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| Quality Management System workflow | requires v5.2.0+ |
| com.comalatech.workflow.repository.categories.label: Document Management|Systems Development Life Cycle |
- | This workflow implements a QMS workflow for document management. - the workflow will be applied to content 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 - the workflow can be amended to use a workflow parameter for the approval group rather than creating a specific globally managed Confluence group.
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{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}
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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.
| 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. |