Space mode
Overview
In Space mode, workflows are applied to all content in a space, and the templates are centrally managed
space administrator chooses the workflow template(s) to apply
workflow templates in the space are centrally managed at the space level
The application of each workflow can be optionally filtered by label or content type - allowing multiple workflows to be active in the space but applied to different content.
Recommended for production use!
The workflow applied in space mode can be
a space workflow template (editable by the space administrator in the space document management dashboard)
a global workflow template (only editable by a global administrator in the global workflows dashboard)
An active space workflow is applied automatically on page creation.
One or more space workflows can be active in a space, but only one workflow is applied to each page or blog post at any time.
Active space workflows are applied based on the following overall hierarchy
The workflow scope (global or space)
The content label filter if present*
The alphabetical by name listing of the active workflows
Changes to the template affect all content using that template when applied as a space workflow.
How do I enable Space mode?
You'll need space administrator privileges.
Add one or more workflow templates to the Document Management tab ("Document Management Dashboard"). It should look something like this.
Only one workflow can be applied to content at any one time.
An active space workflow overrides any active page workflows in the space:
The active workflow placed highest in the dashboard is the workflow applied across all the content in the space
Global scope workflows are added at the top of the dashboard as active workflows and override any active space scope workflows
Content labels can be used to filter each space workflow, allowing more than one active workflow to be applied in the space but across different content based on the label filter
Adding a space workflow, editable in the space (space scope)
A space administrator can add a copy of a global workflow that has been enabled in the global workflows dashboard to the space document dashboard.
This is a space scope workflow. It becomes unique to the space and can be edited by the space administrator for use in the current space.
The copy is added as an inactive space scope workflow. Once added, a space scope workflow can be
made active (and later, inactive) for the space using the slider
edited using workflow builder or the markup editor
removed from the space
Adding a global workflow (global scope)
A space administrator can add a linked global workflow that has been enabled in the global workflows dashboard to the space document dashboard. This retains the link to the global template. It is added as a global scope workflow to the space.
If a global workflow is added to the space document management dashboard with a global scope:
The workflow remains linked to the global template
Any changes to the global workflow template are automatically implemented in any space where it has been added
The global workflow is automatically active and overrides any active space scope workflows in the space
It can only be edited at the global level
It cannot be disabled by the space administrator for the space, but it can be removed from the space by the space administrator
In the global workflows dashboard, a global workflow template can be linked to a space using a space category. This space category global workflow is automatically added and applied in a new space created with the category.
Global workflow templates can include a workflow content label filter. If no content filter is included in the global template, the workflow overrides all other active workflows for all documents in the space.
Where do I manage templates?
Templates are managed by:
A global administrator for the instance in the global workflows templates dashboard
A space administrator for a space in the space tools document management dashboard
A global administrator manages the workflow templates that are active in the instance. Active global workflows are available for a space administrator to add as space workflows, and are added to the page workflows template dashboard in each space.
The space administrator manages the templates added to a space and whether the added workflows are active in the space. They also manage the page workflow templates available for use in a space in the page workflows templates dashboard:
The page workflows templates dashboard is automatically populated by default using the active global workflow templates
A space administrator can copy space workflows to the page workflows templates dashboard or remove existing global templates
Templates can also be imported:
Global templates can also be linked to the space category:
A user with appropriate Confluence global or space administrator permission can also use the workflow builder visual editor or markup editor to save a workflow as a template from a space or page as a global workflow template or space workflow template.
App configuration
Setting | Where | Notes |
|---|---|---|
Space Workflows | Confluence Admins can limit which spaces are allowed to use Space mode. | |
Global Workflows Templates Dashboard | Confluence Admins, by setting a global workflow template as inactive, it is
|
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