USE CASE
Automated Confluence workflows keep organizational knowledge accurate, up-to-date, and accessible to users while reducing the administrative burden on content creators and administrators. This enhances knowledge sharing while improving organizational efficiency and decision-making.
What are ways teams benefit?
Reduce time and effort spent on manual tasks by automating the lifecycle management of documents, enabling your team to focus on other responsibilities, such as customer service.
Inspire innovation by creating a collaborative culture where users can track document changes and be notified when input is needed. This promotes collaboration and teamwork, leading to new ideas and solutions.
Preserve organizational knowledge by ensuring critical information is documented, organized, and accessible in a central repository. Important information is always available, even when key employees leave or change roles.
Document review and approval
Comala Document Management enables you to create automated document review and approval workflows in Atlassian Confluence. This provides clear visibility into the documentation lifecycle status so your knowledge workers see
which pages are approved
which are in progress
which pages need attention
This increases the accuracy of documentation and reduces the risk of misinformation.
You can define the roles and responsibilities of different users in the workflow, set deadlines, and track progress.
For example, you might set up a workflow requiring your support manager to review and approve the knowledge base article or response before sharing it with the client.
To get started
install Comala Document Management by getting started on the Atlassian Marketplace or through “find new apps” in your Confluence instance
apply a workflow across all documents in a space or apply workflows on a page-by-page basis
configure your workflow in the space settings Comala Document Management dashboard
edit and customize your workflow using the workflow builder visual workflow editor for advanced authoring to create a more flexible and responsive workflow for your document process needs
Choose from the “out of the box” workflows, or create your own!
Basic Approval workflow
Allow project managers to manage project reviewers on a space-by-space basis
Workflow parameters allow you to add dynamic information and parameter values to your workflow – they are placeholders for information that's located somewhere else.
Workflow parameters can be used to manage your reviewers or expiry dates for your approved pages. This allows your workflow to dynamically adapt to changing situations - for example, using a workflow in different spaces each with different team members that must be added as reviewers.
In a workflow, we have created the user workflow parameter named Team_Reviewers.
it has been created with a value that is the users Suni and Matilde
In the Approval content review, we simply add the name of the workflow parameter as reviewers.
Here we have used the workflow parameter to set all the reviewers that have to approve.
The workflow parameter name is added enclosed in the @ symbol.
Once the workflow parameter is added to the workflow, it will appear as an option in the dialog box when typing "@Tea…"
When the workflow is applied to the content, the value(s) of the @Team_Reviewers@ workflow parameter is added to the workflow popup as the users who must undertake the content review.
The value of the workflow parameter can be changed in the space settings Document Management dashboard by a space admin using the Set Parameters button.
The Set Parameters button is only displayed if the displayed workflow in space workflow configuration includes at least one workflow parameter.
Choose Set Parameters to display all workflow parameters in a dialog box.
The changed value will be used by the workflow when it next encounters the workflow parameter, for example when the workflow is applied to other content across the space.
This allows the same workflow to be used in different spaces with different values for the reviewers for the approval; for the project team or the expiration due date.
You can add an additional workflow parameter for each different team of reviewers or an expiration due date for a different workflow state. This allows the management of your document process locally, changing the values for the workflow parameter for each space without the need to create a different workflow for each space.
Customer case studies
Many of our customers use Comala Document Management as part of their review and approval document management process. These include some who use the app and Comala Publishing to help attain FDA Title 21 CFR Part 11 in the life sciences industry.
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