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Only one workflow can be active on an individual page or blog post at any one time.
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Comala Document Management workflows
Comala Document Management for Cloud has the choice of at least three installed workflows. Each of these workflows has different states and transitions.On installing the app these are available in all the spaces in your Confluence site.
A space administrator can manage and apply a workflow in a space using the space settings Document Management dashboard.
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The installed workflows are
Each of these workflows builds on the simple workflow above - adding more states and transitions, setting an expiry period for approved content and automatically assigning content reviewers to provide greater control of your document development and management.workflow has a different document management workflow process to provide greater control of your document development and management. These workflows include
different workflow states and transitions to create different milestones and process routes
expiry due dates for approved content
automatic assignment of users by the workflow to an approval as content reviewers
You can also create your own custom workflow. workflows to manage your own bespoke document management process and meet your business, team or compliance needs.
Adding a workflow to content
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You can add and apply a workflow to your content pages and blogs in a space in two ways
individually add a copy of a workflow to a single page or blog post (page mode workflow)
add and manage apply a workflow across all the content documents in the space space (space mode workflow)
Space mode workflows allow greater central management of your content and are the recommended way to add and apply a Comala Document Management workflow for use in a production environment.
You can apply different workflows to separate individual pages in a space only if there is no active space mode workflow in the space. If a space workflow is active, this will, by default, be applied to all the pages and blog posts in the space including pages and blog posts that have previously had page mode workflow applied.
Once Comala Document Management app is added to your instance you can
add a workflow to
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a page or blog post by choosing the Add Workflow breadcrumb added to the
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document subtitle.
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In the popup,
choose either Add Workflow to this Page or Add Workflow to this Space to open the workflow picker
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Only space administrators will see the option to add the workflow across the space. Page editors can apply a workflow to a single page if a workflow is not applied to all the space content by a space administrator.
You can also
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add a workflow to
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pages and blog posts using the
space settings Document Management dashboard (if you are a space admin) to add a workflow across the content in your space administrator)
Space workflows
A space admin can configure a space to add and apply a workflow to all content in the space using the space settings Document Management dashboard.
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The space admin simply enables the current workflow. Once enabled it will be added and applied to all existing content pages and blog posts in the space . The workflow will also automatically be and be automatically added to new content.any new pages and blog posts created in the space.
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Comala Document Management only allows one space workflow to be |
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active. This maintains the requirement that only one workflow can be active on |
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any individual page or blog post at any one time. |
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Using the workflow on a page
Once When a workflow is added and applied to content
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automatically defines content as in one of the workflow states
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a page or blog post the workflow automatically defines the page or blog post to be in the initial workflow state.
A state workflow byline is added to the page indicating the current workflow state.
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A user's key interaction with the workflow added to content is through the workflow popup accessed using this breadcrumb.
Content can be can be moved (transition) from the current workflow state to a destination state
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transitions can be added to occur based on an approval decision (approve/reject); updating of the content; or expiry of the content
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using the workflow popup
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A single workflow state can be set as the final
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state for the content. The page or blog post in this state is usually your approved content
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Content with an added workflow will have a breadcrumb for the current workflow state added to the content page sub-title.
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A user's key interaction with the workflow added to content is through the workflow popup accessed using this breadcrumb.
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Workflow states can be hidden from the progress tracker path.
In the example, the Rejected state is hidden. The hidden state will be displayed in the workflow popup if it is a destination for a content review decision.
The hidden state will also be displayed in the popup progress tracker path when the workflow content is in that state.
for wider audience consumption.
The available transition from the current state is displayed in the workflow popup.
The transition can be based on one or more user approval decisions (approve/reject). This lets your reviewer(s) focus on the approval decision itself as the state change is configured in, and managed by, the workflow.
You can create a workflow that includes a state transition requiring the user to manually select the destination state using the workflow popup.
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Other transitions can be actioned automatically by the workflow for example
on updating the page or blog post
on the expiry of a due date for the page or blog post whilst in a specific workflow state
Transitions can also occur based on other workflow events by editing a workflow to add one or more JSON triggers to a workflow.
A workflow added to a page cannot be edited on the page. A
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customized by editing a workflow in the space settings Document Management dashboard
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Workflow with e-signature authentication for approval reviewers
The Quality Management (QMS) Workflow is one of the workflows available to add and apply to pages and blog posts on installation of Comala Document Management to your Confluence site.
The initial state on adding the workflow is the
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The In Approval state requires reviewers to undertake content review (approval) and after approval documents are transitioned to the final
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On a transition into the In Approval state the QMS workflow automatically assigns users as reviewers for the approval, these . These reviewers are required to authenticate their identity using credentials before the Approve and Reject buttons are enabled in the workflow popup.
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The workflow popup will have the available options for moving the workflow from the current state to destination state. The In Approval state transition will occur based a user Approve or Reject decision as part of an approval.
The movement between these states is called a transition - these transitions can occur based on events in the workflow such as approving content, rejecting content, updating content or content reaching a set expiry date.
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e-signature authentication is added to the workflow popup. /wiki/spaces/AWPD/pages/6457528355 requires the set up and use of a third-party app to create an approval authentication token.
Create a custom workflow using workflow builder
Each of the existing included workflows can be customized using the workflow builder visual editing tool.
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You can also use workflow builder to create your own custom workflows.
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Workflow builder allows you to
add new states to your workflowand edit existing state names and descriptionsstates
You can customize individual approvals to
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in the workflow to
allow /disable the manual assignment of reviewers from the workflow popup
set the specific reviewers for an approval
You can also use workflow builder to add create more responsive and flexible workflows by adding one or more JSON triggers to respond to workflow events, for example, to generate custom notifications.
A new custom workflow can
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be created or an existing workflow customized using workflow builder or the JSON editor in the space settings Document Management dashboard.