Page Workflows - Space Tools

Screen Location: Space Tools → Document Management → Space Workflows Document Management → Page Workflows Templates

Overview

The Page Workflow Templates dashboard is accessed via the Page Workflow Templates option from the drop-down menu in the space tools Document Management dashboard.

It lists all the space and global scoped workflows that are available for use in Page Mode.

All enabled global workflow templates in the global workflows dashboard will be available in the Page Workflow Templates dashboard. Space admins can also add space scope workflows to the page workflows dashboard.

• space admins can enable or disable any workflow listed for use as a page workflow in their space .
• space admins can only remove space scope workflows from this dashboard. Global scope workflows listed can only be disabled.
• global scope workflows will not be listed if they are disabled in the global document management workflows dashboard.

Page workflows must also be enabled in Comala Document Management global configuration to allow page workflows for content in the space. If page workflows are restricted in the space, the page workflow templates dashboard will still be visible to space admins and populated with workflows - but users will not have the option to add a workflow to an individual page or blog post.

Page Mode

If Page Mode is enabled, to add page workflows to content requires that in the space workflows Document Management Dashboard:

• no global scope workflows are listed (global scope workflows can only be removed from the space not disabled).
• all space scope workflows are disabled.

Page mode can also be active if the active space and global scope workflows listed in the space workflows Document Management dashboard use a content filter that is not present on the current page.

Creating a new workflow and adding to the page workflows templates dashboard

You can create and add a workflow to the Page Workflow Templates dashboard:

Global administrator

A global admin can create, import or edit a workflow in the Global Document Management workflows dashboard. Active global workflows will be automatically listed in the page workflow template dashboard.

Space administrator

The space administrator can

• create, import or edit a space scope workflow in the space tools Document Management dashboard. Space admins can then copy and paste the workflow markup using +Add Workflow option in the page workflow template dashboard.
  
  
• choose the +Add Workflow button and use or paste markup to create a new workflow.
  
  
• users can save a content-level workflow to the page workflow templates dashboard using the Save as template drop-down menu in workflow builder.

Add existing workflows to the page workflows template dashboard

All existing global workflows enabled in Document Management global configuration will be automatically listed in the page workflow templates dashboard. This includes any global workflows imported to the global workflows dashboard via the Import tab.

Space admins can add existing space scope workflows by copying and pasting the markup. 

How do I add a space scope template so I can edit it in the page workflow templates dashboard?

In the space tools document management dashboard:

• edit the space scope workflow to open workflow builder.
• open the markup editor in workflow builder and copy the workflow markup.
• return to the Page Workflow Templates dashboard.
• choose +Add Workflow.
• paste the workflow markup into the markup editor.
• Save the template.
• Exit the editor to add the copied workflow to the page workflow template dashboard.

A space scope workflow added to the page workflows template dashboard can be edited in this dashboard. Any changes to this copy will not be updated in the original space scope workflow listed in the space workflows Document Management dashboard.

How do I add a global scope workflow template so I can edit it in the page workflow templates dashboard?

A space admin can also add an editable copy of a global workflow template to the page workflow template dashboard using the above method. 

In the space workflows document management dashboard:

• add the global template.
• copy this global scope workflow to create a space scope workflow.
• remove the global scope template from the Space Workflows Document Management dashboard (as a global scope workflow will override all other workflows in the space).
• edit the copied space scope workflow.
• copy the markup.
• open the +Add Workflow in the page workflow templates dashboard.
• paste the copied markup and save.

The copied workflow is added as a space scope workflow to the page workflow templates dashboard and can be edited in the dashboard.

Workflows list

The list of workflows operates in much the same way as its counterpart on the Space Workflows Document Management dashboard. There are a couple of differences:

• Workflow content labels won't be active – because these workflows aren't applied at the space level, the label parameter on the {workflow} macro has no effect but they will be visible in the dashboard.
• Some actions are unavailable – such as Initialise States.

Editing a page workflow template in the dashboard

A space scope workflow added to the page workflow template dashboard can be edited in this dashboard using the markup editor.

The action menu is not available for a global scope workflow as a global scope workflow can only be edited in the Document Management global workflows dashboard by users with global admin permission.

Space admins can edit a space scope workflow in this dashboard but changes will not affect the source space workflow or change the workflow already added to a page or blog post.

How do I initialize states?

This isn't applicable in page mode because every page gets its own unique workflow – you can't centrally manage the workflow.

If you get Confused State (Grey Circle), you can fix it directly on the affected page – just open the Workflow Popup and choose a state. Click one, problem solved!

Editing a page workflow template added to a page

Page workflow templates are designed to be used primarily for testing, development and learning and the workflow can be edited when added to a page or blog post.

Individual users can create content (page or blog post) and manually add to individual pages and/or blog posts any enabled workflow listed on the Page Workflow Templates dashboard .

A user will only see the Add Workflow... page tools menu option if both page mode is active for the space and there are no active workflows in the space.

Choosing Add Workflow... creates a new copy of the workflow – unique to the individual page or blog post. Changes to this workflow copy added to the page are not updated in the source template.

When page mode is active for the content, users can also choose to apply and customize the Workflow with custom states.

The Workflow with custom states option is only available when adding and applying workflows in page mode. It is not visible in the page workflow templates dashboard.

Users (with Edit permission for the content) can  edit an existing workflow added to a page by choosing Edit with Workflow Builder from the page action tools menu.

Users can use workflow builder to:

• create new workflows – unique to the individual page or blog post using these workflow templates. 
• edit a workflow – unique to the individual page or blog post

You cannot save a page workflow added to a page directly to the page workflow templates dashboard.

However you can

• copy the markup for the new workflow.
• open +Add Workflow in the page workflow templates dashboard. 
• paste the markup and exit to add to the dashboard.

Users with the appropriate permissions can save the workflow as a space or global template in workflow builder.

• Save as  global template and enable it as a global workflow in the global workflows document management dashboard
• Save as space template and copy and paste the workflow markup from the space workflows document management dashboard.