Space workflows - space settings

Overview

The space settings document Management dashboard displays all the workflows available in the current space. The workflows available in the space are managed in the dashboard by the space administrator.

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The three workflows included with the app are always displayed in each space dashboard

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 dashboard includes any custom workflows created in the space or imported to the space. These workflows are editable in the space.

Each workflow in the dashboard 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 dashboard can be

  • added individually to each page or blog post in the space using the page tools menu on the page

  • enabled in the dashboard 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 dashboard. An active space workflow overrides an existing page workflow on any page or blog post in the post.

By default in the space document management dashboard

  • workflows included with the app are displayed in the dashboard

  • no workflow is enabled for the space

A space administrator can enable one of the dashboard workflows. This active workflow is applied to all the pages and blog posts in the space as a space workflow by moving the grey slider to blue.

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.

Workflow Actions options

Each workflow has several Actions options to 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 dashboard 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

Other pages