Quick Start with Comala Publishing
Overview
Comala Publishing is used for
between-space publishing letting you keep two spaces in the same instance in sync
copying in a one-time copy operation any space content to a target space within the same instance
the creation of static versioned snapshot documents from your dynamic Confluence content and the organization of these documents as logical groups in one or more collections
Space Publishing
Space publishing lets you keep two spaces in sync
a draft space where you can make all the content changes you want
and a published space, that displays the content you want users to see
You can choose to
Publish content from the current space to another space
Publish content to the current space from another space
Copy Space
Copy Space lets you make a copy of any space content and copy this to a target space within the same instance.
Using Copy Space creates a one-time copy operation with no subsequent sync if content changes in either space.
You can use Copy Space, for example, to make an initial copy of an existing production space to set up a new space as the draft source space.
o
Snapshot Publishing
Snapshot Publishing lets you
create a static versioned document from your dynamic Confluence content
organize these documents as logical groups in one or more collections
view the static version of the snapshot documents in PDF or HTML view
Confluence macros that display live content are frozen on each snapshot version. This includes content from
Jira Issues
Excerpt Include
Metadata
Collections allow you to build and manage Collections by document type and user permissions, not space permissions.
Collections provide the ability to manage permitted users view access to a versioned, read-only view of a static version of logically grouped Confluence pages.
Getting Started
You will need global administrator permission to Install the app from the Atlassian Marketplace.
Once installed, you then need to set the global configuration for the app to define
the global user permissions for the app
the spaces in which the app can be used
to publish and copy
for snapshot publishing
the content properties are published including the content label that can be used by the space admin to sync content
Secondly, a space administrator configures
the link between the space for the content to be published (target space) and the space for the draft content (source space)
the target space for a one-off copy of the space
the content and properties to be published or copied e.g. pages, blog posts or both, and how they are published
whether the space can use snapshot publishing
Comala Publishing users
Users | Actions |
|---|---|
Global administrators SPACE PUBLISHING COPY SPACE SNAPSHOT PUBLISHING
| Can configure globally for the app
|
Space administrators SPACE PUBLISHING COPY SPACE SNAPSHOT PUBLISHING | Require global app permissions (be member of user group added to app global Publishers Group, Copiers Group or Collection Managers group) to
A collection manager can add other space administrators (with global snapshot publishing permission) as contributors to their collection(s). This then allows the collection to be linked to other spaces and snapshots added from these spaces) |
Content editors SPACE PUBLISHING | With Comala Publishing app global permission
If the space admin enables single page publishing for the space. |
Content editors SNAPSHOT PUBLISHING | Who have been added as a contributor to one or more snapshot collections
If the space has been enabled for Snapshot Publishing and the collection has been linked to the space by the space admin. |
Confluence users SNAPSHOT PUBLISHING | Who have been added as viewer of one or more named collections
|
Global Configuration
A global administrator will need to configure
the permissions for the user group who can publish and copy the content
Publishers Group - users who can configure a space for publishing and publish content must be a member of the added Confluence user group
Copiers Group - users who can copy must be a member of the added Confluence user group
the permissions for the user group who can snapshot publish and create a collection
Collection Managers group - users who can set up a space for snapshot publishing and create a collection must be a member of the added Confluence user group
The default group for each of these is confluence-adminstrators.
If required, set the spaces that can be published
separate configuration setting for publishing/copying and snapshot publishing
the default is ANY space in the instance for each setting
You can limit the spaces for each publishing feature by adding one or more spacekeys
Different spaces can be allowed for space publishing/copy and for snapshot publishing.
Global admins can also
set the prefixes for content properties such as metadata to be published or copied
the default prefixes are
metadataandcom.communardo
set the label that space admins can optionally use to ignore or publish space content
the default label value is syncme.
Space Publishing Configuration
A space admin needs to
link the draft and published spaces
configure the type of content and content properties to be published
set the options for publishing content e.g. allow single page publishing, publish content with the sync label set by global admin
Only a user who has space admin permission in both the draft space and the published space can publish the whole space.
The user must also be a member of the Confluence group added to the app global configuration Publishers Group.
Link the draft and published spaces
As the space administrator, you must link your draft and published spaces.
You can
set the current space as the published space and link to a draft space
set the current space as draft space and link to a published space
Choose a space to be the linked space in the dropdown menu.
