Space Category workflows

Overview

You can link a global workflow to a space category and a global workflow can be applied to all existing spaces in a space category, making it easy to set up a group of spaces in one go. 

Each space will have the workflow applied in space mode as a global scope workflow which is centrally managed in the global workflows template dashboard.

These include the Confluence space template Blueprints

• Knowledge base space (knowledge-bases category)
• Team space (teams category)
• Documentation space (documentation category)

This complements the existing functionality that allows a global workflow to be linked to a newly created space with a given category.

You'll need global admin permission.

Space category links in the global workflow templates dashboard

If a global workflow has been linked to a space category you will see this in the Document Management global workflow templates dashboard:

In the example, the Global team approval workflow has been linked to the space category project and currently, there are two spaces linked to this workflow.

Choose the Linked entry for the workflow:

This displays the space keys for the project category spaces linked to the workflow.

Space category workflow in the space workflows document management dashboard

A space category global workflow will be listed in the space workflows document management dashboard for each individual space with the linked space category.

The linked global workflow template is automatically active in the space as a global scope workflow and will override all other active workflows in the space.

The space admin cannot disable this linked space category workflow but they can remove it from the space.

The space category workflow in the space

• remains linked to the global template
• can only be edited at the global level
• cannot be deactivated. It must be removed from the space

The global workflow template is linked to the space category workflow in the space and any changes in the global workflow will update the workflow in the space.

If a space admin subsequently adds and applies another global workflow to the space, the space category workflow will still take precedence and be applied across the space content.

The space category workflow will remain as the first workflow listed in the space workflows document management dashboard.

Space category workflows can include a workflow content label filter to limit their application in the space and allow the application of more than one workflow in the space. If no content filter is included in the global workflow template linked to the space category workflow it will override the application of all other active workflows for all the space content.

Removing a space category workflow from a space

If a space admin removes the linked workflow from the space workflows document management dashboard this will remove the space from the linked list in the global workflows dashboard for the workflow.

At the global level, the space category workflow can only be removed from a space by removing the global workflow template from the global workflows template dashboard. 

• disabling the global workflow will not disable the linked global workflow in the space.
• removing the space category from the global workflow template listing in the global workflow template dashboard will not remove the global scope workflow in the space.

A global administrator can choose to re-apply the link to the space using the space category in the global workflows dashboard.

Choose Link workflow option in the action menu.

Any spaces with the space category that are currently unlinked to the workflow are displayed.

Choose Confirm to again link and add the global workflow template to the displayed space(s).

An on-screen message will display the progress of the link process and its completion.

• the space will be added to the Link column in the global workflows template dashboard.
• a linked global scope workflow will be added to the space workflows document management dashboard in the space.

Bulk linking spaces to a global workflow template using space categories

In the Global Workflow Templates dashboard, add a space category to the workflow listing.

The Link workflow... option in the action menu becomes active only when a space category has been added to the workflow listing. 

Choose the Link workflow... option to view the spaces with the space category added to the workflow template listing.

Choose Confirm to link the spaces listed.

These are added to the workflow listing in the global workflow templates dashboard.

Choose the Linked entry to view the space keys for the linked spaces. In this example choose the entry 3 Spaces.

Choose one of the space keys to open the 6457524735.

The global workflow has been added as a global scope workflow in the space.

Adding more than one space category

More than one space category can be added to a global workflow template listing in the global workflow templates dashboard.

When linking the global workflow to a space category each category is listed as an option.

Choose Next to list the spaces to link with this space category.

Choose Confirm to link these spaces to add a space category workflow to each space.

The global workflow listing in the global workflow template dashboard is also updated.

The space keys for the linked spaces can be viewed by choosing the Linked column entry for the workflow.

Choosing only a single space category each time does not remove any existing space category links to other workflows. These are retained as linked space category workflows.

6457524735 can only be done by removing the global scope workflow from the space workflows dashboard in the space or removing the global workflow from the global workflows template dashboard.

Be aware that the Linked column entry for a workflow will include spaces linked as space category workflows and spaces where the global workflow has been added as a global scope workflow by a space administrator.

Where do I manage templates?

Both space and global scoped templates can be used

• Document Management - space tools
• Workflows - global

Templates can also be imported

• Import - space tools
• Import - global

Blueprints can also have workflows attached

• Blueprints

Page workflows can also be saved as templates

• Page workflows - Space Tools

App configuration