Managing workflow templates - Getting started
- Robert Alexander Marshall
Overview
Workflows available to add to documents are managed using the following dashboards
global workflow templates dashboard in the instance
space document management dashboard in each space
In each space,
workflow templates to apply across the space are managed in the Space Workflows screen
workflow templates available to apply to an individual page are managed in the Page Workflow Templates screen
A workflow in these dashboards is either a
global scope workflow, only editable by the global administrator in the global workflows dashboard
space scope workflow, editable by the space administrator in the space workflows and page workflows templates screens
The space administrator uses the space workflows screen to manage the workflow that is applied to all the pages and blog posts in the space. The space administrator also uses the page workflow templates screen to manage the available workflows that can be added as a page workflow.
Global workflows dashboard
When the app is installed, global workflow templates are enabled in the global workflow templates dashboard.
These global workflow templates are available
to space administrators to add to each of the spaces in your Confluence instance in the space settings document management dashboard
to add by an editor as a page workflow
Space document management dashboard
Using the space document management dashboard, a space administrator can
add any active global workflow to a space
add a copy of an active global workflow to a space, and if required, edit the workflow for the space
apply the copied workflows as a space workflow to all documents in a space
manage the workflows available for users to add to an individual page in the space Page Workflows Templates dashboard
Workflow template scope
Global scope
Global workflows in the global workflow templates dashboard are global in scope. Only the global administrator can copy or edit them in this global dashboard.
A global workflow template that is enabled in the global dashboard is available to a space administrator to add to a space as
a non-editable global scope workflow
The global scope workflow added to the space remains linked to the global workflow templates dashboard. It is automatically enabled in the space and cannot be disabled by a space administrator, but it can be removed from the space.
a copy of the global workflow that is editable in the space
The document management dashboard displays the workflow as a space scope workflow. It is added as disabled for the space. A space administrator enables the workflow using the grey slider option, which applies the workflow to all the pages and blog posts in the space.
Space scope
Adding a copy of a global workflow template to a space changes the scope of the workflow to a space scope. A space scope workflow
is unique to the space
has no retained link to the source global workflow template
editable in the space
is added as disabled
applied to the space content when enabled by the space administrator
A space administrator can also copy an existing global scope workflow (or a space scope workflow) added to a space to create an editable space scope workflow.
The Page Workflows Templates dashboard, by default, includes all enabled workflows in the global templates dashboard. A space administrator can disable these in the space or add a new workflow, including an editable space scope workflow.
If no workflow is enabled in the dashboard, a workflow can be applied on a page-by-page basis in the space. Once a workflow is applied to an individual page as a page workflow, the workflow on the page is unique to the page. No link is retained to the Page Workflow Templates dashboard workflow template.
Check these pages for more information on workflow templates and the workflow dashboards: