Quick Start with Comala Publishing

Overview

Comala Publishing  provides between-space publishing.

It lets you keep two spaces in sync

• a draft space where you can make all the content changes you want
• and a published space, that displays the content you want users to see

You can choose to

Publish content from the current space to another space

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Publish content to the current space from another space

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Comala Publishing users

Comala Publishing users are

• global administrators who configure the user group with publishing permission and the publishable spaces
• space administrators with Publishing app global permissions who configure the space content to be published or copied
• content editors with Publishing app global permission who can publish individual content from the page (if a space admin enables single page publishing for the space)

If you use the app together with a member of the Comala Documentation family of applications the publishing can be linked to a Comala workflow.

Getting Started

You will need global administrator permission to Install the app from the Atlassian Marketplace.

Once installed, you will then need to set the global configuration for the app to

• define the user permissions for the app
• define the spaces the app can publish
• define content properties that can be published including the content label that can be used by the space admin to sync content

Secondly, a space administrator configures

• the link between the space for the content to be published and the space for the draft content
• the content and properties to be published or copied e.g. pages, blog post or both and how they are published

If Comala Document Management app is installed and applied to the space content the space administrator can also choose to only publish content that is in the workflow final state.

Global Publishing Configuration

A global administrator will need to configure

• the permissions for the user group who can publish and copy the content
• if required, set the spaces that can be published
• any prefixes for content properties such as metadata that can be published
• a content label that can be optionally used by space admins for publishing

Global permissions for the app

As a global administrator you can set the Confluence user groups who are allowed to publish or copy content to a published space.

These are set  in the global configuration for the app

• users who can publish must be a member of the Confluence user group added to the app Publishers Group 
• users who can publish must be a member of the Confluence user group added to the app Copiers Group

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The default group for each of these is confluence-adminstrators. Space administrators and other users who you want to publish or copy content must be a member of the Confluence user group added to each of the global permission groups.

On install if the app ANY space can be set to allow the content to be published. You can limit the spaces that can be published by adding one or more spacekeys.

Global admins can also

• set the prefixes for content properties to be published or copied. The default prefixes are metadata and com.communardo.
• set the label that space admins can optionally use to ignore or publish space content. The default label value is syncme.

Space Publishing Configuration

A space admin will need to

• link the draft and published spaces
• configure the type of content and content properties to be published
• set the options for publishing content e.g. allow single page publishing, publish content with the sync label set by global admin

Only a user who has space admin permission in both the draft space and the published space can publish the whole space.

The user must also be a member of the Confluence group added to the app global configuration Publishers Group.

Link the draft and published spaces

As the space administrator you must link your draft and published spaces.

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You can choose to

• set the current space as the published space and link to a draft space
• set the current space as draft space and link to a published space
  

Choose a space to be the linked space in the dropdown menu. 

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Once the spaces are linked you can Configure the content to be published.

You will then need to perform an initial synchronization by choosing Publish.

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Configure the space publishing options for content

In the publishing screen you can Configure what to include when you publish your draft space content.

You can set publishing options including

• excluding pages or blog posts from the publish action
• cleaning up of out-of-sync pages
• keeping labels intact

Use check buttons to configure the document content to be published

• include pages, blog posts, labels
• override existing content in the chosen published space

You can also set Advanced Options. These options include

• use the globally set label to determine content to publish
• enable/disable copying of properties
• only publish changed draft space content when publishing a whole space
• enable single page publishing by users from the content
• only publish content in a Comala workflow final state (when a Comala Document Management family app is applied)

The content in both the draft and the published spaces can be configured to include a publishing status lozenge to easily identify the state of each draft and published page.

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The lozenges will be one of

• NEW NEW content not yet published 
• OUT OF SYNC OUT OF SYNC previously published  content is now different in each space
• PUBLISHED PUBLISHED is published content that is the same in each space

Publishing content

You can make content changes in your draft space, then update the publish space all at once or one page at a time.

Choose the Publish button to publish the whole space content.

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The last whole space publish synchronisation is displayed in the space tools Publishing dashboard.

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Viewing out of sync content

The View Changes option button will display any content that is out of synchronization between the draft and published space.

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Choose either the draft or published space to view the content in that space that is not synchronized.

Here the Published Space has content that is not in the Draft Space.

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The report will list new or edited content since the last Publish action.

• some content may also be listed due to the publishing configuration e.g. NOT IN DRAFT changes lozenge in the published space may be due to checked configuration setting Ignore all the top level pages.

 If you publish a page whose parent does not exist, it becomes an orphan in the Published Space.

When first publishing a space configuring publishing to delete content added in the published space will remove the published space home page and replace it with a copy of the draft space home page and set this page as the published space home page.

Copy a space

With Comala Publishing, you can also copy one space to another to replicate content.

• use this Copy Space option to copy a space as it exists at a point in time.

 To copy a space, users must be a member of the Confluence group added to the app global configuration Copiers Group.