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Automating the review and approval process to manage the lifecycle of your policies and procedures can ensure that critical documents do not become stale and out-of-date. This helps reduce the chance of accidents, compliance violations, and other problems.
You can use a workflow to set expiration dates so that you’re notified when it is time to review and update your documents to ensure that your policies and procedures are up-to-date, consistent, and secure
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Solid policies and procedures are essential for a positive workplace culture and legal protection. Comala Publishing helps you keep your policies and procedures current by syncing a collaborative draft space with a space for finalized content. This ensures that your organization is responsive to changes in its internal and external environments while promoting transparency, accountability, and continuous improvement.
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What are ways teams benefit?
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Policies and procedures: align your Document Management system with company policies. Consistency: Document management helps maintain consistency in policies and procedures across the organization. It ensures that all employees are working from the same, up-to-date versions of documents, reducing the risk of misunderstandings or outdated practices. Security: Company policies and procedures often contain sensitive information. Document management allows for the implementation of security measures such as access controls and encryption to protect this information from unauthorized access or data breaches. Continuous Improvement: Regularly reviewing and updating policies and procedures is essential for keeping them relevant and effective. Document management systems make it easier to track changes, gather feedback, and continuously improve company policies and procedures. |
Document lifecycles
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Document management is not just a matter of convenience; it's a critical element of effective governance, risk management, and compliance. It ensures that employees have access to the right information, at the right time, in a secure and organized manner, ultimately contributing to the success and longevity of a company. |
With Comala Document Management, you can define document lifecycles that reflect the stages of your service and process designs.
You can define specific workflow milestone and permissions for each stage, ensuring that only authorized users can access and modify the documents.
For example, you might have a proposal stage, a project plan stage, a development stage, and a testing stage. If publishing a policy or practice guide, you can prevent these becoming stale by setting a time period for an “out-of-date” review.
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Prevent costly incidents and protect your organization's reputation by syncing draft and published spaces. Integrate with Comala Document Management to fully automate document approval, maintenance, and distribution, a proactive approach to emerging risks and changing circumstances. Incorporate best practices that align with industry standards. While edits are being made, viewers will see an indicator of unpublished changes, but they will only see the content within the most recently approved version. Making timely updates to policies and procedures improves product/service quality and customer satisfaction. Promote values and ethics by promptly incorporating and updating ethical and responsible business practices. |
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Publishing and syncing a space
Comala Publishing allows you to edit draft pages in one space and then publish these pages to another space in the same Confluence Cloud site.
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Comala Publishing Cloud can only publish Confluence Cloud pages. Comala Publishing Cloud cannot publish blog posts. |
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To get started
install Comala Publishing by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
in the draft content space, your source space for publishing content, open the space settings Comala Publishing dashboard
link two spaces, one as your draft source space and one as your published target space
configure your publishing in the source space settings of the Comala Publishing dashboard
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Comala Publishing is designed to publish content from a source space to an empty target space! Undertake an initial publish and sync of all the pages in your source space using the space publishing option. |
The target space will be the public space for your published pages.
The source (development) space is used to draft, edit, and update page content before publishing to the target published (production) space.
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Access to your source space and the published space pages is easily managed by setting different Confluence space permissions in each space.
Comala Publishing’s use of synced separate spaces for your draft and published pages supports
moderation and review of page content to remove misinformation before publishing
curation of public page content from a trusted and approved source
administration of Confluence user permissions for users who can view and edit the draft space pages separate from the published Confluence space
separate version control for your draft space page and the published space page, with the published page incremented only on a publishing action, not on every draft page update
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In addition to standalone content publishing using Comala Publishing, you can automate your document review and publishing process using Comala Document Management. The use of the apps together can automatically publish a page from a source draft space by transitioning the content to the final state in an applied Comala workflow or by using a trigger in an applied Comala Document Management workflow. |
Compatible Apps
Comala Document Management: Automate your document review and publishing process with Comala Document Management. Using the apps together, you can automatically publish a page from a source draft space by transitioning the content to the final state in an applied Comala workflow or by using a trigger in an applied Comala Document Management workflow.
Comala Read Confirmations: Reduce the spread of misinformation by assigning team members to read Confluence pages and keep track of who has read them. Perfect for team member onboarding, ensuring HR policies are read, or communicating software requirements to developers. Use it with Comala Publishing.
Document lifecycles
With Comala Publishing Cloud, you can define page document lifecycles to ensure that employees have access to the right information at the right time in a secure and organized manner, ultimately contributing to the success and longevity of a company.
Version Control: Document management systems often provide version control features. Comala Publishing allows reviewing page content to identify and remove misinformation before publishing. Editors can update and increment the version in the draft space, but the published space version is only incremented by one on each publishing action. This means that changes to policies and procedures can be tracked, and previous versions can be retrieved separately if needed for the draft and published versions. This is essential for auditing and , ensuring that changes are properly documented, and allowing a page to be reverted to a previous version in case misinformation is accidentally published.
Efficiency: Well-organized document management systems make it easier and quicker to find and distribute finding and distributing policies and procedures easier and quicker. This improves operational efficiency and reduces the time and effort required to locate and share critical information.
Audit Trails: Document management systems often maintain audit trails, which can be crucial during internal or external audits. These trails provide a record of who accessed, edited, or reviewed documents, helping to ensure accountability and transparency. Draft pages can be moderated to prevent misinformation from being published and spread.
Risk Management: Effective document management can help mitigate risks associated with non-compliance, errors, or misinterpretations of policies and procedures. By maintaining accurate records and ensuring that employees follow established procedures, organizations Organizations reduce the likelihood of costly mistakes .
To get started
/wiki/spaces/CDMCD/pages/6969366706 by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
apply a workflow at /wiki/spaces/CDMCD/pages/6971692914 or /wiki/spaces/CDMCD/pages/6971692938
configure your workflow in the space settings /wiki/spaces/CDMCD/pages/6969366670
edit and customize your workflow using the /wiki/spaces/CDMCD/pages/6969366385 for advanced authoring to create a more flexible and responsive workflow for your document process needs
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Choose from the /wiki/spaces/CDMCD/pages/6969366544 or /wiki/spaces/CDMCD/pages/6971687651! |
Content expiry workflow
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/wiki/spaces/CDMCD/pages/6969366556 in the app! |
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Managing content expiration using workflow parameters
Expiration of content can be set for any workflow state not just for your published content. This can be used to generate custom emails and on-screen notifications to advise of log-jams in your documentation process.
One thing customers sometimes ask is “How can I warn my team in advance of page content that is nearing the end of it’s set time period before the “out-of-date” review?” Confluence does not provide a way to monitor this date but the following is a useful way of managing this and provide custom email notifications in advance of the set due date for expiryby maintaining accurate published records and ensuring that employees follow established guidelines.
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Customer case studies
We have a number of our customers who use Comala Document Management Publishing as part of their review and approval document management process. These include some customers who use our app together with and Comala Publishing Document Management to help attain FDA Title 21 CFR Part 11 in the life sciences industry.
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DisclaimerAppfire does not claim compliance or certification of any of our tools. In addition to taking advantage of technical elements, compliant systems must also implement the necessary procedural and administrative controls. |
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