Adding and Applying Comala Document Approval to an Individual Page

Overview

Any individual user with edit permissions in a space can choose to add and apply the Comala Document Approval app to individual blogs or pages.

Add and Apply the Approval

On a page, choose Page Tools and Add Page Approval.

A screen notification confirms that the Comala Document Approval app workflow has been successfully applied to the content and that you may need to refresh your browser.

The content byline item is added as a breadcrumb to the page subtitle.

The content is in the default initial workflow state: the Review state. 

The content in the Review state is now considered as draft content and only users with edit or admin permission for the content will be able to view the page or blog post.

Approvals Workflow States

Adding Comala Document Approval applies a basic approval workflow to the content.

The workflow consists of three states:

There are different transitions that can occur between each of the three states depending on the activity

The Review state has a content review (approval) that requires one or more users to approve or reject the content. The content will transition to the appropriate destination state in the workflow when the reviewer(s) when the user(s) agree on the approval decision. 

There is also an approval when the content is in the Rejected state.

Each content review has a different destination for the approve decision. The content review in the Rejected state only has the Approve button as a choice.

There are also automatic transitions actioned by the workflow when the content is edited and updated in the Approved state or Rejected state. 

Approve the content

By default, any user with Edit permissions can undertake the content review (the approval) to Approve or Reject the page or blog post. This is done through the approval pop-up:

The content review (approval) is usually characterised by two buttons "Approve" and "Reject".

Approving or rejecting the content will cause the page or blog post to transition (move) to another state in the workflow. The reviewer has the option choose Add comment. The comment will be included with any notification of the approval sent to a user. Approvals and the comments are also recorded in the workflow history report.

In the Review state above:

• an Approve decision will publish the content to the Approved state
• a Reject decision will move the content to another draft state, the Rejected state

Content in the Rejected state is also subject to a content review:

In the Rejected state:

• an Approve decision will publish the content to the Approved state
• there is no option to reject the content within this content review. But if the page or blog post is edited and saved in this state, the workflow will automatically transition to the Review state

Approved content

The Approved state is the version of the page or blog post that is considered the final version of your content.

Users will be able to view the workflow activity history for the content by choosing the Activity Report button in the workflow popup.

Any changes to the content will transition the content back to the Review state.

Page editors and admin users will be able to view the draft content in the Review state. An additional breadcrumb is added to the page for editors to view the current approved content.

Assign a reviewer

One or more users can be assigned to undertake a content review. Simply choose +Add Reviewer.

Search and assign a reviewer.

Once a reviewer is selected you can choose Add note before you assign the user to send a note with the notification of the content review assignment.

Assigned reviewers are displayed in the workflow popup.

Once a reviewer is assigned for the content review any user - only assigned reviewers can undertake the content review - both the approve and reject buttons will be disabled. However, a user with space admin privileges can unassign any user as a reviewer and assign another user as a reviewer.

Additional reviewers can be assigned but if more than one reviewer is assigned then all the reviewers must agree for the workflow to transition.

Multiple reviewers

Each content review can have more than one assignee. Simply choose +Add Reviewers, search and assign another reviewer.

The avatar for each assignee will be added to the approval popup.

The approve and reject buttons will be disabled for all other users including those with admin permissions.

Additional reviewers can be assigned (or existing reviewers unassigned) until all the reviewers agree and the approval transition occurs.

Each of the assignees can either approve or reject the content. Each individual assignee decision will be shown in the approval popup.

An assignee can change their decision if the other assignee for the approval has not yet undertaken the review, or has made a different decision:

All assignees must agree to approve (or reject) the content for any transition to occur. All individual review decisions will be recorded in the Approval History report.

Removing a page approval

Choose Remove Page Approval from the page tools menu.

If the current user removing the page approval has admin permission for the space, the approval history can be retained.