Apply a workflow to all documents in a space
- Robert Alexander Marshall
Overview
A Comala Document Management workflow template can be added and applied 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.
A space administrator can add and apply a space workflow using the app space settings.
You can make a workflow active in the app space settings. This adds the active workflow to all documents in the space.
The space administrator can make multiple space workflows active in a space and manage the application of each workflow by the document content label.
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. You can use a space workflow to centrally manage your documentation process in a space.
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 app space settings, by default, display the workflow templates included with the app.
Applying a space workflow
The space administrator permission can make a workflow active in the app space settings.
Open the app space settings by choosing
Space settings>App links>Comala Document Management
In the app space settings, the current workflows listed are available to add and apply to your documents.
You can make a workflow active in the space by moving the grey slider for the workflow to the right. The slider turns blue when the workflow is active
this 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 also initialize the applied workflow state on all the documents
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.
The space administrator can also choose to enable the Remove Restrictions setting for the space. This removes the page-level view and edit restrictions on a document on a workflow transition to its final state.
When there is no active space workflow in the space, a space administrator can choose to add a space workflow using the options on a page:
The on-page options are only available when
a page workflow is not added to the page
a space workflow is not active in the app space settings
Apply a space workflow using the page workflow byline breadcrumb
Only available on a page when there is no added page workflow on the page or active space workflow.
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.
Apply 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
This opens the app space settings.
Multiple active workflows in a space
A space administrator can make one or more workflows active in the app space settings and filter each custom workflow’s application using a content label.
when multiple workflows are active, their application follows the order defined in the app space settings
any label conditions set for a workflow are respected, ensuring workflows are applied only to relevant content
You can manage different documentation processes within the same space using multiple active workflows and content labels.