| Info |
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Ad Hoc Workflows 3.0.3 | Ad Hoc Workflows 3.0.3 | You need Ad Hoc Workflows 3.0.3 or newer to be able to import the workflows. Find out how you can import workflows |
| Wiki Markup |
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| {repository-workflow:km.faq|categories=km,sample|chart=faqworkflow.png}
{repository-description:name=FAQ Creation Workflow}
* Allows any user to submit topics, which are approved by a Subject Matter Experts and FAQ administrations.
* Only the Author and FAQ Administrators can see the submitted FAQ until it is published.
{repository-description}
{workflow-body}
Importing workflows Find out how to Import Workflows |
| Editor and staff approval workflow | requires v3.0.2+ |
| com.comalatech.workflow.repository.categories.label:Knowledge Base|Sample |
- Image Added | - 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 to send custom email notifications on
pagecreated and pageupdated eventspagerejected and pageapproved approval events
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| Code Block |
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| title | FAQ Creation Workflow Markup |
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| collapse | true |
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| {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 |
|
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Workflow Configuration after adding to a space
After importing the workflow to your instance in global administration, you can add and apply the workflow to a space.
In each space, you need to add the workflow parameters values that will be used in the workflow:
- FAQ - Administrators.
- Component Leads.
The values of the workflow parameters are used by the workflow to assign reviewers to content reviews in the workflow. They are also used as recipients for email notifications for workflow events.
These values can be any existing Confluence user group. The default group value for each of the workflow parameter values parameters is the confluence-users group.
A Having a default value for the parameters means that a space administrator can add edit these values in the space tools Parameters Document Management tab for parametersscreen.
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The workflow parameter values can also be edited using workflow builder.
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Workflow process rules
...
- Any user can submit an FAQ
- Only the Author and FAQ Administrators can see the submitted approval
- FAQ Administrator 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 become is visible to the Component lead and he/she is Leads and they are notified
- If the FAQ is rejected, then the Author is notified
- If the FAQ is approved by the a Component lead Leads user then it is re-assigned to the FAQ Administration for 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 lead Leads are notified
- If the FAQ is updated after it has been published, then it has to be approved by the Component lead Leads and FAQ administrator Administrators again