Quality Management System Workflow

A compliance review focused workflow that requires users to authenticate their identity to sign-off on document approvals.

Workflow Setup

Adding this workflow will require you to do some minor setup for the content review in the In Approval state:

• adding the username or usernames of users who are required to review the content
  AND/OR
• adding one or more confluence user groups whose members are required to review the content.

The entry of at least one of these values for the In Approval content review is mandatory. The values of these critical reviewers usernames or Confluence groups are stored as editable workflow parameters.

If required you can also add Confluence users and/or groups to the workflow as parameter values. These users will be assigned by the workflow as Readers to the Read Confirmation in the final state 

Once at least one parameter value is added for the Users or Groups parameter you can Save the parameter values.

The workflow popup will display the content review for the Draft state.

This workflow does not allow users to be manually assigned to content reviews in the workflow. Any page editor can undertake the content review in the Draft state

The content review in the In Approval state is undertaken by the users who are assigned as reviewers by the workflow. These are the parameter values added as part of the workflow setup.

These assigned reviewers are the values of the workflow parameters.

Content Reviewer Authentication

The workflow content review for In Approval state is configured to require user identity authentication using their Confluence username and password.

• content review buttons are disabled until the credentials are entered.
• credentials are validated when the reviewer makes a decision.

No transition will occur without valid credentials.

Note that only an assigned reviewer will see the workflow popup credentials prompt. 

Global administrators can configure the reviewer authentication method to use the reviewer username and a signing token.

The reviewer must use an authentication app to generate the time-based signing token.

If the user has not yet set up an authentication app the workflow popup will display a prompt to set up an authentication app to generate the signing token.

Read confirmation

If enabled, the QMS workflow also allows you to specify users or user groups that should be assigned to confirm they have read the published content. This read confirmation request can be added automatically by the workflow on the transition to the final state.

You can also configure the workflow to allow a reviewer to decide whether to add a Request read confirmation on the Approve decision transition to the final state.

The readers can be assigned by the workflow or added manually in the final state using the read confirmation popup. See Read Confirmation for more detail. 

Content Review Transitions in the Quality Management System Workflow

For each of the content review transition:

• all reviewers must agree on the decision for the transition to occur
• the transition will only occur if one of the reviewers who concur on the decision is the user whose username is the stored value of the workflow parameter
• if there is more than one value for the username parameter then both of these users must undertake the review (and agree) for the transition to occur.
• if the group parameter value is specified all members of the group must undertake the review (and agree) for the transition to occur.
• all reviewers for the In Approval state will need to authenticate their identity using their Confluence username and their password or signing token.

The users specified by the parameter as required reviewers are the critical reviewers for the content review - they are needed to undertake the content review for the transition to occur. They are in effect, quality assurance for the content review.