Workflow State

Overview

When a workflow is applied to a page or blog post, the Content Byline Item will be added to the page/blog heading.

At any one time, the document can only be in one state in the workflow.

Each state in a workflow will have a unique name and attributes. These include

• the transitions that are available from that state to another state
• whether a content review can be undertaken in the state
• the ability to assign reviewers to the content review
• whether the state will transition if the content is updated

Workflow state

The name of the current state of the document is shown next to a colored status indicator circle. In the example above, this is the Review state.

You can click the state link to open the /wiki/spaces/WLSD/pages/6620644246.

Any user with View or Edit permission can approve or reject the content. If you assign a specific user using +Add Reviewer, only this user will be able to approve or reject the content.

If the circle on the content byline is filled, it means you (as the current user viewing the content) are assigned to a content review.

Note that in this workflow the Rejected state is hidden in the progress tracker bar unless the content is in the Rejected state. If the Reject button is highlighted by a reviewer the state will be displayed as the destination state for the approval decision.

Workflow final state

In each of the Comala Document Control workflows, a single state in a workflow is set as the final state in the workflow for your content. 

For a final state, the default color is green for the byline item state indicator circle.

If 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 document subtitle.

Choosing  View approved displays the version when the content was last in the final state.

There is no access to the workflow popup when viewing this version.

Choosing the Approved tick breadcrumb will display details of the version of the content being displayed.

The View pending approval breadcrumb links back to the latest draft content version.

Remove view and edit restrictions from a workflow final state

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.