Once the spaces are linked you can
Configure the content to be published
View Changes that will be made when space is published
You then need to perform an initial synchronization by choosing Publish.
Configure the space publishing options for content
In the publishing screen, Configure what to include when you publish your draft space content.
Set publishing options including
link/change the target linked space using the dropdown menu
enabling users to publish single pages using the Single Page Publish slider
excluding pages or blog posts from the publish action
cleaning up out-of-sync pages
keeping labels intact
For publishing actions, you can use check buttons to configure the content to be published
use and configure the use of the globally set label to determine the space content to publish
enable/disable copying of page properties
include/exclude labels
copy page restrictions
version comments
override content in the selected target space (and do not retain page history)
when publishing use the modification date or publishing date in the target space
display publishing status lozenge
display draft watermark on draft space logo
Space Sync Conditions when publishing from the space tools dashboard include
publish pages, blog posts, or space home page and any orphan pages in the draft space
delete content in the published space that is not in the draft space
only publish changed draft space content when publishing a whole space
always publish content even if there are no updates in the draft space
only publish content in a Comala workflow final state (when a Comala Document Management family app is applied) and publishing content on transition to the workflow final state
use of a sync label to filter the publishing of content
When Display Publishing Lozenge is checked a publishing status lozenge is added to the content to easily identify the state of each draft and published page.
The publishing status lozenges are one of
NEW
NEW content not yet published
OUT OF SYNC
OUT OF SYNC previously published content is now different in each space
PUBLISHED
PUBLISHED is published content that is the same in each space
Publishing content
You can make content changes in your draft source space, and then update the target space pages all at once or one page at a time.
Choose the Publish button to publish the whole space content.
0
Details of the pages publishing status are displayed in the View changes option in the space tools Publishing dashboard.
Viewing out of sync content
The View Changes option button displays any content that is out of synchronization between the draft source space and the published target space.
Filter buttons allow you to choose the date range for out of sync content, publishing status of content, and the user who last updated the content.
Checking content sync
If content is not shown as expected check the filters.
Toggle between the target and published space to view the content in that space that is out of sync.
The report lists new or edited content since the last Publish action within the set date filters.
Here the Published Space has content that is not in the Draft Space.0
The report lists new or edited content since the last Publish action.
Some content may also be listed due to the publishing configuration e.g. NOT IN DRAFT changes lozenge in the published space may be due to the checked configuration setting Ignore all the top level pages.
If you publish a page whose parent does not exist in the target space, it becomes an orphan in the target published space (published to the root of the space).
Comala Publishing is not designed to publish a page that is the child of the Draft Space homepage to be a child of different named homepage in the Published Space.
When first publishing a space configuring publishing to delete content added in the published space will remove the published space home page and replace it with a copy of the draft space home page and set this page as the published space home page.
Space Publishing - useful pages
Copy a space
With Comala Publishing, you can also copy one space to another to replicate content. Use this Copy Space option to copy a space as it exists at a point in time.
The Copy options
target space is configured separately from the publishing target space
settings for content to be copied are set separately from the publishing settings
To copy a space, users must be a member of the Confluence group added to the app global configuration Copiers Group.
Copy Space - useful pages
Snapshot Publishing space configuration
A space admin needs to
Once snapshot publishing is enabled in the space the space admin as a collection manager can
create one or more collections in the space
add user view and add user contributor permissions for each collection
link collections to the space created by other collection managers
Only a user who has space admin permission and is a member of the global Collection Managers group can set up a snapshot publishing in a space.
Collections and the added snapshot documents can be viewed in the collections global viewer by any user with view permission or contributor permission for the collection irrespective of the user permissions on the source Confluence document.
A snapshots of a Confluence document in a space can be added to one or more collections by a user who has contributor permission for each collection and the collection is linked or created in a space.
Snapshot Publishing - useful pages
Publishing content using a Comala workflow
If an app in the Comala Document Management Family of Apps is installed together with Comala Publishing and a workflow is applied to a page or blog post, the space administrator can choose to configure
publishing of a page on the applied workflow transition to the workflow final state version
publishing a single document using a workflow trigger with the publish-page macro
the snapshot publishing of a document using a workflow trigger using the snapshot-page macro or pdf-export macro action macros
Publishing with a Comala workflow - useful pages
Comala Publishing can also be used to publish on the transition to the final state of a Comala Document Control app workflow or the Comala Document Approval app workflow.