Space Administration
- Robert Alexander Marshall
Overview
To access the Comala Document Control admin screen for a space choose Document Control from the space tools menu.
Choose the Document Control (if not already selected) to display the space Document Control dashboard.
Space admins and administration
As a space admin you can apply a workflow to all content in the space using the Document Control dashboard.
The Document Control dashboard allows a space administrator to
select the space workflow using the Change Workflow button
disable or enable a space workflow for the space using the check and slider button next to the workflow name
Edit the current space workflow template using workflow builder
The space administrator can also use the Report Data Population screen to manually populate workflow data for Document Control reports and reporting macros if the data has not been updated because of unexpected errors or permissions.
Once the workflow is enabled, a space administrator can
Initialise States for a space workflow with when being initially applied or at any required point in the documentation development
The space admin can also choose to Clear Workflows History for all workflows in the space, This will clear the workflow history for all pages and blog posts. However, the user will be prompted for a global Confluence admin username and password to complete this action.
Only one workflow can be enabled in the space Document Control dashboard. This workflow is applied to all the content in the space.
The current workflow in the space can be edited using workflow builder to filter its application by the content label.
Editing workflow parameter values
The Content Expiry Workflow and Quality Management System Workflow each include one or more workflow parameters used in the workflow. The value for these parameters can be set in the space document control dashboard. The value set in the dashboard for the parameter is used when the workflow is added to a page in the space.
The Content Expiry Workflow includes the Due Date parameter.
The Due Date parameter is used to provide the value for the due date for the Expired state. The parameter value is used to set the expiry of the content each time a transition to the Expired state occurs.
The Quality Management System Workflow includes four workflow parameters
Approval - for the Users and user Groups who are assigned to the approvals by the workflow
Read Confirmation for the Read confirmation users and Read confirmation groups who are assigned to reading a page by the workflow
You must add at least one value for the either the Approval User or Group parameter.
The value is used by the workflow on application to the page or blog post.
These values can be edited by the user on applying the workflow.
Editing the space workflow
Comala Document Control allows limited editing of the installed workflows bundled with the app. The customization is localised to the current space. Full customization and/or creation of a workflow is available in the Comala Document Management app.
Editing the space workflow is through the workflow builder.
The workflow can be customized for use in the current space
add a content label filter to filter the application of the workflow
customize workflow state names, descriptions and state colors
customize an approval in a state
edit the decision button names (Approve/Reject) displayed in the workflow popup
enable the addition of descriptive roles in the workflow popup for an assigned reviewer
enable/disable the addition of a read confirmation request on workflow transition to the final published state
add custom page header and footer to be displayed on pages and blog posts that have the workflow applied
The page header and footer can each be configured to be displayed for users with either Confluence view or edit permission
Changes in workflow builder will only affect the current chosen workflow template for application in space mode for the current space.
any changes to this workflow cannot be saved for use in other spaces
workflows applied in page mode in this space (if allowed) by a user cannot be changed by editing the workflow in this way
If you choose Change Workflow in this screen all edited changes to the previous workflow will be lost.
In the app global configuration spaces can be set to allow/restrict the use of Comala Document Control workflows - either applied as a space workflow or as a page workflow in a space.
At space level, adding a space mode workflow will override all page workflows added by users to an individual page or blog post.
Space admins can configure the space workflow to be applied to specific content by using a content label filter in the workflow. Any pages or blogposts that do not have the content label
will not have the active workflow in the space Document Control dashboard applied
can have a page workflow added to each individual page
Space Report Data Population
Pages and blog posts will automatically update their data for the Document Control reports and macros.
However, sometimes the data won’t be updated because there were some unexpected errors or if there was a lack of edit permissions by the user that triggered the update itself.
In those cases the data for the reports can be manually populated by running a space level data population job. This can be done by
choosing the Report Data Population screen in the Document Control dashboard
selecting the Populate button option
