Space Workflows - space tools
- Robert Alexander Marshall
- Alain Martínez
Screen Location: Space Tools > Document Management > Space Workflows Document Management > Page Workflows Templates
Overview
The Space Workflows Templates dashboard is displayed by default in the space tools Document Management dashboard.
A space administrator can access the dashboard from the options in the List dropdown menu.
The dashboard lists all the space and global scoped workflows added to the space by a space administrator to use in the space.
Spaces must be set in the Comala Document Management global configuration to allow workflows to be added. By default, for instance, a space administrator can add and apply Comala Document Management workflows to ANY space for content in the space.
Space Mode
If space mode is enabled, adding a space workflow to content requires the space administrator to add or create at least one workflow and make the workflow active in the space workflows Document Management Dashboard.
A space administrator can add one or more workflows to the dashboard. These space workflows can be
a global scope workflow
cannot be edited by the space administrator in the space
a space scope workflow
can be edited by the space administrator in the space
A workflow added to the space document dashboard is listed in the following hierarchy
by scope
for each scope, alphabetically by name
If you add a global scope workflow to the space
it is automatically enabled
applied to all space content unless it includes a content label filter or content type filter
When a space scope workflow is added to the space and enabled, it is
applied to all space content unless
a global scope workflow is present in the space (global scope is applied)
the space scope workflow includes a content label filter or content type filter (workflow is applied only to content with the label filter)
An active workflow without a content label filter is applied in preference to any other active workflow of the same scope, even if these other workflows include a content label filter.
If you need to use multiple workflows in a space, each applied to different content, then all the active workflows must have a content label filter.
Multiple active workflows
When there are multiple active space workflows in a space, workflow application to pages and blog posts is determined by
workflow scope (global or space scope)
content label filter
order each workflow is listed in the dashboard, with the highest listed workflow being applied (subject to workflow scope and any content label filters)
As workflows are listed alphabetically by workflow name for each workflow scope, the only way to change this order is by managing the workflow name in the space.
Creating a new workflow and adding to the space workflows dashboard
You can create and add a workflow to the Space Workflows dashboard
Global administrator
A global administrator can create, import, or edit a workflow in the Global Document Management Workflows Templates dashboard. Enabled workflows in the global workflows dashboard are listed in the space workflows picker when a space administrator chooses to +Add Workflow to the space.
Space administrator
The space administrator can create, import, or edit a space scope workflow in the space tools Document Management dashboard.
Space administrators cannot edit a global scope workflow added to the space Document Management dashboard but can remove it or make a copy for editing.
Adding existing workflows to the space workflows dashboard
All existing global workflows enabled in the Document Management global configuration are automatically listed in the space workflows picker in the space dashboard. This includes any global workflows imported to the global workflows dashboard using the Import tab.
Space administrators can add existing space scope workflows by copying and pasting the markup.
Editing a space workflow template in the dashboard
A global workflow template copied to the space workflows dashboard as a Space Scope workflow can be edited in this dashboard using workflow builder or the markup editor.
The action menu is not available for a global scope workflow (a global scope workflow can only be edited in the Document Management global workflows dashboard).
Space admins can edit a space scope workflow in this dashboard, and changes affect the workflow applied to content.
Option | Icon | Notes | As seen on... |
|---|---|---|---|
| Opens the workflow builder. Once the workflow builder is open, you can edit the workflow in either the:
| Space scope workflows ONLY A space administrator cannot edit a global scope workflow in a space. It can only be edited by a global administrator in the global workflow templates dashboard. | |
| Enabled workflow.
| All active space scope workflows | |
| Disabled workflow.
| All disabled space scope workflows | |
| Delete the workflow template from the space. | Global and space scope workflows |