Space administration

Overview

To access the Comala Document Control administration screen for a space

Choose Document Control from the space tools menu.

Choose the Document Control (if not already selected) to display the space Document Control dashboard

Configuration

As a space administrator, you can apply a workflow to all documents in the space using the Document Control dashboard.

The Document Control dashboard lets a space administrator:

Select the space workflow using the Change Workflow button
Disable or enable a space workflow for the space (using the slider next to the current workflow name)
Edit the current space workflow template using workflow builder

The space administrator can also use the Report Data Population screen to manually populate workflow data for Document Control reports and reporting macros if the data has not been updated because of unexpected errors or permissions.

Once the workflow is made active, a space administrator can

Initialise States for a space workflow when being initially applied or at any required point in the documentation development
Clear Workflows History for all workflows in the space, This clears the workflow history for all pages and blog posts. However, the user is prompted for a global Confluence administrator username and password to complete this action.

Only one workflow can be active in the space Document Control dashboard. This workflow is applied to all the documents in the space.

The current workflow in the space can be edited using workflow builder to filter its application using the content label.

Space parameter values

The Content Expiry Workflow and Quality Management System Workflow each include one or more workflow parameters. The value for these parameters can be set in the space document control dashboard. The value set in the dashboard is used when the workflow is added to a page in the space.

The Content Expiry Workflow includes the Due Date parameter.

The Due Date parameter is used to provide the value for the due date for the Expired state. The parameter value is used to set the expiry of the content each time a transition to the Expired state occurs.

The Quality Management System Workflow includes four workflow parameters

Approval - for the Users and user Groups who are assigned to the approvals by the workflow
Read Confirmation for the Read confirmation users and Read confirmation groups who are assigned to reading a page by the workflow

You must add at least one value for either the approval User or Group parameter.

The value is used by the workflow on applying it to the page or blog post.

These values can be edited by the user on applying the workflow.

Editing the space workflow

Comala Document Control allows limited editing of the installed workflows bundled with the app. The customization is localised to the current space.

Editing the space workflow is through the workflow builder.

The workflow can be customized for use in the current space

Add a content label filter to filter the application of the workflow
Customize workflow state names, descriptions and state colors
Customize an approval in a state
- Edit the decision button names (Approve/Reject) displayed in the workflow state dialog box
- Enable the addition of descriptive roles in the workflow state dialog box for an assigned reviewer
Enable or disable the addition of a read confirmation request on workflow transition to the final published state
Add custom page header and footer to be displayed on pages and blog posts that have the workflow applied

The page header and footer can each be configured to be displayed for users with either Confluence view or edit permission

Changes in workflow builder only affect the current chosen workflow template for application as a space workflow for the current space:

Any changes to this workflow cannot be saved for use in other spaces
Workflows applied in page mode in this space (if allowed) by a user cannot be changed by editing the workflow in this way

If you choose Change Workflow in this screen all edited changes to the previous workflow will be lost.

In the app global configuration spaces can be set to allow or restrict the use of Comala Document Control workflows - either applied as a space workflow or as a page workflow in a space.

At the space level, adding a space workflow overrides all page workflows added by users to an individual page or blog post.

Space adminstrators can configure the space workflow to be applied to specific content by using a content label filter in the workflow. Any pages or blog posts that do not have the content label

Do not have the active workflow in the space Document Control dashboard applied
Can have a page workflow added to each individual page

Full customization, or creation, of a workflow is available in the Comala Document Management app.

Space Report Data Population

Pages and blog posts automatically update their data for the Document Control reports and macros.

However, sometimes the data won’t be updated because of unexpected errors or a user’s lack of edit permissions that triggered the update itself.

In those cases, the data for the reports can be manually populated by running a space-level data population job. This can be done by

choosing the Report Data Population screen in the Document Control dashboard
selecting the Populate button option