Add a Comala Document Control workflow to content across a space
- Robert Alexander Marshall
Overview
A Comala Document Control workflow can be added across all documents in a space.
The workflow applied to all content in a space is the space workflow. The space workflow is enabled and configured on a space-by-space basis in the space settings document control dashboard.
Only one workflow can be active on a single document at one time. Making a workflow active in the dashboard applies the workflow to all the pages and blog posts in the space and overrides any page workflow added to an individual page of blog post.
A space administrator can add a workflow across all pages and blog posts in a space by choosing to
Add a space workflow using the workflow byline breadcrumb
On a page or blog post
choose the Add Workflow breadcrumb in the content sub-title
choose the Add Workflow to this Space button in the popup
The Add Workflow to this Space is only displayed to users with admin permission for the space.
This opens the space settings document control dashboard.
make a workflow active for the space moving the slider next to the workflow name from grey to blue
The active workflow is added and applied to all pages and blog posts in the current space.
For an active workflow, the space administrator can use the following utilities to
Initialize states for the workflow in the space
Clear Document Activity for all the pages and blog posts in the space
The space settings can configured to
remove all page-level user restrictions when the page/blog post moves to the final state in the workflow
Add a space workflow using the page tools menu option
On a page or blog post
choose the Add Page Workflow option in the page tools menu
select the right-hand option to apply the workflow to all the pages in the space
choose Next
This opens the space settings document control dashboard.
Add a workflow to all pages and blog posts in the space using space tools
Open the space settings document control dashboard.
Choose one of the included workflows and move the grey slider to blue.
The enabled space workflow is the active workflow in the space. It is applied to all the documents in the space.
If a page workflow was previously applied to an individual document the space workflow overrides the page workflow. Disabling the space workflow reenables any previously applied page workflow.
When the workflow is active, the space administrator can access the following options
Space parameters
The Content Expiry and Quality Management System workflow include workflow parameters.
The values for workflow parameters used in the space are set in the dashboard when a workflow is active
choose the @Parameters lozenge option for the active workflow
edit the values in the Parameters dialog box
Values set are retrieved and used by the workflow on its application to the pages and blog posts in the space.
In an applied Content Expiry workflow
the Expiration parameter value is used to set the due date for the Approved final state
In an applied Quality Management System workflow
the Document User Reviewers and Document Group Reviewers parameter values are used to set the workflow assigned reviewers for
the approval in the Draft state
the approval in the In Approval state
Space settings
Utilities