Workflow final state
For a final state the default color is green for the byline item state indicator circle next to the state name.
All other states in the workflow will be indicated as draft states with a default orange for the byline item state indicator circle.
If the content transitions to another state in the workflow the last version of the content in the final state can be viewed through an additional breadcrumb in the page subtitle.
View approved byline
If content is subsequently updated after a transition to the final state, a View approved byline breadcrumb link to the last workflow approved version is added to the content.
Choosing View approved displays the content version on the last transition into the final state.
- there is no access to the workflow popup when viewing this version
- if content is edited when in the final state, the View approved display will not change
The View pending approval breadcrumb links back to the latest content version
- this is the draft content
- this can be content in any state in the workflow (including the final state version if edits have been undertaken whilst in this state and no transition has occurred)
To ensure that the View approved version is the same as the content in the workflow final state, you should add an updated transition to the final state.
Choosing the Approved (Compare versions) tick breadcrumb displays details of the latest content (workflow draft version) and the workflow approved version of the content.
Remove view and edit restrictions from a workflow final state
Adding a final state does not add or change restrictions on who can view the workflow draft version content or the workflow approved version content.
However, if page-level restrictions have been set for content, any page-level permissions can be removed for the content on a transition to the final state in the workflow.
A space admin can configure the space to remove any view and edit restrictions for all users/groups for the content on transition to the workflow final state.
Publishing using the final state and Comala Publishing
You can manage the secure publishing of content to a different space using Comala Publishing.
Content can be published using a Comala Document Management workflow and Comala Publishing when an applied workflow transitions to the workflow final state.
You can use a JSON trigger can added to a custom workflow to publish a content version from any other state using the publish-page trigger action BUT If a publish trigger is added to the workflow, a workflow transition to the workflow final state (if present) will not publish the page.
The trigger action is only available when the Comala Publishing for Cloud app is installed and the current space has been enabled as a draft space for publishing to target public space.