Utilities - space settings
- Robert Alexander Marshall
Overview
The document management space settings display all the workflows available in the current space and include several utilities to help manage them.
In the app space settings, in addition to selecting a single workflow and making it active on all content in the current space, a space admin has several utilities for workflows in the space.
These utilities are used to
The Refresh Workflows and Clear Document Activity utilities are accessed using the space document management settings ellipsis menu
The Initialize States utility is only accessible for an active workflow. Open this utility using the workflow template Actions option.
Utilities
The utility options allow you to configure the workflow application and the document activity for the content in the space.
To access the Reindex workflows and Clear Document Activity utilities
choose the dashboard ellipsis menu
Clear Document Activity is only enabled when there is an ACTIVE space workflow.
To access the Initialize States utility
choose Initialize States from the Actions options for the active workflow
Reindex Workflows
The option Reindex workflows of imported spaces should be used when you have imported your instance or space from cloud to cloud.
This is a final step required after importing to update the document to state correctly for those pages that you have not visited yet.
There are some circumstances where you may need to reindex your workflows. For example, if your users report issues with workflow states - the document state can be displayed as 'not initialized' in the document report and page document activity. Reindexing your workflows ensures that up-to-date workflow document activity history is displayed for each document.
The Reindex Workflows option is only used for cloud-to-cloud migration. It is not required or relevant when migrating content from a server or data center instance.
Clear Document Activity
The Clear Document Activity option deletes the workflow document activity of every page and blog post in the space and resets the workflow state to the initial workflow state.
When a workflow is active in the space
open the space ellipsis menu
choose Clear Document Activity
This opens the Clear Document Activity dialog box.
choose OK, clear Document Activity
This action cannot be undone!
Initialize states
When a workflow is active in the space, set the space workflow to a specific state on the applied pages and blog posts
navigate to the Actions options for the active workflow
choose Initialize States icon
In the Initialize States dialog box
chose the State dropdown menu
select a state name to initialize the applied workflow state
When the checkbox Override preexistent states is not checked, the process sets the workflow state only for unprocessed pages.
check Override preexistent states to set ALL states in the space to the same state
Related pages
Space Administration