Page Workflows - Space Tools

Screen Location: Space Tools > Document Management > Space Workflows Document Management > Page Workflows Templates

Overview

The Page Workflow Templates dashboard is accessed via the Page Workflow Templates option from the drop-down menu in the space tools Document Management dashboard.

Open

A workflow operates in much the same way as its counterpart on the space workflows Document Management dashboard. There are a couple of differences:

• Workflow content labels won't be active because these workflows aren't applied at the space level, the filter label parameter on the workflow macro has no effect but they will be visible in the dashboard

• some dashboard utility actions are unavailable such as Initialise States (management of the applied workflow is on the applied page or blog post)

Page Workflow Templates dashboard

The dashboard lists all the space and global scoped workflows that are available for use in Page Mode.

Open

All enabled global workflow templates in the global workflows dashboard will be available in the Page Workflow Templates dashboard.

Space administrators can

• add space scope workflows to the page workflows dashboard

• enable or disable any workflow listed for use as a page workflow in their space

• can only remove space scope workflows from this dashboard

• can only disable a global scope workflow

Page workflows must also be enabled for the space in Comala Document Management global configuration to allow page workflows to be used.

If page workflows are restricted in the space, the page workflow templates dashboard will still be visible to space admins and populated with workflows - but users on the page will not have the option to add a workflow to an individual page or blog post.

Page Mode

If Page Mode is enabled, to add a page workflow to content requires in the space workflows Document Management Dashboard that

• no global scope workflows are listed (global scope workflows can only be removed from the space not disabled).

• all space scope workflows are disabled

Editing a page workflow template in the dashboard

A space scope workflow added to the page workflow template dashboard can be edited in this dashboard using the markup editor.

Space admins can edit a space scope workflow in this dashboard but changes will not affect the source space workflow or change the workflow already added to a page or blog post.

Creating a new workflow and add to the page workflows templates dashboard

You can create and add a workflow to the Page Workflow Templates dashboard:

Global administrator

A global admin can create, import or edit a workflow in the Global Document Management workflows dashboard. Active global workflows will be automatically listed in the page workflow template dashboard.

Space administrator

The space administrator can

• create, import or edit a space scope workflow in the space tools Document Management dashboard

• choose the +Add Workflow button and use or paste markup to create a new workflow.

• users can save a content-level workflow to the page workflow templates dashboard using the Save as template drop-down menu in workflow builder.

Add an existing workflow

All existing global workflows enabled in Document Management global configuration will be automatically listed in the page workflow templates dashboard. This includes any global workflows imported to the global workflows dashboard via the Import tab.

Space admins can add existing space scope workflows by copying and pasting the markup. 

A space scope workflow added to the page workflows template dashboard can be edited in this dashboard. Any changes to this copy will not be updated in the original space scope workflow listed in the space workflows Document Management dashboard.

Using a global scope workflow to create a custom workflow

A space admin can create an editable copy of a global workflow template in the page templates workflow dashboard.

• disable the global scope workflow in the dashboard

This creates a copy of the workflow as a space workflow.

The space workflow can be edited to create a custom workflow for the dashboard.

How do I initialize states?

This isn't applicable in page mode because each page gets its own unique workflow – you can't centrally manage the workflow.

If you get a confused state (grey indicator circle), you can fix it directly on the affected page – just open the workflow popup and choose a state. Select one, problem solved!

Edit a page workflow template added to a page

Page workflow templates are designed to be used primarily for testing, development and learning and the workflow can be edited when added to a page or blog post.

Individual users can create content (page or blog post) and manually add to individual pages and/or blog posts any enabled workflow listed on the Page Workflow Templates dashboard .

A user will only see the Add Workflow... page tools menu option if both page mode is active for the space and there are no active workflows in the space.

Choosing Add Workflow... creates a new copy of the workflow – unique to the individual page or blog post. Changes to this workflow copy added to the page are not updated in the source template.

When page mode is active for the content, users can also choose to apply and customize the Workflow with custom states.

Users (with Edit permission for the content) can use workflow builder to

• create new workflows – unique to the individual page or blog post using these workflow templates. 

• edit a workflow – unique to the individual page or blog post

To edit an existing workflow added to a page choose Edit with Workflow Builder from the page action tools menu

You cannot save a page workflow added to a page directly to the page workflow templates dashboard.

However you can

• copy the markup for the new workflow.

• open +Add Workflow in the page workflow templates dashboard. 

• paste the markup and exit to add to the dashboard.

In workflow builder a user with the appropriate administrator permission can save the workflow as a space or global template in workflow builder.

• Save as  global template and enable it as a global workflow in the global workflows document management dashboard

• Save as space template and copy and paste the workflow markup from the space workflows document management dashboard