Page Comparison

{repository-workflow:dm.workflow|name=Quality Management System workflow|categories=sample,docmanagement|chart=qmsworkflow.png|version=52000} {repository-description:name=Quality Management System workflow} {note}This workflow performs publishing to a different space, which requires our [Comala Publishing App|https://marketplace.atlassian.com/plugins/com.comalatech.remotepublishing].{note} * This workflow implements a QMS workflow for document management. * The workflow works in pages with the "qms_approval" label. The label cannot be removed (stickylabel). * Remember to create a Confluence group for the approvers of the controlled document and ensure that the the source space is linked to a publishing space * Workflow can be amended to use workflow parameter for the approval group rather than creating a specfic Confluence group. {repository-description} {workflow-body}

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Importing workflows

Find out how to Import Workflows

Quality Management System workflow

_{requires v5.2.0+}

_{com.comalatech.workflow.repository.categories.label:}_{Document Management}_|_{Systems Development Life Cycle}

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This workflow implements a QMS workflow for document management.

the workflow will be applied to content with the qms_approval label
the (stickylabel) label cannot be removed

Remember to create a Confluence group for the approvers of the controlled document and ensure that the the source space is linked to a publishing space.

The workflow can be amended to use a workflow parameter for the approval group rather than creating a specific globally managed Confluence group.

In the updated QMS workflow, e-signature process (if enabled) has been amended to require a user email and a one-time password token generated using a third party 2-Factor Authorization app.

Quality Management System Workflow

Code Block

{workflow:name=Quality Management System|label=qms_approval|stickylabels=qms_approval}
    {description}
        Basic quality management workflow that includes states for both publishing and page obsolescence, and restricts the approval process to a specific Confluence group. Publishes approved pages to a separate space (Comala Publishing App required)
    {description}
    {state:Draft|approved=In Approval|rejected=Obsolete}
        {approval:In Approval or Obsolete|credentials=2|assignable=true|group=controlled_documents_approvers|rejectlabel=Make Obsolete}
    {state}
    {state:In Approval|approved=Published|rejected=Draft|updated=Draft|taskable=true|colour=#6554c0}
        {approval:Approval|credentials=2|assignable=true|group=controlled_documents_approvers}
    {state}
    {state:Obsolete|updated=Draft|taskable=true|hidefrompath=true|colour=#ff5630}
    {state}
    {state:Published|final=true|approved=In Approval|rejected=Obsolete|updated=Draft}
        {approval:In Approval or Obsolete|credentials=2|assignable=true|group=controlled_documents_approvers|approvelabel=In Approval|rejectlabel=Make Obsolete}
    {state}
    {trigger:attachmentschanged}
        {set-state:Draft}
    {trigger}
    {trigger:statechanged|state=In Approval}
        {set-restrictions:type=Edit|group=confluence-users}
    {trigger}
    {trigger:statechanged|state=Draft}
        {remove-restriction:type=Edit|group=confluence-users}
        {remove-label:qms_obsolete}
        {set-message:style=error}{set-message}
    {trigger}
    {trigger:statechanged|state=Published}
        {publish-page}
    {trigger}
    {trigger:statechanged|state=Obsolete}
        {set-restrictions:type=Edit|group=confluence-users}
        {set-label:qms_obsolete}
        {set-message:style=error}This page is *obsolete*{set-message}
        {publish-page}
    {trigger}
{workflow}


{workflow-body}
{repository-workflow}

...

QMS

...

QMS

Workflow State	Outline Description
Draft	only members of the Confluence group controlled_documents_approvers can approve, using user email and a one-time password token (if enabled)

.

if more than one member assigned to the group, all they all must approve

.

if approved, transitions to In Approval

.

if rejected, transitions to Obsolete

.

page can be edited

.


In Approval	same approval, only members of the group can approve, using user email and a one-time password token (if enabled for the workflow)

.

if more than one user is assigned as members of that group, they all have to approve

.

page cannot be edited

.

if approved, transitions to Published

.

if rejected, transitions to Draft

.

editions transition to Draft

.

tasks can be added

.


Published	the page is published to the target space using Comala Publishing

.

restrictions still apply

.

editions transition to Draft

.

it could transition to In Approval or to Obsolete

.


Obsolete	qms_obsolete label is added

.

page cannot be edited

.

page is published to the target space using Comala Publishing to transfer the new Obsolete state to the published space

.

restrictions and labels are copied to the page in the target space.
tasks can be added

.

on-screen message is displayed "This page is obsolete".

An alternative to including an on-screen message also in the published page in the target space, is to use the macro include-segment.

This workflow includes workflow parameters. When applying a space workflow

a parameter reference value may only be available for use by the workflow after a workflow process, such as a transition, occurs. For example, the initial state should not include the use of the parameter reference value for a due date or pre-assigned reviewers for approvals to avoid blocking your workflow. Alternatively, you can choose to Initialize states when applying a space workflow
the parameter value is retrieved from the space parameters dashboard on first application of a workflow to a page or blog post. This value may be different to the value used in the workflow template

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