--- title: "Document Management - space tools" canonical: "https://support.appfire.com/space/CDML/649827041/Document%20Management%20-%20space%20tools" format: markdown --- > Macro (aura-html) | | | | | | | | | | | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | **Document** **Management** | [Configuration](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649956239) | [Parameters](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649726501) | [Notifications](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650119000) | [Import](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649627884) | [Clear](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649791892) [History](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649791892) | [Support](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650250352) | [Audit](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530343) [Log](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530343) | [Data Refresh](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649859819) (Report Data Population) | [Export Metadata](https://appfire.atlassian.net/wiki/pages/createpage.action?spaceKey=awpd&title=Attach%20Activity%20and%20Metadata%20-%20Space%20Tools&linkCreation=true&fromPageId=617496064) | Screen Location: [Space Tools](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650314379) → Document Management → Document Management tab ## Overview > Macro (excerpt) > > The space tools document management dashboard lets a [space administrator](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650314379) add and manage workflows that can be enabled and applied to all the documents in the space. > > ![image](media://51b01976-b22a-4b1c-9910-8c2b828ee665) > > A space administrator can manage the available > > - **Space Workflows** that be applied to documents across the space ([space mode application of a workflow](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649531846)) > - **Page Workflow Templates** that can be added and applied to an individual page or blog post ([page mode application of a workflow](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649628831) ## Space workflows dashboard The **Space workflows dashboard** is displayed by default in the Document Management dashboard. Any space workflows added to the space are shown. On creating a new space, this dashboard is empty by default. ![image](media://206c675d-4047-4759-89c0-433aceac5f9a) To add a workflow to the space, a space administrator can choose **Add Workflow**. Using the **Add Workflow** option, the space administrator can - Add an existing workflow from the [global workflows dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159) - Create a new workflow using the workflow builder or the markup editor > ℹ️ **Space workflows - **space workflows can be added to a space from the global workflows dashboard as either a global scope workflow or a space scope workflow. > ℹ️ > ℹ️ - A global scope workflow remains linked to the global workflow template and only editable in the global workflows dashboard by a global administrator > ℹ️ - A space scope workflow can be edited in the space and will be unique to the space If a space administrator can also [import a workflow](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649627884) to the space if they are a member of a Confluence user group added to the workflow importers group by a global administrator. A single active workflow listed in the **Space Workflows dashboard** will be (by default) applied across the content in the space. ### Global scope space workflow A global scope workflow is active by default when added to the space workflows dashboard. ![image](media://df2fb2bb-4983-4b89-ad07-1f7e28d703bc) A space administrator cannot disable the global scope workflow. It can only be removed from the space. ### Space scope workflow Adding a copy of a global workflow is by default disabled when initially added to the space. ![image](media://82418379-49fb-4a3f-910a-4e2bbf400dfe) This copy is a space scope workflow and is unique to the space. This space scope workflow is editable by the space administrator. ### Multiple space workflows in a space [Multiple active space workflows](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649857661) (with no workflow content label filters or page or blog post content type filter) are applied in the order in which they appear on the list in the dashboard, with the first listed workflow taking priority. - Global scope workflows added to the space dashboard are listed at the top of the dashboard - Workflows of the same scope are listed alphabetically ![image](media://0141a434-441d-4265-881f-5647be2be450) If a global scope workflow is added to the dashboard (and does not have a content label filter), it is applied to all the content in the space, even if there are active space workflows with a content label filter. > ℹ️ A workflow's application can be filtered by both a page or blog post content type setting for the workflow and a content label filter. ## Page Workflows Templates dashboard You can view templates available for users to apply in [page mode](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649628831) by choosing the [Page Workflows Templates](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649827962) option on the **Space Workflows** dropdown menu. ![image](media://ad983349-a901-4f3e-bfca-98c587a371ad) By default, the **Page Workflows Templates dashboard** displays all global workflows enabled in the [global workflows dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159). ![image](media://26d23961-891e-44ed-9304-11c3a1b9294c) A space administrator can add workflows to the [Page Workflows Templates dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649827962) by - Copying a global scope workflow template and editing the copy (added as a space scope workflow) - Adding an existing space workflow - Creating a new workflow > ℹ️ **Page workflows - **A page workflow can only be applied by the user to content if no space workflow is active on that content. If a space workflow is enabled for content with an existing page workflow, the space workflow will be