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Overview

At Space level, Comala Document Management can operate in one of two modes: Page Mode or Space mode.


What is Page Mode?

In page mode, workflows are applied on a page-by-page basis, so each page has its own unique workflow template. Great for development, testing and training, but difficult to manage!

  • end-users choose which workflow to apply to an individual page or blog post 

  • workflow template selected by the user is cloned to a page, the original template is unchanged

  • user changes to the workflow added to a page only affect the page it's used on

  • the updated workflow can be saved as a new space or global workflow template (if the user has space or global admin permissions) 

How do I enable page mode?

If enabled, a user can add a workflow to an individual page.

  • page workflows for content in the space must be enabled by Confluence global administrators.

  • the individual user will need edit permission for the page to add a page workflow.

The Add Workflow option will only be enabled in the page action menu if there are no space mode workflows active for the content.


Page workflow templates

Space admins can limit the workflow templates that be used in a space by

  • accessing the Document Management tab in space tools.

  • choosing the List drop-down Page Workflow Templates option.


The lIsted page workflow templates are either:

  • global scope workflows that are workflows that have been enabled in the Document Management global workflows dashboard by a global administrator.

  • space scope workflows that have been added by a space administrator.


Space admins can:

  • make any space scope or global scope page workflow template active or inactive in the space.

  • remove a space scope page workflow page template from the space.


Note that page workflow templates will be listed even if the space has been globally configured to restrict the use of page mode.


Even if all page workflow templates are removed or inactive in a space, users can still add a workflow with custom states as a page workflow.


Where do I manage page workflow templates?

On pages or blog posts:

There's also a repository of templates in Space Tools:

App configuration

Setting

Where

Notes

Page Workflows

Configuration - Global

Confluence Admins can limit which spaces are allowed to use Page Mode.


What is Space Mode?

Overview

In Space Mode, workflows are applied to all content in a space and the templates are centrally managed. The application of a workflow can be optionally filtered by label or content type - allowing multiple workflows to be active in a space but applied to different content.

Recommended for production use!

The workflow applied in space mode can be

A workflow can be applied automatically on page creation

  • space administrator chooses the workflow template(s) to apply

  • workflow templates are centrally managed at space/global level

  • global workflow templates can be automatically applied in a space by linking the global template to a specific category of space

Changes to the template affect all content using that template

How do I enable Space Mode?

You'll need space admin privileges.

Add one or more templates to the Document Management tab ("Document Management Dashboard") – it should look a bit like this.

Only one workflow can be applied to content at any one time.

Making a workflow active in the Document Management space dashboard will override any active page workflows in the space.

  • the active workflow placed highest in the dashboard will be the workflow applied across all the content in the space.

  • content labels can be used to filter the application of a space workflow, allowing more than one active workflow to be applied in the space but across different content based on the label filter.

More than space workflow can be active in the space by using workflow content label filters to filter the application of the workflows to different content.

Adding a space workflow editable in the space (space scope)

A space administrator can add a copy of a global workflow that has been enabled in the global workflows dashboard to the space document dashboard.

This is a space scope workflow as it becomes unique to the space and can be edited by the space administrator for use in the current space.

In the space document management dashboard, once added, a space scope workflow can be

  • enabled and disabled for the space using the tick slider

  • edited using workflow builder or the markup editor

  • removed from the space

Adding a global workflow (global scope)

A space administrator can add a linked global workflow that has been enabled in the global workflows dashboard to the space document dashboard. This retains the link to the global template - this is added as a global scope workflow to the space.

If a global workflow is added to the space document management dashboard with a global scope:

  • the workflow remains linked to the global template

  • any changes to the global workflow template will be automatically implemented in any space where it has been added

  • the global workflow is automatically active and will override any active space scope workflows in the space

  • if the global template is linked using a space category this is automatically applied on creation of the space

  • it can only be edited at the global level

  • the workflow cannot be disabled by the space administrator for the space but it can be removed from the space by the space administrator

Global workflow templates can include a workflow content label filter to limit their application in the space. If no content filter is included in the global template the workflow will override all other active workflows for all content.

Where do I manage templates?

Both space and global scoped templates can be used:

Page workflow templates available for use in a space are managed by the space administrator in the page workflows templates dashboard

  • the page workflows templates dashboard is automatically populated by default, by the enabled global workflow templates in the global workflows dashboard

  • a space administrator can copy space workflows to the page workflows templates dashboard or remove existing global templates

Templates can also be imported:

Global templates can also be linked to the space category:

A user with appropriate Confluence global or space administrator permission can also use workflow builder visual editor or markup editor, to save a workflow as a template from a space or page as a global workflow template or space workflow template.

App configuration

Setting

Where

Notes

Space Workflows

Configuration - Global

Confluence Admins can limit which spaces are allowed to use Space Mode.



Workflow management overview

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