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Overview
A Comala Document Management workflow helps you manage the review and approvals process for a pages or blog posts in a Confluence space.
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The simple workflow in the diagram above consists of two states: Review and Approved.
On the page editors can view the current page progress with an added workflow byline and manage the approval process using the workflow popup.
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The workflow allows you to:
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Only one workflow can be active on an individual page or blog post at any one time.
A workflow can be added and applied to an individual page or one workflow can be applied by a space administrator to all the pages and blog posts in a space.
Comala Document Management workflows
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A space administrator can manage and apply a workflow to all documents in a space using the space settings Document Management dashboard.
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If there is no enabled workflow in the dashboard, a workflow can be applied on a page-by-page basis in the space. |
The installed workflows are
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Each workflow has a different document management workflow process to provide greater control of your document development and management. These workflows include
change the current space workflow using the Manage Workflows button
enable and apply the space workflow to all the pages in the space by moving the grey X slider to a green tick slider
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Each workflow includes
different workflow states and transitions to create allowing different process milestones and process routes
expiry due dates for approved content
automatic options for the assignment of users by the workflow to an approval as content reviewers
You can also create your own custom workflows to manage your own bespoke document management process and meet your business, team or compliance needs
choose Edit Workflow to make changes to the current workflow using the workflow builder visual builder or code editor.
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You can edit the one of the installed workflows but changes will need to be saved as a custom workflow with a different name. The installed workflows cannot be overwritten.
Adding a workflow to content
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You can add and apply a workflow to your pages and blogs in a space in two ways
individually add a copy of a workflow to a single page or blog post post on a page-by-page basis(page mode workflow)
add and apply a workflow across all the documents in the space (space mode workflow)
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The Add Workflow to this Space option is only displayed to a user with administrator permission. |
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 a page or blog post by choosing the Add Workflow breadcrumb added to the 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 add a workflow to pages and blog posts using the
space settings Document Management dashboard (if you are a space administrator)
Space workflows
A space admin can add and apply a workflow to all content in the space using the space settings Document Management dashboard.
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workflow
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applied
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Using the workflow on a page
When a workflow is added and applied to a page or blog post the workflow automatically defines the page or blog post to be in the initial workflow state.
A workflow state workflow status 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 moved from the current workflow state to a destination state using the workflow popup - a transition.
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A single workflow state can be set as the final state for the content. The page or blog post in this state is usually your approved content 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
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A workflow added to a page cannot be edited on the page. A workflow can only be customized by editing a workflow in the space settings Document Management dashboard.
Page editors can view the workflow changes for each page using the Document Activity option from the page tools menu.
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The Document Activity option is displayed in the page tools menu only when a workflow is active on the page.
Add a workflow to an individual page or blog post
Once Comala Document Management app is added to your site you can
add a workflow to a page or blog post by choosing the Add Workflow breadcrumb added to the document subtitle.
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Only space administrators will see the option to add the workflow to all the content in this 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.
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If you are a space administrator, choosing the Add Workflow to this Space option opens the space settings Document Management dashboard to allow the administrator to select, enable, configure and apply a workflow to all the content in the space. |
In the popup
choose Add Workflow to this Page to open the workflow picker
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The workflow picker displays the available workflows to add to an individual page in the current space. |
By default the workflows included with the app are displayed. The picker will also display any custom workflows added to the space document management dashboard.
choose Apply to add the workflow to the current page
The workflow state breadcrumb byline for the initial state in the workflow is added to the page.
A user with view and edit permission for the page can choose the state breadcrumb byline to open the workflow popup.
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You can also add a workflow to pages and blog posts using the page tools menu Add a Page Workflow option.
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In addition to the document activity report for the page, a space administrator can track the workflow activity on pages and blog posts across the space using the Document Report option in the Confluence side bar menu.
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Space workflows
A space admin can 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 using the slider.
Once enabled, the workflow is added and applied to all existing pages and blog posts in the space. This active workflow is also automatically added to any new pages and blog posts created in the space.
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Comala Document Management only allows one space workflow to be active. This maintains the requirement that only one workflow can be active on any individual page or blog post at any one time. |
a different workflow can be added to the space by choosing Manage Workflows
current workflow can be edited and saved as a custom workflow by choosing Edit Workflow
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.
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On a transition into the In Approval state the QMS workflow automatically assigns users as reviewers for the approval. 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 eE-signature authentication is added to required in the workflow popup . /wiki/spaces/AWPD/pages/6457528355 to enable the approval buttons.
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E-signature requires the set up and use of a third-party app to create an approval authentication token. |
Reporting
Easily view the status and progress of your documentation using the included reporting tools
Document Report displays the workflow status, approvals, states and due dates for your pages and blog posts across a space
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Document Activity Report shows the current workflow activity on a page or blog post
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Add the included report page macros to your pages to create your own dashboards to keep your team informed. |
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Create a custom workflow using workflow builder
Each of the included workflows can be customized using the workflow builder visual editing tool . You can also use workflow builder to create your own custom workflows.
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or build a custom workflow for your own needs.
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Workflow builder visual editor allows you to
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You can also use workflow builder to create more responsive and flexible workflows by
adding one or more JSON triggers to respond to workflow events, for example, to generate custom notifications
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using workflow parameters to manage the values used in your workflow, for example, users who are added as reviewers, due date values for the expiry of content
A new custom workflow can be created or an existing workflow customized using workflow builder visual editor or the JSON code editor in the space settings Document Management dashboard. Changes made in one editor are automatically updated in the other editor.
Workflow builder also allows you to toggle between the visual editor and the code editor using the editor option icons.
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Changes saved in one editor are automatically updated in the other editor.