Space Workflows - Space Tools

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.

It can be accessed as an option from the List dropdown menu.

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The Document Management dashboard lists all the space and global scoped workflows that are added to the space by space admins to use in space mode.

Spaces must be set in Comala Document Management global configuration to allow workflows to be added. Global default for an instance a space admin can add and apply Comala Document Management workflows to ANY space. for content in the space.

Space Mode

If space mode is enabled, to add a space workflow to content requires the space admin to add or create at least one workflow and enable the workflow in the space workflows Document Management Dashboard.

One or more workflows can be added to the dashboard. These space workflows can be

• a global scope workflow

  • cannot be edited by the space admin in the space

• a space scope workflow

  • can be edited by the space admin in the space

Workflows added to the space document dashboard are listed in the following hierarchy

• by scope

• for each scope, alphabetically by name

If a global scope workflow is added to the space

• it is automatically enabled

• applied to all space content unless it includes a content label filter or content type filter

iI 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.

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)

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 admin can create, import or edit a workflow in the Global Document Management workflows dashboard. Enabled workflows in the global workflows dashboard are listed in the space workflows picker when a space admin 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 admins cannot edit a global scope workflow added to the space Document Management dashboard but they can remove it or make a copy for editing.

Adding existing workflows to the space workflows dashboard

All existing global workflows enabled in 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 via the Import tab.

Space admins 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.

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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.