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Overview
In space tools Document Control Dashboard a space admin can select a workflow for the space - the space workflow and make it active on all content - using the Manage Workflows option and enable it using a slider to apply the workflow to all the pages and blog posts in the current space.
The dashboard allows a space admin to
- initialize the states for the active space workflow
- clear workflow history
- 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
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Choose Space Settings> App links> Comala Document Control to open the space document control dashboard and configure the space workflow.
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For the added space workflow a space admin can configure the workflow to
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An option to Set Parameters is only displayed if the current space workflow is the Content Expiry Workflow or the Quality Management System Workflow. |
The Document Control dashboard also includes utilities to
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The space workflow must be enabled to display the Initialize states, Clear Document Activity and Remove restrictions options. |
Space Document Control dashboard
choose Space settings in the Confluence sidebar
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in App links select the Comala Document Control option to open the space workflow configuration
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The Document Control dashboard will display displays the current workflow for the space and the Settings and Utilities options.
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The Settings option and some Utilities options are only displayed when the space
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workflow is enabled.
Enabling the space workflow will apply the workflow to all the pages and blog posts in the space. This space workflow overrides any documents in the space with a workflow previously applied individually to the page or blog post.
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
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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 Manage Workflows 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 space 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
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 / For example
- the Expiration parameter in the Content Expiry Workflow
If the bundled using the Set Parameters button.
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The displayed parameters are
the Expiration parameter if the Content Expiry Workflow is the active workflow
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the Document User Reviewers and Document Group Reviewers parameters if the bundled Quality Management System Workflow
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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.
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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 in the workflow on the content that checks the parameter value and retrieves any updated value.
Settings
Remove restrictions
When content transitions to 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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Remove restrictions option is only displayed if the space workflow is enabled |
Utilities
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Reindex Workflows
The option Reindex workflows of imported spaces should be used whenever a space is imported from another cloud space or cloud site.
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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'.
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If the space workflow is disabled, the Reindex workflows of imported spaces option is the only utility displayed. |
Initialize states
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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Initialize states option is only displayed when the space workflow is enabled |
Clear Document Activity
The option CLEAR deletes the history of the workflows actions of every single workflow document activity for every 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/migrated.
This is the final step in the migration/import process.
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This action cannot be undone so be careful before choosing the Ok, clear Document Activity button in the confirmation dialog box.
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The Clear Document Activity option is only displayed when the space workflow is enabled. |