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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.

For the added space workflow a space admin can configure the workflow to

The Document Control dashboard also includes utilities to

Space Document Control dashboard

  • choose Space settings in the Confluence sidebar

  • in Manage pages select the Document Control option

The Document Control dashboard will display the current workflow for the space and the Space Workflow Configuration and Utilities options.

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 the selected workflow 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.

Choose Apply to replace the current workflow with the workflow chosen in the workflow picker.

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 using the Set Parameters button. For example

(blue star) 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.

(blue star) The Remove restrictions option is only displayed if the space workflow is enabled

Utilities

Reindex Workflows

The option Reindex Workflows should be used whenever a space is imported.

As this action cannot be undone, so be careful before choosing the Ok, reindex Workflows button in the confirmation dialog box.

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'.

(blue star) If the space workflow is disabled, the Reindex Workflows option is the only workflow 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 workflow to a specific state in the currently active space workflow.

(blue star) 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.

(blue star) The Initialize states option is only displayed when the space workflow is enabled

Clear Workflow History

The option CLEAR deletes the history of the workflow actions for every page and post in the space and resets the workflow state to the initial workflow state of the enabled space workflow.

This action cannot be undone so be careful before choosing the Ok, reset Workflows button in the confirmation dialog box.

(blue star) The Clear Workflow History option is only displayed when the space workflow is enabled















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