Space workflows - space settings

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.

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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.

space admin icon image

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

  • 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