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Overview
In space tools Document Control Dashboard a space admin can select a workflow and make it active on all content in the current space.
The dashboard allows a space admin to
initialize the states for the active space workflow
reindex workflows after the import of a space
set the removal of all view and edit restrictions when the content transitions to the final state in the workflow
set the values for any workflow parameters in the current active workflow such as the Expiration parameter in the Content Expiry Workflow
Space Document Control dashboard
Choose Space settings in the Confluence sidebar
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Choose Content Tools
Select the Document Control
taboption in Manage pages
The Document Control dashboard will display the current workflow for the space and the Space Workflow Configuration and Utilities options.
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Change the workflow in the space
Within the space settings of a given space, you can select from three available workflows to apply to the space:
Check this page to get more information about these workflows.
A single workflow can be added to the space settings Document Control workflows dashboard.
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Once added to the dashboard you can choose to enable or disable the application of the workflow across the space content.
a workflow is added as inactive
moving the tick slider on (green) or off (grey) will enable or deactivate the current workflow
when enabled
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When the selected workflow
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is enabled it is added and applied on every page and blog post in the space.
To select a different workflow, simply click the Change Workflow button.
Choose the workflow you would like to add to the space Document Control dashboard from the Add workflow picker.
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Choose Apply to replace the current workflow with the workflow chosen in the workflow picker.
Workflow Configuration
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When content reaches a workflow final state the workflow can be set to remove all view and edit restrictions to all users and groups.
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Set Parameters
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If the current workflow includes a workflow parameter, a space admin can set the value for the workflow parameter(s) for the currently active workflow / using the Ste Parameters button. For example
- the
the Expiration parameter in the Content Expiry Workflow
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the Document User Reviewers and Document Group Reviewers parameters options are displayed if the bundled Quality Management System Workflow is the active
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Utilities
The utility options allow you to configure the workflow application and the workflow history for the content in the space.
workflow
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The parameter value will be used by the workflow 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. Changing the parameter value does not automatically update the value on the content until an event occurs that checks and retrieves the space set value.
Settings - Remove restrictions
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When content reaches the workflow final state, the workflow can be set to remove all view and edit restrictions for all users and groups.
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The Remove restrictions option is only displayed if the space workflow is enabled
Utilities
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Reindex Workflows
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The option Reindex Workflows should be used whenever a space is imported.
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As this action cannot be undone, so be careful before choosing the Ok, reindex Workflows button in the confirmation dialog box.
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If the reindex is not undertaken after an import has been completed, Comala Document Control workflows may not work on the added pages and workflow history may display document states as 'not initialized'.
If the space workflow is disabled, the Reindex Workflows option is the only workflow utility displayed.
Initialize states
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A space admin can choose to initialize the workflow state for the active space workflow applied to the content in the space.
Choose one of the workflow states from the dropdown menu to set the space mode workflow to a specific state .
in the currently active space workflow.
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When a workflow is first applied, and before any action has occurred (such as a transition) the applied workflow is considered to be “unprocessed”. It is these “unprocessed” workflows that will be initialized by default when choosing to Initialize states.
To set all the content in the space to the same state, in the confirmation dialog box check the Override preexisting states checkbox.
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The Initialize states option is only displayed when the space workflow is enabled
Clear Workflow History
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The option CLEAR deletes the history of the workflows workflow actions of for every single page and post in the space and resets the workflow state to the initial workflow state of the enabled space workflow.
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The option Reindex Workflows should be used whenever a space is imported.
This is the final step in the import process.
Otherwise, Comala Document Control workflows may not work on the added pages after the import has been completed and workflow history may display document states as 'not initialized'.This action cannot be undone so be careful before choosing the Ok, reset Workflows button in the confirmation dialog box.
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The Clear Workflow History option is only displayed when the space workflow is enabled