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Importing workflows

Find out how to Import Workflows

Quality Management System workflowrequires v5.2.0+
com.comalatech.workflow.repository.categories.label: Document Management|Systems Development Life Cycle

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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.
Quality Management System Workflow 
{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}


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 StateOutline 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.

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