Space administration

Space administration

The approval workflow can be applied to all the pages and blog posts in a space using the Comala Document Approval space settings.

The approval workflow for the Comala Document Approval app is the Basic Approval Workflow.

Open the space Document Approval space settings

choose Space Settings > App Links > Comala Document Approval

cdac-spacedocumentapprovaldashboard_inactive_ellipsisoption_displayed.png

A space administrator can

enable/disable the approval workflow for application to the whole space content
Clear Document Activity from all the pages and blog posts in the space
Initialize States on pages and blog posts in the space for the applied approval workflow

When the approval workflow is inactive

the Clear Document Activity is disabled (greyed out) in the app space settings dashboard ellipsis menu
the Initialize States icon is not displayed in the Actions options

The ellipsis menu also displays the installed app version.

View approval workflow

To display the approval visual flow diagram and description under the Actions column for the approval workflow

choose the View detail icon

Enable and apply the approval workflow for all the pages and blog posts in a space

To make the Basic Approval Workflow active for the space

click the grey slider

The slider turns blue, and the approval workflow for the space is active

cdac_spacedocumentapprovaldashboard_extract_activeapproval.png

The active approval workflow is added and applied to all the pages and blog posts in the space.

The active space approval workflow takes priority over any existing approval workflow applied individually by an editor to a page.

Utilities

The following workflow utilities for the space are available when the approval workflow is active.

1 Clear Document Activity
2 Initialize states

Clear Document Activity

Document Activity clears the approval workflow events and activities history for all the pages and blog posts in your space that currently have (or previously had) the approval workflow applied.

This option is only available when the approval workflow is active in the app space settings.

In the app space settings screen:

open the ellipsis menu

cdac_spacedocumentapprovaldashboardellipsismenu_cleardocumentactivity_highlighted.png

choose Clear Document Activity

select, Ok, clear Document Activity

This action cannot be undone.

Initialize states

The Initialize states option sets all pages and blog posts to the same state of the applied approval workflow.

In the Actions options for the active approval workflow approval

choose the Initialize States icon

cdac_spacedocumentapprovaldashboard_extract_activeapproval_initializestates_highlighted.png

In the dialog box, choose the approval state to be set for all the pages and blog posts in the space.

This option is only available when the approval workflow is enabled in the app space settings.

From the State dropdown menu:

choose the approval state to set for the applied approval workflow

The default option sets the state for each page with the applied approval workflow, but currently, no workflow activity or events have previously occurred on the page.

To set the state for all the pages and blog posts, including those with existing approval workflow activity, you can override the state on these pages by

checking the Override preexistent states checkbox

cdac_initilizestates_dialogbox_prexistent_checked_setstate_approved.png

Once the destination state is selected:

choose Initialize

A bar displays the progress of the initialization action.

An on-screen message confirms successful completion.

Space administration