Overview
The Quality Management Systems Workflow is bundled with the app and is a compliance review focussed workflow that has four states.documents start in Draft
transition to In Approval
then transition to Approved
a fourth state Obsolete is used to indicate that the document is retired - no new versions are expected
This workflow uses an e-signature process (user email and one-time password authorization) for each approval.
Users or group of users that are allowed to approve the In Approval state content are restricted
this list of users is configured at space level by the space administrators
the users as added as a value for a workflow parameter
the workflow will assign the workflow parameter value as reviewers for the approval.
Assigned reviewers receive an email notification on the workflow transition to the In Approval state.
A Comala Document Management workflow can be applied to pages and blog posts.
On this page
Workflow states
This workflow is ideal for teams that need to demonstrate compliance with guidelines, rules, or standards. This could include ISO standards, FDA regulations, or even internal corporate standards. The workflow utilizes multiple states.
Workflow State | Description |
|---|---|
Draft |
|
In Approval |
Assigned reviewers are emailed when the state changes to In Approval. These custom notifications are created by a JSON trigger added to the workflow |
Published |
|
Obsolete |
|
If a copy of the QMS workflow is saved then for the new workflow, assigned reviewers can add (and remove) other users as additional reviewers (except those users assigned by the workflow as reviewers).
Adding or removing a label or attachment does not action the updated transition when the content is in the In Approval, Obsolete or Published state. This transition only occurs if the content is edited and published (changing the Confluence page version).
E-signature in the QMS workflow
Both approvals in this workflow is to require users to use their email and a one-time password (OTP) to confirm their identity when registering an approval.
Approvals (content reviews) will be disabled in the workflow popup until the email and a token are entered.
Reviewers are prompted to setup a personal code when they first visit a page in the content review state and access the workflow popup.
As a reviewer, to be able to electronically sign for Document Approvals you will need:
your mobile device with a 2 Factor Authentication (2FA) app.
your email address that you use to login to Confluence.
This setup only needs to be undertaken by a user once in each instance. However, the 2FA app tokens from the OTP provider are time-limited.
The global administrator can configure the app use for the OTP provider and, if required, mandate that all users using an e-signature reset their user approval tokens.
You will need to use a time based token generated by the authentication app each time you approve a page that requires an e-signature approval.
o
If inWebo is enabled for user authentication, the workflow popup will display a request for a username and password (not an OTP token). The required password is the inWebo generated token.
All the approvals in the workflow (in both the Draft and In Approval states) in the default workflow will require each reviewer to confirm their identity using their email and a third party generated token.
The email and token are validated when the Approve or Reject decision is made by the reviewer for the content review.
The requirement for an e-signature is activated or deactivated for each individual approval in the workflow.
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If the e-signature requirement is removed for either or both of the approvals (or any other changes using workflow builder) the workflow will need to be saved as a custom workflow in your space.
Set approvers using space parameters
The QMS workflow can automatically assign reviewers to the the content review in the In Approval state.
A space admin can set a list of users or groups as controlled document approvers for the content review.
This setting cannot be changed per page, and allows admins to indicate who can give the final approval to the documents, before reaching the end state Published.
o
The individual users listed (and/or users who are members of a listed group) are automatically assigned to the approval in the In Approval state.
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All assigned reviewers must undertake the content review and agree to Approve or Reject the content for the workflow to transition
If any edits are undertaken for the QMS workflow in space mode and a copy is saved, assigned reviewers will be able to add (and remove) additional users as reviewers to the In Approval content review using the workflow popup.
o
Workflow assigned reviewers can only be removed by editing the workflow parameters in the space tools Document Management dashboard.
When the QMS workflow is applied to an individual page or blog post the users to be assigned to the review in the In Approval state are added as page parameters. These values are set when initially adding the page workflow. They can be amended using the Manage Page Parameters option in the page tools menu.