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Overview

In the space tools 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 in the Confluence sidebar

  • select the Document Management option in Manage Pages

The Document Management dashboard will display the Space Workflow Configuration. This includes

  • the current workflow for the space with options to disable or enable the workflow; edit the workflow and change the space workflow

  • Utilities options to clear document activity; reindex workflows 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

If the current space workflow is disabled, only the Reindex workflows option is visible. 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 from three available installed workflows to set as the space workflow and apply to the space

Any custom workflows added/created in the space are also available for selection as the space workflow.

A single workflow can be added to the space settings Document Control workflows dashboard.

By default, the Basic Approval Workflow is added as an inactive space workflow. Once added to the dashboard you can choose to enable or disable the application of the workflow across the space content

  • moving the tick slider on (green) enables the currently selected workflow for the space

  • moving the tick slider to off (grey) deactivates the currently selected workflow for the space

When enabled the space workflow will be added and applied on every page and blog post

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.

Scroll down in the Add workflow dialog box to view all available workflows. Choose View Detail for a highlighted workflow to view the workflow visual flowchart and full description.

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

Editing one of three installed space workflows creates a custom workflow and this edited workflow will be saved as a copy of the installed workflow. The installed workflows cannot be overwritten. You must rename the edited workflow before saving it.

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.

Further edits can be made to a custom workflows using workflow builder without the need to save with a new name. If you don’t want to overwrite the existing custom workflow edit the workflow name before choosing Save in the visual editor.

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.

The custom workflow is permanently deleted and will no longer be available in the Add workflow picker.

The Remove Workflow option is not displayed when one of the installed workflows is added as the space workflow.

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.

You should only use this editor if familiar with JSON.

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.

The application of JSON code with validation errors is not allowed by the editor.

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.

The value for a workflow parameter can be accessed by adding the parameter name enclosed in the @ symbols. For example, @expiration@.

Workflow parameters must be added with a name. You can optionally add a label for clarity. For example the workflow parameter in the Content Expiry Workflow is named as expiration. It is also defined with an optional label - Expiration. When referencing the workflow parameter in the workflow, for example in a trigger, use the workflow parameter name within the @ symbols. In the Content Expiry workflow the workflow parameter is referenced as @expiration@ for the due date in the Approved state.

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.

Reindexing workflows is only used for cloud to cloud migration. It is not required or relevant when migrating content from server or data center.

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.

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