Actions options - space workflow

Owned by
Robert Alexander Marshall
Last updated: Jun 26, 2024
4 min read
1 Actions menu options | 2 Actions options - bundled workflow | 2.1 View detail | 2.2 Duplicate | 2.3 Initialize States | 3 Additional Actions options - custom workflow | 3.1 Edit with Visual Builder | 3.2 Edit with Code Editor | 3.3 Remove | 4 Related pages

Overview

The space settings document Management dashboard displays all the workflows available in the current space. Each workflow has several Actions options to view the workflow details and manage the workflow in the space.

cdmc_spacedocumentmanagementdash_noactive_wf_removerestrictions_disabled.png

In the dashboard, in addition to selecting a single workflow and making it active on all content in the current space, a space admin has several Actions options for each workflow. These are used to

  • view a workflow visual flowchart

  • duplicate a workflow to add a customer workflow to the dashboard

  • initialize the workflow states for an active workflow

  • edit a custom workflow using the code editor or visual builder

  • remove a custom workflow from the space

Actions menu options

 

Actions options are displayed for each workflow in the space dashboard.

cdmc_spacedocumentmanagementdashboard_extract_baw_workflow_active.png

For each workflow, several Actions options are available.

Available Actions depend on whether the workflow is

  • active or inactive

  • a bundled workflow or a custom workflow

  • View detail

    • display a visual flowchart for the workflow

  • Duplicate

    • create a copy of the existing workflow and add it to the dashboard as an editable custom workflow

  • Initialize States

    • choose and set the workflow state on all pages for the active space workflow

The Initialize States option is only displayed when the workflow is active

Additional Actions options are displayed for a custom workflow

  • Edit with Visual Builder opens the visual editor to edit the workflow

  • Edit with Code Editor opens the code editor to edit the JSON code for the workflow template

  • Remove deletes the custom workflow from the space

All workflows in the space document management dashboard are available for a user to add as page workflow if no workflow is active in the dashboard.

If the current workflow includes one or more workflow parameters, a space admin can set the value(s) for these workflow parameters when the workflow is active.

 

Actions options - bundled workflow

Three Actions tool options are available for the included workflows (tagged as Template).

View detail

Displays the

  • visual workflow diagram

  • workflow description

Duplicate

Creates a copy of the workflow in the dashboard.

The duplicate is

  • a custom workflow

  • editable

Confirm duplication and addition of the workflow copy to the dashboard by

  • adding a unique workflow name

  • choosing Submit

Initialize States

Displays the Initialize States dialog box to

  • initialize all non-initialized and obsolete workflow states to a selected state

Check the Override preexistent states option to set all pages with an applied workflow to the selected state.

Additional Actions options - custom workflow

There are three additional Actions tool options for a custom workflow.

Edit with Visual Builder

Opens the current workflow in the workflow builder visual editor.

  • changes are saved to the current workflow.

If the name is changed when saving the changes, a new custom workflow is created and added to the dashboard.

Edit with Code Editor

Opens the current workflow in the code editor.

  • changes are saved to the current workflow

If the name is changed when saving the changes, a new custom workflow is created and added to the dashboard.

Remove

Deletes the current workflow and removes it from the dashboard.

As this is not reversible, the dialog box requests confirmation of the action.

Space Administration

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