applied. > 📝 ONLY one workflow can be active on an individual page or blog post at any one time. ## Page Workflows dashboard [From v7.7.0] The [Page Workflows dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/1639157765) lists the page workflows added in the space and the linked pages for each page workflow. ![cdmdc_pageworkflows_list_consolidation_4pageworkflows_multiplepagesaddedwithworkflow.png](media://f483ab28-fdb5-4113-8399-f2980c40df0c) The space administrator can use the dashboard to - Delete a page workflow from the space and remove it from the linked pages and blog posts - Consolidate a page workflow as a content label filter workflow added to the space workflows dashboard in the space ## Add an existing workflow The available workflows include those defined in [Workflows - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159), and any from [Import - Space Tools](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649627884). Choose the **Add Workflow** button (bottom of the dashboard). This opens the workflow picker. ![image](media://dfbdf79c-39c5-4c4e-b870-eea999c5e563) > ℹ️ The workflows displayed in the picker are the workflow templates enabled by a global administrator in the [global workflows dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159). Select a workflow and choose **Next.** Choose either - **Link to Global Template** (adds workflow as an active global scope workflow and cannot be edited by space administrator) - **Copy as Space Workflow **(adds workflow as an inactive copy of the global template that can be edited by the space administrator for the space) ![image](media://cbd4a205-a32f-4f1f-afd1-f2949be8d0f4) Choose **Apply** to add the workflow to the space. > 📝 If choosing **Link to Global Template,** there is no option to **Apply & Customize**. A global workflow template is only editable by the global administrator. ## Create a new workflow In the Document Management Dashboard, create a new workflow by - Choosing the **Add Workflow** button - Choose **Create Workflow **in the workflow picker The workflow builder is opened in the space with a simple two-state workflow. ![image](media://888e9319-709b-432c-a503-9231190e867f) - Edit and name this workflow to create a new space scope workflow - Choose **Exit** in the workflow flow builder to add the new workflow to the space dashboard A new workflow is also created by copying an existing workflow in the space workflows dashboard. - Choose **Copy** from the ellipsis option of an existing workflow in the workflow table ![image](media://7b062944-09c4-4570-a01b-b2e4065e4fdb) The copy is saved as a disabled space scope workflow template that can be edited in the space. ![image](media://fba6ae6d-fa24-46b2-9938-0f97b9b653cf) ## Workflows dashboard listing | | | | --- | --- | | **Name** | **Scope** | | **[Name](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649662219)**** of a space scope workflow **
![image](media://dabd48d3-256f-4356-b9b0-c8ff6e1b2901)
Click on the name to open the workflow inspector to view the [description](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649595915) and the workflow visual flowchart.
Choose the tick slider icon to disable the workflow in the space. | **Space** | | **Workflow with content label filter**
![image](media://1d317db0-25e4-4581-8440-9ccdb2346055)
![image](media://809e7d3d-85dc-4536-858f-549680edcb60)
This workflow specifies a [label](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649662219) – it will only apply to content with that label. | **Space**
**Global** | | **Global scope workflow**
![image](media://3025328a-8bc8-4f3b-bff9-13a17497569c)
You can use a workflow defined at the global level.
As a space administrator, if you want to edit a global scope workflow, you must make a copy in the space. This copy is a space scope workflow and is editable in the space document dashboard.
You cannot disable a global scope workflow in the space. You can only **Remove** it from the space using the option in the ellipsis menu. | **Global** | See all available workflows for adding to the space  by choosing [Workflows - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159) (← Global link only shown if you are a [Confluence Admin](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650150846) > ℹ️ Only workflows enabled by a global administrator in the [global workflows dashboard](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530159) are available to add to a space. ## Space workflow options | **Ellipsis/Actions menu** | | --- | | ![image](media://97c92d4d-3105-4097-b0f5-a6ed27068943) | | **Option** | **What it does** | **As seen on...** | | **Edit** | Opens the workflow editor.
See: [Workflow Authoring Guide](https://appfire.atlassian.net/wiki/spaces/CDML/pages/648611901) | > ℹ️ **ONLY** a menu option for a space scope workflow. > ℹ️ > ℹ️ Not displayed for a global scope workflow in the space workflows dashboard. | | **Initialize States** | Transition content to a specific workflow state in the selected workflow. Option to
- Transition to the selected state for unprocessed content (for example, newly created content with no workflow activity) - Transition to the selected state and override any existing state for processed content
See: [Initialize States](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649827807) | Any **active (enabled)** space scope or global scope workflow | | **Copy** | Creates a disabled space scope copy of the workflow. | All workflows | | **Remove** | Removes the workflow from the list
- The global scope workflow is removed from the space - The space scope workflow is deleted from the space | All workflows | ## Remove Warning If you add a workflow to this screen by copying an existing workflow or creating a new workflow, then remove this workflow, it is deleted and cannot be recovered (because it only exists on the Document Management Dashboard). You'll get a warning like this. ![image](media://ef822f44-0378-4178-9830-624594ad5b1a) > 📝 If you choose to **remove** a global-scope workflow, no warning is displayed. The workflow is removed from the current space, but the source template is not deleted from the global workflows dashboard.