Space Administration
Overview
The space settings document Management dashboard displays all the workflows available in the current space. In the dashboard, a space admin can select a single workflow and make it active on all content in the current space.
The dashboard allows a space admin to
view the visual flowchart for each workflow in the space
select and enable the workflow to be applied to all the pages and blog posts in the space
create new custom workflows in the space
customize a copy of the workflows installed with the app
edit custom workflows in the dashboard using the visual editor or the code editor
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.
The dashboard includes configuration options to
reindex your workflows
initialize the states for the active space workflow
clear workflow document activity
set the removal of all view and edit restrictions when the content transitions to the final state in the workflow
If the current workflow includes one or more workflow parameters, a space admin can set the value(s) for these workflow parameters.
Reindex can be used after importing a space from another cloud instance.
Space settings document management dashboard
Choose Space Settings>App links in the Confluence sidebar
or choose Space Settings and select the Comala Document Management option in App links
The Comala Document Management dashboard displays the available space workflows in the space.
By default
no workflow is enabled for the space
all workflows included with the app are displayed in the dashboard
The included workflows cannot be overwritten and are identified by the Template tag.
A configuration option to Reindex Workflows in the space workflows can be accessed using the dashboard ellipsis menu.
Reindex Workflows is used after migrating or importing a space from another cloud site.
Applying 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.
When a workflow is enabled, utility options can be accessed using the dashboard ellipsis menu.
Clear Document Activity to remove the history of all workflow events and actions from each page and blog post in the space
Initialize States to set the current workflow state for all pages and blog posts in the space
In addition, the Settings -Remove Restrcitions option is enabled. This is used to enable/disable the removal of page-level user permission restrictions on the applied workflow transition to the workflow final state.
If the currently enabled workflow includes one or more workflow parameters, the @ Parameters button is also displayed.
Choosing the @ Parameters button opens the Parameters dialog box to edit the workflow parameters values for the space. These values are used by the workflow when applying the workflow.
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.
You can choose to enable or disable the application of a space workflow across the space content 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.
The active workflow in the space is disabled by clicking the blue slider to off (grey) and 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.
An active workflow can be managed using the ellipsis menu utility options.
The following options are enabled when a workflow is active in the space are
When there is no active workflow, you can choose to Reindex workflows after importing or migrating a space from another Cloud.
An active workflow can be configured in Settings - Remove restrictions to remove page-level restrictions on the transition to the applied workflow final state.
Bundled workflows
Three workflows are bundled with the app and are available and displayed by default in each space document management dashboard
A space administrator can view information for each of these workflows using the View detail icon option.
View detail displays the workflow description and visual flow diagram.
Workflow options - bundled workflows
There are two tool options for the included workflows (tagged as Template).
View detail | Duplicate |
Displays the visual workflow diagram and description for the workflow. | Creates a copy of the workflow in the dashboard. By default, creates the new workflow using the existing name appended with Copy This copy is a custom workflow and can be edited and renamed by the space administrator. |
Custom workflows
Additional workflows can be added to the space - these are defined as custom workflows and can be edited in the dashboard by the space administrator.
A custom workflow can be added to a space by
copying an existing workflow (including using a copy of one of the bundled workflows)
choosing Create New Workflow button to create a new custom workflow using the visual editor
copying and pasting the cloud-compatible JSON code for a workflow using the code editor
Create New Workflow
A new custom workflow can be created in the space dashboard.
choose the Create New Workflow button
This opens a simple two-state workflow in the workflow builder visual editor that is the starting point for your new custom workflow.
You must add a valid unique name for the workflow and choose Apply to allow you
to edit the workflow states and other workflow elements
Save and Exit to save the new custom workflow and add it to the current space document management dashboard
Workflow options - custom workflows
There are five tool options for a custom workflow.
View detail | Duplicate | Edit with Visual Builder | Edit with Code Editor | Remove |
Displays the visual workflow diagram and description for the workflow. | Creates a copy of the workflow in the dashboard. By default, creates the new workflow using the existing name appended with Copy. This copy is a custom workflow and can be edited and renamed by the space administrator. | Opens the current workflow in the workflow builder visual editor. Changes are saved to the current workflow. When saving, if the name is changed, a new custom workflow is created and added to the dsahboard. | Opens the current workflow in the code editor. Changes are saved to the current workflow. When saving, if the name is changed, a new custom workflow is created and added to the dsahboard. | Delets the current workflow and removes it from the dashboard. Dialog box requests confirmation as this is not reversible.
|
Set parameters
If the current workflow includes a workflow parameter, a space admin can set the value for the workflow parameter for the current added space workflow.
The @ Parameters button is displayed when the enabled space workflow includes one or more workflow parameters.
Choosing @ Parameters opens the Parameters dialog box to edit the available workflow parameter(s) for the current space workflow. The current value for each workflow parameter is also displayed.
For example, the bundled Content Expiry Workflow has the workflow parameter, expiration.
To change the expiration parameter value that is used by the workflow
enable the workflow in the dashboard
choose the @ Parameters button
edit the Expiration parameter value displayed in the Parameters dialog box
If the bundled Quality Management System Workflow is the enabled space workflow.
The @ Parameters displays the Document User Reviewers and Document Group Reviewers workflow parameters defined in that workflow.
If the value for the workflow parameter is changed in this dashboard, the new value is used when the workflow is first applied to content.
The updated parameter value is also used the next time a workflow event occurs that causes the retrieval of the workflow parameter value. For example, if the expiration parameter value for the parameter is updated by the space admin, a subsequent transition to the Approved state uses the new parameter value to set the Approved state expiry.
Utilities
The utility options allow you to configure the workflow application and the document activity for the content in the space.
Choose the dashboard ellipsis menu to access the utilities.
Clear Document Activity and Initialize States are only enabled when there is an ACTIVE space workflow.
Reindex workflows is only displayed when there is NO ACTIVE space workflow
Initialize states
Choose one of the workflow states from the dropdown menu to set the space workflow to a specific state on the applied pages and blog posts.
When the checkbox Override preexistent states is not checked, the process sets the workflow state only for unprocessed pages - these are pages with an applied workflow but no workflow event or actions have occurred since the workflow was applied. Usually, these are in the initial state of the workflow.
Check Override preexistent states to set ALL states in the space to the same state. This may be to move all content to a review state for an annual review to check if content is stale for example.
Document Activity
The Clear Document Activity option deletes the workflow document activity of every single page and blog post in the space and resets the workflow state to the initial workflow state.
Reindex Workflows
The option Reindex workflows of imported spaces should be used when you have imported your instance or a space from cloud to cloud.
This is a final step required after importing to update the document states 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 - document states may be shown as 'not initialized' in the Document Report and workflow history. Reindexing your workflows ensures that up-to-date workflow history is displayed for each document.
Settings - Remove Restrictions
When content reaches a workflow final state, the workflow can be set to remove all page-level view and edit restrictions to all users and groups.
To enable the setting
choose the grey slider
confirm the setting in the displayed dialog box
When enabled the setting slider is blue.
Once set as enabled, Remove Restrictions is enabled automatically when any workflow is active the dashboard.