Space Administration

Overview

In space tools Document Control Dashboard a space admin can select a workflow for the space - the space workflow - using the Manage Workflows option and enable it using a slider to apply the workflow to all the pages and blog posts in the current space.

Choose Space Settings> App links> Comala Document Control to open the space document control dashboard and configure the space workflow.

Open

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

Open

• in App links select the Comala Document Control option to open the space workflow configuration

The Document Control dashboard displays the current workflow for the space and the Settings and Utilities options.

Enabling the space workflow will apply the workflow to all the pages and blog posts in the space. This space workflow overrides any documents in the space with a workflow previously applied individually to the page or blog post.

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:

• Basic Approval Workflow

• Content Expiry Workflow

• Quality Management System Workflow 

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 Manage Workflows 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 space 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.

The displayed parameters are

• the Expiration parameter if the Content Expiry Workflow is the active workflow

• the Document User Reviewers and Document Group Reviewers parameters if the bundled Quality Management System Workflow is the active workflow

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.

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.

Utilities

Reindex Workflows

The option Reindex workflows of imported spaces should be used whenever a space is imported from another cloud space or cloud site.

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'.

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.

To set all the content in the space to the same state, in the confirmation dialog box check the Override preexisting states checkbox.

Clear Document Activity

The option CLEAR deletes the workflow document activity 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, clear Document Activity button in the confirmation dialog box.