Space workflows - space settings
- Robert Alexander Marshall
Overview
The document management space settings display all the workflows available in the current space. The space administrator manages the workflows in the app space settings.
The three workflows included with the app are always displayed in the document management settings in each space
They cannot be overwritten or deleted and are identified by the Template tag.
The dashboard is populated with the three workflows bundled with the app.
In addition, the app space settings screen includes any custom workflows created in the space or imported to the space. These workflows are editable in the space.
Workflows in a space are listed alphanumerically by workflow name. When a custom workflow is added, the included workflow templates are not automatically listed at the top of the app space settings screen.
Each workflow in the app space settings has several Actions options to view the workflow details and manage the workflow in the space. A workflow parameter value can be edited for a workflow when it is active.
Space workflows
Each of the workflows listed in the space document management settings can be
added individually to each page or blog post in the space using the page tools menu on the page
enabled in the app settings and automatically applied to all the pages and blog posts in the space
A workflow can be individually added to a page or blog post only when there is no active space workflow in the app space settings. An active space workflow overrides an existing page workflow on any page or blog post in the post.
By default, in the app space settings
workflows included with the app are displayed
no workflow is enabled for the space
A space administrator can enable one of the workflows. By moving the grey slider to blue, this active workflow is applied to all the pages and blog posts in the space as a space workflow.
A space administrator can view information for each workflow using the View detail icon option.
View detail displays the workflow description and visual flow diagram.
The workflow does not need to be enabled to view the details.
Actions options
Each workflow has several Actions options. These let you view the workflow details and manage the workflow in the space.
Apply a space workflow
To add and apply one of the workflows to all the pages and blog posts in the space
select and click on the grey slider next to the workflow name
The slider button moves to the right and turns blue, and the workflow is added and applied to all the pages in the space.
Workflow utilities and space settings
When a workflow is active in the app space settings, the space administrator can
Initialize States
sets the current workflow state for all pages and blog posts in the space
Clear Document Activity
removes the history of all workflow events and actions from each page and blog post in the space
Remove Restrictions
enable the setting removes page-level user permission restrictions on the applied workflow transition to the final state in the workflow
Set Parameter Values
The Parameters option is enabled when the workflow is active in the space. This lets a space administrator edit the value of a workflow parameter that is defined in the active workflow. This value is then retrieved and used by the workflow on a workflow event, such as page creation.
edit the workflow parameter values used by the workflow in the space
Workflow data in the space can be reindexed using the Reindex Workflows utility.
Change the active workflow in the space
Within the space settings of a given space, you can select the workflow to set as the space workflow and apply it to all the documents in the space using the grey slider next to each workflow name.
Enable (make active) or disable (make inactive) a space workflow by
clicking the grey slider next to the workflow name
The active workflow slider changes color to blue and is applied to all the pages and blog posts in the space.
By clicking the blue slider to off (grey)
the active workflow in the space is disabled
it is removed from all the pages and blog posts in the space
Choosing to enable another workflow in the space disables any existing active workflow.
Related pages
Space Administration