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
- 7792070567 for the active space workflow
- 7792070567
- 7792070567 after migration or import of a space
- set the 7792070567 when the content transitions to the final state in the workflow
- set the 7792070567 in the current active workflow such as the Expiration parameter in the Content Expiry Workflow
A space admin can also 7792070567 before changing from one Comala Document Management Family app to another
Space Document Control dashboard
- Choose Space settings in the Confluence sidebar
- Choose Content Tools
- Select the Document Control tab
The Document Control dashboard will display the current workflow for the space.
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.
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 the selected workflow will be 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.
The current workflow will be replaced by the workflow chosen in the workflow picker.
Workflow Configuration
Remove view and edit restrictions
When content reaches a workflow final state the workflow can be set to remove all view and edit restrictions to all users and groups.
Parameters
If the current workflow includes a workflow parameter, a space admin can set the value for the workflow parameter for the currently active workflow/ For example
- the Expiration parameter in the Content Expiry Workflow
If the bundled Quality Management System Workflow is the active workflow the Document User Reviewers and Document Group Reviewers parameters options are displayed.
Utilities
The utility options allow you to configure the workflow application and the workflow history for the content in the space.
Initialize states
Choose one of the workflow states from the dropdown menu to set the space mode workflow to a specific state.
Workflow History
The option CLEAR deletes the history of the workflows actions of every single page and post in the space and resets the workflow state to the initial workflow state.
Reindex Workflows
The option Reindex Workflows should be used whenever a space is imported/migrated.
This is the final step in the migration/import process.
Otherwise, Comala Document Control workflows may not work on the added pages after the import/migration has been completed and workflow history may display document states as 'not initialized'.
Workflow History (Backup)
When changing from one Comalatech app to another app in the Comala Document Management family of apps for Cloud, for example from Comala Document Control to Comala Document Management, workflow history is not retained.
You must Back up the workflow history for each space to prevent data loss before removing the current Comalatech app and load this backup after installing the new app.
The date and time and the user who created the last backup will be added next to the Back up button in the space Document Control dashboard.
The workflow history is exported and added as a file attached to the space content.
Choose Load to import a backup workflow history to the content.
Choosing Load overwrites any existing workflow history
The Last import details are appended next to the Back up button in the Document Control dashboard.
- choose Last Export to view the details of the last workflow history export
- choose Last Import to view details of the last workflow history import