Apply a workflow to all the pages and blog posts in a space
Overview
A space administrator can add and apply a workflow to all the documents in a space using the space settings document management dashboard.
You must add at least one workflow to the dashboard and make this workflow active.
By default, a single active workflow in the dashboard is applied to all the pages and blog posts in the space.
The active workflow can be filtered by a content label or content type (page and blog post).
When more than one workflow is added and active in the space, workflows are applied to the pages based on the Workflow scope (global and space), content label filter and alphabetic listing by name order
Add a workflow to the dashboard
In the space document management dashboard
Choose the Add Workflow option in the dashboard
Select a workflow in the Add workflow picker
The workflows displayed in the Add workflow dialog box are workflows that have been set as active in the global workflows templates dashboard a the global administrator.
Choose Next
The space administrator chooses how the workflow is added to the space. The workflow can be added as
A workflow that remains linked to the global workflow template (global scope)
A copy of the workflow can be edited for the current space (space scope)
Highlight the option required:
Link to Global Template
Copy as Space Workflow
A global scope workflow is automatically enabled upon adding it to a space.
The global scope workflow template can only be edited by the global administrator in the global workflows templates dashboard.
A space scope workflow is added to a space as inactive (disabled).
The space scope workflow is enabled using the slider option
Move the slider to set as a green tick
An enabled workflow in the space dashboard is automatically added and applied to all existing pages and blog posts in the space. This active workflow:
Overrides any existing page workflows that have been applied individually to a page in the space, and
Added automatically to any new pages and blog posts subsequently created in the space
Comala Document Management only lets one workflow be active on a page or blog post.
Global and space scope templates
Workflow templates added to a space are listed by workflow Scope.
Space
a space workflow template
editable by the space administrator in the space document management dashboard)
can be enabled or disabled in the space
Global
a global workflow template
only editable by a global administrator in the global workflows dashboard
always enabled in the space
cannot be disabled by the space administrator, but can be removed
can be duplicated in the space and the copy edited as a space scope workflow template
Global scope workflows are listed at the top of the dashboard before any space scope workflow.
A space administrator can add one or more workflows to a space, but by default, only one workflow is applied to each of the pages and blog posts in the space. A global scope workflow is applied in preference to an active space workflow.
In our example above, the global scope Simple Read Confirmation workflow is, by default, active and applied to all the pages in the space. It is not filtered by any content label. The active Simple approval workflow is a space scope workflow, but does not apply to any documents, while the global scope workflow is in the dashboard.
If the workflows are filtered to a content label or a content type (pages or blog posts), multiple active workflows in a space can be applied to different pages or blog posts.
Multiple active space workflows in a space
One or more space workflows can be active in a space, but only one workflow is applied to each page or blog post.
Active space workflows are applied based on the following overall hierarchy:
Workflow scope (global or space)
Content label filter if present
Alphabetical by name listing of the active workflows
An active space workflow is automatically applied on page creation, and it is based on the above hierarchy.
In our example above,
The global scope Project team workflow is applied to documents with the team_workflow label
The space scope Content Review Workflow is applied to documents with the project label
The space scope Wiki documentation workflow is applied to all other documents in the space without these labels
If the space scope Project one workflow is active, it applies to documents with the project_1 label as long as no other higher priority workflow is active and applied..
Changes to the workflow template affect all documents using that template when applied as a space workflow.
Related pages
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