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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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individually add a copy of a workflow to a single page or blog 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.
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Once Comala Document Management app is added to your instance 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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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 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
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space settings Document Management dashboard (if you are a space administrator)
A 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 in across the space using the Document Report option in the Confluence side bar menu.
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The space admin simply enables the current workflow using the slider.
Once enabled it will be , the workflow is added and applied to all existing pages and blog posts in the space and be . 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
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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 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
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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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