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Using publish and sync with the Comala Document Management family of apps
- Robert Alexander Marshall
Overview
Comala Publishing can be used together with an applied Comala workflow to publish content from a source space to the target space in the same instance.
When a Comala workflow is applied
publishing of a single page or blog post occurs on the applied workflow transition to the workflow final state (the latest approved version)
publishing status moves to PUBLISHED
A space administrator can configure whole space publishing to publish only the latest approved workflow final state version when publishing a whole space
An applied workflow can also be edited to publish a single page or blog post on a workflow event, for example, a workflow state change, using a workflow trigger with the publish-page action macro
Setting up publishing with a Comala workflow
In the instance to set up different space publishing using a Comala workflow you need
the Comala Publishing app installed, enabled and configured
an app installed from the Comala Document Management family of apps
You must have
added a target space for the published content in the space settings of the source draft space
an active Comala workflow on the content in the source space
view and edit permission for both the source draft space and the target space for publishing
Single page publishing using the workflow final state
A single page or blog post is published to the target space on each transition to the workflow final state for applied workflow on the page or blog post.
The workflow can be applied
to all content in a space (space workflow) by a space administrator
or applied on a page-by-page basis (page workflow) if enabled by the space administrator
The workflow approval is undertaken by page editors. These users can be added to the workflow as approval reviewers.
Editing the page or blog post moves the workflow to a draft workflow state and moves the publishing status to OUT OF SYNC.
The latest approved version that was created on the transition to the workflow final state is the published version in the target space
Whole space publishing
When a space administrator chooses to publish a whole space, space publishing can be configured to publish the latest approved version for each page or blog post created on the transition to the final state of the applied workflow.
To publish the latest approved final state version when publishing a whole space
Use final state version must be checked in the space publishing options
the applied Comala workflow must include a workflow final state
the content must have been transitioned at least once to the workflow final state
If a transition to the workflow final state has not yet occurred the document will not be published. This is because a final state version will not have yet been created.
If the document is in a draft workflow state at the time of the space publish, but there has previously been a transition to the workflow final state, then the version at the time of this transition is published (the latest approved version).
On the draft page a page editor can
view the latest approved final state version in the source space by selecting the (view “Published”) breadcrumb link
choose View published version to view the published page in the target space
The draft content version is not published.
The final state version is only used for publishing when using the space publishing dashboard Publish option to publish the whole space. If the final state version changes the published version in the target space is only updated the next time the whole space is published.
If you also want to allow a page editor to publish each page when it is approved, you can use a Comala Document Management custom workflow that includes a workflow trigger to publish the page on the transition to the workflow final state.
You may want to disable the Single page publish option for the space when configuring space publishing to use the Comala workflow latest approved final state version.
Single page publishing using a workflow trigger
A single page can also be published in a space on a workflow event by adding a Comala Document Management trigger to a custom workflow to action publishing of the document.
To publish the current version of a page or blog post using a workflow trigger
a workflow is applied to the page or blog post
the workflow includes a trigger listening for a specific workflow event, for example, a state change
the workflow trigger includes the publish-page action macro
{trigger:statechanged|state=Published}
{publish-page}
{trigger}Using the above trigger in an applied workflow, the document is published to the target space on the transition to the workflow state, Published.
The transition to the Published state can be configured to the destination state for an approved transition for a workflow approval.
Approving the page or blog post using Approve button in the workflow popup transitions the workflow and publishes the document to the target space.
In this example, the Published state is the workflow final state.
The trigger can be set to listen for other workflow events, for example, labeladded; pageapproved; newsapproved.
You may want to disable the single page publish option for the space when using a Comala workflow trigger to publish a page.
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