Space workflow

Overview

A space administrator can apply a Comala Document Control to all the pages and blog posts in a space using the space document control dashboard. This is a space workflow.

A space workflow overrides all other workflows in the space, including workflows added and applied to individual pages and blog posts.

To apply a space workflow

Space administrator permission is required
The space must also be enabled by a global administrator to allow the use of space workflows

Applying a space workflow

As a space administrator, you can apply a space workflow in one of two ways:

Using the space tools document control dashboard
Using the page tools menu from a page

Add a space workflow using space tools

Choose Document Control from the space tools in the sidebar menu:

Choose Content Tools
Select the Document Control tab to display the Space Workflows

In this space, the space workflow is inactive.

To make the Simple Approval Workflow active and apply it across the space

Move grey slider next to the workflow name.

The workflow is added and the documents are set to the first state in the workflow. A space administrator can initialize the workflow state by choosing a workflow state from the Initialize states option.

If required, the previous workflows document activity history can also be cleared from all the documents in the space.

To change the workflow applied in the space to the Content Expiry or Quality Management Systems Workflow

Choose Change Workflow
Choose a workflow to add as the space workflow

You also need to confirm or enter the values for parameters used by the workflow if you are adding the Content Expiry or the Quality Management Systems Workflow.

Using page tools menu to apply a space workflow

If no existing page workflow or space workflow is applied to the page or blog post, from the page tools menu:

Choose Add Workflow...

Choose Apply to all the pages in the space option

Select Next
Choose the workflow template required using the Add workflow dialog box

Select Apply

This navigates you to the space tools Document Control dashboard. A message prompt is displayed:

You must now add any required values for workflow parameters and then enable the chosen workflow to apply the workflow as a space workflow.

Utilities - Initialise States

You can use the dropdown menu to set the workflow state for all pages and blog posts in the space:

This overrides all existing Comala Document Control states.

Initialize states can be used on the initial application of the space workflow to reset all the content in the space to a specific state of the workflows. It can also be used (for a space workflow), for example, on a required date to set all the documents in a mature space to a draft state for review.

This utility is not available when space workflow is inactive.

Utilities - Workflows History

Choose Clear to reset all the history for workflows for this space. This includes all content and reviewers:

This utility clears the Workflow History (Document Activity), whether the space workflow is active or inactive. You need global administrator permission for this.