Adding and Applying Comala Document Approval to a Space

Overview

Applying and adding Comala Document Approval to a space will override all approvals in the space, including approvals added and applied to individual pages and blog posts.

Adding Approvals to a space

The addition and application of the space approval workflow is by the space administrator(s).

Choose Space Settings in the sidebar menu.

On this page

Choose Content Tools, then select the Approval tab to display Space Settings Approval dashboard.

A description of the approval workflow can accessed by clicking on Basic Approval Workflow.

The Basic Approval Workflow is disabled in the space by default . When disabled an end-user can add and apply an approval workflow to an individual page or blog post.

To apply the Basic Approval Workflow to all the content in the space, select the toggle checkbox next to the Basic Approval Workflow name.

When you change this checkbox and enable the space approvals workflow an on-screen notification will confirm that the space configuration has been successfully saved.

The approval workflow is enabled for the space and added and applied to all the content in the space.

Enabling the space approvals workflow will override any existing approval workflow previously added to individual pages or blogs. In this space mode there is only this one approval workflow active for the content in the space. 

Note: Comala Document Approval app uses the same approvals workflow (with identical workflow states and transitions) in both space mode application and when adding and applying to individual pages. 

There are a number of utilities available to the space admin to configure this space approval workflow.

These utilities will allow you to:

• set the approval state for all the space content.
• clear the approval history for each page and blog post.
• reindex all the approvals after a migration of content from another space.

Utilities - Initialize States

You can use the dropdown menu to set the approval state for all pages and blog posts in the space:

This will override any existing approval state on a page or blog post.

This can be used:

• on initial application of the space workflow to reset all the content in the space to a specific state of the approval workflow.
• on a required date to ensure the review of all the content in a mature space for example.

This utility is not available when the space approval workflow is disabled.

Utilities - Approval History

Choose Clear to reset all the history for Approvals for this space. This includes all content and assigned reviewers:

This cannot be undone, hence the warning dialogue box:

This utility will clear the Approval History of all content including any retained approval history from individual page approvals.

Utilities - Migrated space

If migrate your content to a new space, choosing this option will re-enable your Approvals on this migrated space:

Approvals on the migrated space will be re-enabled when you confirm the reindex.

The approval history is linked to the original users and is not transferred with the migration.

The current user must have full permissions over the migrated space in order to perform this action.

Disabling Space Approvals Workflow

To disable the space mode application of the Approvals workflow across the content in a space uncheck the box next to the Basic Approval Workflow name in the space settings approval dashboard.

Any previous approval workflow added and applied to individual pages will be re-enabled for that content. Each page approval workflow state will be the last state before the space approval workflow was disabled.

Users with Edit permissions will now be able to add Comala Document Approval to individual pages or blog posts.

The Document Report, if accessed will display a message stating the Comala Document Approval is disabled for the space. 

The Document Report will only display details for the content with an individual page approval workflow added.