently enabled workflow. Only one space workflow can be active in a space at any one time.
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.
If set in the space, the workflow uses this value. The default value set in the workflow template is not used.
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 default value for the value of the Expiration parameter is a period of 5 months
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
There is no default value for these parameters. These values are populated using the users and groups in your instance.
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
When content transitions to the final state, the workflow can be configured to remove all page-level view and edit restrictions for all users and groups.
All the included workflows have a final state.
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.
Remove restrictions: the slider can only be changed when a workflow is active in the app space settings.
Utilities
The utility options allow you to configure the workflow application and the document activity for the documents in the space.
When a workflow is active
Clear Document Activity utility option is enabled in the ellipsis menu in the app space settings
the Initialize States icon is displayed in the Actions menu for the active workflow
