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Editor and staff approval workflowrequires v3.0.2+
com.comalatech.workflow.repository.categories.label:Knowledge Base|Sample

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  • Allows any user to submit topics, which are approved by a Subject Matter Experts and FAQ administrators
  • Only the Author and FAQ Administrators can see the submitted FAQ until it is published
  • Uses a number of workflow triggers (rules)  to send custom email notifications on the following workflow events
    • pagecreated
    • pageupdated
    • pagerejected
    • pageapproved


Code Block
titleFAQ Creation Workflow Markup
collapsetrue
{workflow:name=FAQ Creation Workflow|key=km.faq}
	{description}
        Multi-Step FAQ creation workflow which allows users to submit topic/pages to be approved by the assigned SME(s) and FAQ Admin. Only the SME's and FAQ Admin can see the submissions before they are approved. 
    {description}
    {workflowparameter:FAQ Administrators|type=group}
        confluence-users
    {workflowparameter}
    {workflowparameter:Component Leads|type=group}
        confluence-users
    {workflowparameter}
    {state:Draft|submit=Submitted}
    {state}
    {state:Submitted|approved=Approved|rejected=Rejected}
        {approval:Approve|group=@FAQ Administrators@}
    {state}
    {state:Approved|approved=Reviewed|rejected=Closed}
        {approval:Review|selectedapprover=@Component Leads@|hadapproval=Approve}
    {state}
    {state:Reviewed|approved=Published|rejected=Closed}
        {approval:Publish|group=@FAQ Administrators@}
    {state}
    {state:Published|final=true|updated=Approved|hideselection=true}
    {state}
    {state:Closed|hidefrompath=true}
    {state}
    {state:Rejected|hidefrompath=true}
    {state}
    {trigger:statechanged|state=Submitted}
        {set-metadata:FAQ Author}<at:var at:name="user" />{set-metadata}
        {send-email:user=@FAQ Administrators@|subject=FAQ Submitted}
        The FAQ <at:var at:name="page" /> has been submitting by [~<at:var at:name="user" />] and is waiting for your approval.
        {send-email}
    {trigger}
    {trigger:pageapproved|approval=Approve}
        {send-email:user=@Review>selected@|subject=FAQ Accepted}
        The FAQ <at:var at:name="page" /> has been approved by [~<at:var at:name="user" />] and is waiting for your review.
        {send-email}
    {trigger}
    {trigger:pagerejected|approval=Approve}
        {send-email:user=@FAQ Author@|subject=FAQ Rejected}
        Your FAQ <at:var at:name="page" /> submission has been rejected.
        {send-email}
    {trigger}
    {trigger:pageapproved|approval=Review}
        {send-email:user=@Approve>approver@|subject=FAQ approved}
        The FAQ <at:var at:name="page" /> has been approved by [~<at:var at:name="user" />] and is waiting for your approval.
        {send-email}
    {trigger}
    {trigger:pagerejected|approval=Review}
        {send-email:user=@Approve>approver@, @FAQ Author@|subject=FAQ rejected}
        The FAQ <at:var at:name="page" /> has been rejected by [~<at:var at:name="user" />].
        {send-email}
    {trigger}
    {trigger:pagecreated}
        {add-restriction:type=View|user=<at:var at:name="user" />}
        {add-restriction:type=View|group=@FAQ Administrators@}
    {trigger}
    {trigger:pageapproved|approval=Approve}
        {send-email:user=@Review>selected@|subject=FAQ Accepted}
        The FAQ <at:var at:name="page" /> submitted by [~@FAQ Author@] has been approved by [~<at:var at:name="user" />>]
        and is waiting for your review.
        {send-email}
        {add-restriction:type=View|user=@Review>selected@}
    {trigger}
    {trigger:pageapproved|approval=Publish}
        {send-email:user=@Approve>approver@|subject=FAQ published}
        The FAQ <at:var at:name="page" /> has been published
        {send-email}
        {remove-restriction:type=View}
    {trigger}
    {trigger:pageupdated|state=Published}
        {send-email:user=@Review>selected@|subject=FAQ updated, requires approval}
        The FAQ <at:var at:name="page" /> has been updated by [~<at:var at:name="user" />] and requires your approval
        {send-email}
    {trigger}
{workflow}


FAQ Workflow Process

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  • Any user can submit an FAQ
  • Only the Author and FAQ Administrators can see the submitted approval
  • only a user who is a member of the FAQ Administrators determines if the FAQ is appropriate and assigns the appropriate Component lead
  • If the FAQ is approved, then the FAQ is visible to the Component Leads and they are notified
  • If the FAQ is rejected, then the Author is notified
  • If the FAQ is approved by a Component Leads user then it is re-assigned to the FAQ Administrators for publishing
  • If the FAQ is published then it becomes visible to everybody
  • If the FAQ is rejected in this state, then the Author and all users who are Component Leads are notified
  • If the FAQ is updated after it has been published, then it has to be approved by the Component Leads and FAQ Administrators again

Workflow configuration in a space

After importing the workflow to your instance in global administration(either using global administration as a global template for the instance or space administration to a single space), you can add and apply the workflow to a space.

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Having a default value for the parameters means that a space administrator can edit these values in the space tools Parameters Document Management screen.

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The value in the space tools will be used when the workflow is first applied to content in a space.

The workflow parameter values can also be edited using workflow builder.

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FAQ Workflow Process

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Depending on workflow configuration, workflow parameter values can be edited by a user, for example when first applying the workflow an individual page or blog post.