Add a workflow to all documents in a space (space workflow)
- Robert Alexander Marshall
Overview
A Comala Document Management workflow template can be added across all documents in a space as a space workflow.
With a space workflow, you can manage different documents within the space using a consistent, structured review and approval process.
The space workflow is added and applied using the document management space settings.
You can make a workflow active in the app space settings. This adds the active workflow to all documents in the space.
It is recommended that you add and apply a space workflow to centrally manage your documentation process across all documents in your space. Making a space workflow active overrides a page workflow added individually to a page or blog post, and the same workflow template is added to all the documents.
Accessing the document management space settings
Open the document management space settings by choosing
Space settings in the Confluence sidebar
Choose
App links
Comala Document Management
The document management space settings display the workflow templates included with the app.
When there is no active space workflow in the space, a space administrator can also open the app space settings and add a space workflow using the options on a page:
To use the on-page options
any added page workflow must be removed from the page using the page tools menu option
existing active space workflow must be deactivated in the app space settings
A workflow cannot be added to a space homepage. This is because Confluence Cloud does not allow certain properties, such as the workflow content byline, to be added to the homepage.
Applying a space workflow
The space administrator permission can make a workflow active in the app space settings. The active workflow is applied to all documents in a space (as a space workflow).
To make a workflow active in the app space settings:
move the grey slider for the workflow to the right
The slider turns blue when the workflow is active.
The active space workflow is added and applied to all documents in the current space.
The space workflow overrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.
Space settings and space utility options
When a workflow is active, the space workflow settings Remove Restrictions can be enabled for the space.
When the Remove restrictions setting is enabled, page-level view and edit restrictions are removed during the transition to the final state (if present in the workflow).
For an active workflow, the following space workflow utility options are available in the space
Clear Document Activity (in the dashboard ellipsis menu)
Removes the document activity on the pages and blog posts in the space.
Initialize states (icon in the active workflow Actions options)
The Reindex workflows of imported spaces option is displayed whether the space workflow is active or inactive. This option can be used after importing the space from another Confluence Cloud space.
Add a space workflow using the page workflow byline breadcrumb
On a page or blog post
choose the Add Workflow byline breadcrumb in the content sub-title
select Add Workflow to this Space
This opens the app space settings.
To make a workflow active and add it to all the documents in the space, move the grey slider next to the workflow name to the right. The slider is blue when the workflow is active.
The space workflow overrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.
Add a space workflow using the page tools menu option
On a page
open the page tools menu
choose Add Page Workflow
In the Add workflow dialog box
select the right-hand option
choose Next to open the space document management dashboard
To make a workflow active in the dashboard and add it to all the documents in the space, move the grey slider next to the workflow name to the right. The slider is blue when the workflow is active.
The space workflow overrides any previously applied page workflows. You can initialize the applied workflow's state for the documents.