Space Administration

Overview

In the space settings Comala Document Management dashboard a space admin can select a workflow and make it active on all content in the current space.

The dashboard allows a space admin to

initialize the states for the active space workflow
clear workflow document activity
set the removal of all view and edit restrictions when the content transitions to the final state in the workflow
reindex your workflows

If the current workflow includes a workflow parameter, a space admin can set the value for the workflow parameter.

A space admin can also create (or edit) a workflow using either workflow builder or the JSON editor.

Reindex can be used after importing a space from another cloud instance.

Space Settings Document Management Dashboard

Choose Space Settings>App links in the Confluence sidebar

or choose Space Settings and select the Comala Document Management option in App links

The Comala Document Management dashboard displays the current space workflow configuration.

For the current space workflow

choose Edit Workflow to edit the workflow in either the workflow builder visual editor or code editor

choose Manage Workflows to open the workflow picker and select and add a different workflow as the space workflow

If the current space workflow is disabled, the dashboard displays

the current workflow for the space with options to disable or enable the workflow; edit the workflow and change the space workflow
a Utilities option to reindex workflows (after a cloud space or site import)

If the current space workflow is disabled, only the Reindex workflows option is visible.

Enabling the current workflow (using the grey slider next to the workflow name) will display additional options

Utilities options to clear document activity and initialize workflow states for all pages
Settings option to enable/disable the removal of page-level user permission restrictions on the workflow transition to the workflow final state

All the Utilties and Settings options are only displayed only when the workflow is enabled.

If the current workflow includes one or more workflow parameters, the Set Parameters button is also displayed to open the Parameters dialog box to edit their values for the space.

Change the workflow in the space

Within the space settings of a given space, you can select the workflow to set as the space workflow and apply to the space using the Manage Workflows option.

Three workflows are bundled with the app and are available to add to a space

By default, the Basic Approval Workflow is added as an inactive space workflow to space.

You can choose to enable or disable the application of the space workflow across the space content

moving the tick slider on (green) enables the currently selected workflow for the space and is applied to all the pages and blog posts in the space
moving the tick slider to off (grey) deactivates the currently selected workflow for the space and is removed from all the pages and blog posts in the space

To select a different workflow, simply choose the Manage Workflows button.

Choose the workflow you would like to add as the space workflow from the Add workflow picker.

The current space workflow will be replaced by the workflow chosen in the Add workflow picker.

Workflow builder visual editor

The current space workflow can be edited using workflow builder visual editor.

choose Edit Workflow button

select Use Visual Builder from the dropdown menu

All saved custom workflows are available to add and enable in the current space. They will be added to the list of workflows in the Add Workflow picker.

If the following error may appear when saving a workflow, you will need to save the changes in a new custom workflow.

Removing a custom workflow from the space

You can also remove a custom workflow from the space.

When the custom workflow is added to the space an additional option is available in the dropdown menu next to the Change Workflow button.

Choose Remove Workflow.

Confirm the deletion of the custom workflow in the dialog box.

Code Editor

The current workflow can be edited using the code editor. The editor can also be used to import other workflows into the current space by copying and pasting the JSON code for the workflow from another space.

JSON is a programming language used to build the workflow.

Access the code editor by opening the dropdown menu next to the Manage Workflows button.

The code can be edited in the Workflow schema dialog box

The code editor will validate any changes and warning errors will be displayed with details of the validation.

Changes applied to the JSON code will be seen in workflow builder visual editor.

JSON triggers can also be added to a workflow using the Triggers option in the Edit workflow panel in workflow builder.

Any queries on importing workflows ode editor or using the please contact our support team.

Set Parameters

If the current workflow includes a workflow parameter, a space admin can set the value for the workflow parameter for the current added space workflow.

The Set Parameters button is displayed when the current space workflow includes one or more workflow parameters.

Choosing Set Parameters button opens the Parameters dialog box to edit the available workflow parameter(s) for the current space workflow. The current value for each workflow parameter is also displayed.

For example, the bundled Content Expiry Workflow has the workflow parameter, expiration.

To change the expiration parameter value that will be used by the workflow

choose the Set Parameters button
edit the Expiration parameter value displayed in the Parameters dialog box

If the bundled Quality Management System Workflow is the added space workflow, choosing Set Parameters displays the Document User Reviewers and Document Group Reviewers workflow parameters defined in that workflow.

If the value for the workflow parameter is changed in this dashboard, the new value will be used when the workflow is first applied to content.

The updated parameter value will also be used the next time a workflow event occurs that causes the retrieval of the workflow parameter value. For example, if the expiration parameter value for the Space Administration is updated by the space admin, a subsequent transition to the Approved state will use the new parameter value to set the Approved state expiry.

Utilities

The utility options allow you to configure the workflow application and the document activity for the content in the space.

Initialize states

Choose one of the workflow states from the dropdown menu to set the space mode workflow to a specific state.

Document Activity

The option Clear deletes the workflow document activity of every single page and blog post in the space and resets the workflow state to the initial workflow state.

Reindex Workflows

The option Reindex workflows of imported spaces should be used when you have imported your instance or a space from cloud to cloud.

This is a final step required after importing to update the document states correctly for those pages that you have not visited yet.

There are some circumstances where you may need to reindex your workflows, for example, if your users report issues with workflow states - document states may be shown as 'not initialized' in the Document Report and workflow history. Reindexing your workflows ensures that up-to-date workflow history is displayed for each document.

Workflow Settings

Remove view and edit restrictions

When content reaches a workflow final state the workflow can be set to remove all view and edit restrictions to all users and groups.

Comala Document Management Cloud

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