Space Administration

Overview

The document management space settings show all available workflows in the space.

Open

App space settings - no active workflow

A space administrator can activate

• one workflow that is applied to all the pages and blog posts in the space

• one or more workflows and apply them conditionally using labels

Document management space settings

Choose Space Settings>App links in the Confluence sidebar

Open

• or choose Space Settings and select the Comala Document Management option in App links

The Comala Document Management space settings screen displays the workflows available in the space.

Space workflows

Space workflows - app space settings

Each of the workflows listed in the document management space settings can be

• enabled and applied to all the pages and blog posts in the space

• added on a page-by-page basis to each page and blog post in the space

By default

• no workflow is enabled for the space

• workflows included with the app are displayed

The app includes three workflows that cannot be overwritten or deleted:

• Basic Approval Workflow

• Content Expiry Workflow

• Quality Management System Workflow

The app space settings also include any custom workflows created in the space or imported to the space.

Workflows are ordered alphanumerically in the app space settings. When a custom workflow is added, the included workflow templates are not automatically listed at the top of the list of workflows.

Space workflow application

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 turns blue, the workflow is set as active, and it is applied to all the pages and blog posts in the space.

By clicking the blue slider on the active workflow to off (grey)

• the active workflow in the space is disabled

• it is removed from all the pages and blog posts in the space

The space administrator can also activate multiple space workflows, but only one workflow can be applied to a document.

Workflows are applied in the order defined in the app space settings, following their label conditions. Each workflow can be assigned a content label, ensuring it applies only to pages with that label.

A workflow without a label condition is unrestricted and applied to all documents in the space unless a document meets the condition for the application of an active workflow ordered higher in the space settings.

Space custom workflows

Custom workflows in a space

Actions options

Actions options - space workflow

For each workflow, several Actions options are available.

• View detail displays a visual flowchart for the workflow

• Duplicate adds a copy of the workflow to the app space settings as an editable custom workflow

• Initialize States to choose and set the workflow state on all pages for the active space workflow (only available when the workflow is active)

For a custom workflow, Actions includes additional options to edit the workflow or remove it.

Space workflow Parameters

Space Parameters - space settings

If the current workflow includes one or more workflow parameters, a space administrator can set the workflow parameter value(s) in the space when the workflow is active.