Space Administration

Overview

The space settings document control dashboard displays all the workflows available in the current space. In the dashboard. A space admin can choose a single workflow and make it active on all pages and blog posts in the current space.

To open the space document control dashboard.

• choose Space settings>App links> Comala Document Control

Open

Space Document Control dashboard

In the Confluence sidebar

• choose Space settings

Open

• in App links select the Comala Document Control option to open the space document control dashboard

By default, the document control dashboard displays all the workflows installed with the app. None are initially active.

Enabling one of these space workflows applies the workflow to all the pages and blog posts in the space.

• click the grey slider next to a workflow name to make the workflow active

This active space workflow overrides a workflow previously applied at the page level individually to the page or blog post.

View workflow information

A space administrator can view information for each of these workflows using the View detail icon option.

• choose View detail

The dialog box displays the workflow description and visual flow diagram.

Active workflow in the space

Within the space settings of a given space, you can select from three available workflows to apply to all the space pages and blog posts.

• Basic Approval Workflow

• Content Expiry Workflow

• Quality Management System Workflow 

Click the grey slider next to a workflow name to make the workflow active in the space.

The selected active workflow

• is added and applied on every page and blog post in the space

The workflow and its application can be configured using the

• Settings - Remove Restrictions

• Clear Document Activity option enabled in the ellipsis menu

• Initialize States icon displayed in the Actions options

• Parameters lozenge displayed for the workflow to set the workflow parameter values used by the workflow in the space

To select a different workflow, choose the grey slider to make the new workflow active.

Set Parameters

The Content Expiry Workflow and Quality Management System Workflow include one or more workflow parameters defined in the workflow.

The space admin can set the value for the workflow parameter(s) for the active workflow using the @Parameters lozenge. This value is used by the workflow for example, when applying the workflow.

The Content Expiry Workflow includes a workflow parameter. The value is used to set the due date for the Approved state.

Choose the @Parameters lozenge to open the Parameters dialog box and edit the Expiration parameter value for the space

The Quality Management System Workflow includes two workflow parameters.

The values of these workflow parameters are used to assign reviewers to approvals.

• make the workflow active

• choose the @Parameters lozenge to open the Parameters dialog box

• edit the Document User Reviewers and Document Group Reviewers workflow parameter values for space

A parameter value is used when a workflow event retrieves the parameter value. For example, when the space workflow is active in the space and a new page is created.

Settings - Remove restrictions

By default, page-level restrictions setting is disabled. Page restrictions are not removed on the workflow transition to the final state.

A workflow must be active in the dashboard to change the Remove restrictions setting.

To enable the removal of page restrictions on transition to the final state

• move the Remove Restrictions option slider to blue

• choose Ok, remove restrictions to confirm the change

The setting is retained when the active workflow is changed. The Remove Restrictions setting is for the space.

Utilities