Document Management - Space Tools

Screen Location: Space Tools → Document Management → Document Management tab

Overview

This screen allows space admins to add and manage workflows that can be applied in the space.

A space administrator can manage the available

• Space Workflows to be applied to content across the space (space mode application of a workflow)

• Page Workflow Templates that can be added and applied to an individual page or blog post (page mode application of a workflow

Space Workflows dashboard

The Space Workflows dashboard is displayed by default in the Document Management dashboard. Any space workflows added to the space will be shown. On creating a new space, this dashboard is empty by default.

To add a workflow to the space, a space administrator can choose Add Workflow.

Using the Add Workflow option the space administrator can

• add an existing workflow from the global workflows dashboard

• create a new workflow using workflow builder or the markup editor

If a space administrator can also import a workflow to the space if they are a member of a Confluence user group added to the workflow importers group by a global administrator.

A single active workflow listed in the Space Workflows dashboard will be (by default) applied across the content in the space.

Global scope space workflow

A global scope workflow is active by default when added to the space workflows dashboard.

A space administrator cannot disable the global scope workflow. It can only be removed from the space.

Space scope workflow

Adding a copy of a global workflow is by default disabled when initially added to the space.

This copy is a space scope workflow and is unique to the space. It can be edited by the space administrator.

Multiple space workflows in a space

Multiple active workflows (with the same scope in the space and no workflow content label filters) are applied in the order in which they appear on the list in the dashboard (first listed workflow will take priority). If a global scope workflow is added to the space.

If a global scope workflow is one of the space workflows (and does not have a content label filter), this will be applied to all the content in the space even if there are active space workflows.

Application of a workflow can be filtered by both a page/blog post content setting for the workflow and a content label filter.

Page Workflows Templates dashboard

You can view templates available for users to apply in page mode by choosing the Page Workflows Templates option on the Space Workflows dropdown menu.

By default, the Page Workflows Templates dashboard will display all global workflows enabled by the global administrator in the global workflows dashboard.

A space administrator can add workflows to the Page Workflows Templates dashboard by

• copying a global scope workflow template and editing the copy (added as a space scope workflow)

• adding an existing space workflow

• creating a new workflow

 Remember that ONLY one workflow can be active on an individual page or blog post at any one time.

Add an existing workflow

The available workflows include those defined in Workflows - Global, and also any from Import - Space Tools.

Choose Add Workflow button (bottom of dashboard)

This opens the workflow picker. The workflows displayed in the picker are the workflow templates enabled by a global administrator in the global workflows dashboard.

Select a workflow and choose Next.

Choose either

• Link to Global Template (adds workflow as an active global scope workflow and cannot be edited by space admin)

• Copy as Space Workflow (adds workflow as an inactive copy of the global template that can be edited by the space administrator for the space)

Choose Apply to add the workflow to the space.

If choosing Link to Global Template there is no option to Apply & Customize. A global workflow template is only editable by the global administrator.

Create a new workflow

In the Document Management Dashboard create a new workflow by

• choosing the Add Workflow button

• choose Create Workflow in the workflow picker

Workflow builder is opened in the space with a simple two state workflow.

• edit and name this workflow to create a new space scope workflow

• choose Exit in workflow flow builder to add the new workflow to the space dashboard

A new workflow can also be created by the space admin by copying an existing workflow in the space workflows dashboard.

• choose Copy from the ellipsis option of an existing workflow in the workflow table

The copy is saved as a disabled space scope workflow template that can be edited in the space.

Workflows dashboard listing

Name	Scope
Name of a space scope workflow  Click on the name to open the workflow inspector to view the description and the workflow visual flowchart. Choose the tick slider icon to disable the workflow in the space.	Space
Workflow with content label filter This workflow specifies a label – it will only apply to content with that label.	Space Global
Global scope workflow You can use a workflow defined at the global level. As a space admin, if you want to edit a global scope workflow, you must make a copy of it and edit that. You cannot disable a global scope workflow in the space. You can only Remove it from the space using the option in the ellipsis menu.	Global

See all available workflows for adding to the space  by choosing Workflows - Global (← Global link only shown if you are a Confluence Admin

Only workflows enabled by a global administrator in the global workflows dashboard will be available to add to a space.

Space workflow options

Remove Warning

If you add a workflow to this screen by copying an existing workflow, or creating a new workflow, then removing it will actually delete it (because it only exists on the Document Management Dashboard).

You'll get a warning like this:

No warning will be displayed if you choose to Remove a global scope workflow. The workflow is simply removed from the current space but the template is not deleted from the global workflows dashboard.