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the milestones in your document management process are the workflow states
the process routes from one milestone to another are the workflow transitions
After installing the app, three bundled workflows are available in all the spaces in your Confluence site
One or more custom workflows can be created or added to each space.
Each workflow has a different document management workflow process to provide greater control of your document development and management.
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The workflow includes
workflow states and transitions allowing different process milestones and process routes
A workflow is added and applied either as a
space workflow in the space document management dashboard to all the pages and blog posts in the space by a space administrator
page workflow on the page or blog post on a page-by-page basis by a page editor
Edits to the active space workflow in the document management dashboard are applied to all the pages and blog posts in the space.
A page workflow is a copy of the chosen workflow and once applied to a page, the workflow on the page is unique. Edits to the original workflow do not change the workflow added to the page. The updated workflow must be applied as a new workflow to each page or blog post.
Only one workflow can be active on an individual page or blog post. An active space workflow takes precedence over any page workflow applied to a page or blog post on a page-by-page basis.
Space document management dashboard
A space administrator can manage and apply a workflow to all documents in a space using the space settings Document Management dashboard.applied to a page adds a workflow state byline displayed to page editors. Editors can use the byline to open the workflow popup to view details of the current state.
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The workflow popup is used by page editors to interact with the applied workflow to manage the documentation process. |
A workflow state can include an option to
Approve or Reject the content as part of an approval
assign one or more users to an approval as reviewers
select and transition the workflow to another state (if no approval is present)
expiry due dates for the state
Workflows in Confluence Cloud
Comala Document Management includes three workflows with the app. Custom workflows can also be created or imported to each space.
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There are also some example workflows that can be added to a space when using the Onboarding Get Started and Onboarding Usecase options. |
Workflows included with the app
After installing the app, three bundled workflows are available in all the spaces in your Confluence site
Workflows are managed and applied in each space using the space settings document management dashboard.
Open the document management dashboard in a space by choosing
Space settings>Apps>Comala Document Management
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The document management dashboard by default, displays the workflows included on installation of the app.
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These bundled workflows are appended with a
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The For each workflow use the Actions options to
View detail opens a dialog box displaying - display a description and visual flowchart of the workflow
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Duplicate opens a dialog box to create a - create an editable copy of the workflow in the dashboard
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Enable and apply the space workflow to all the pages in the space by moving the grey slider to a blue slider.
Initialize states space utility opens a dialog box to set the workflow state on all the pages and blog posts in the space
Only one workflow in the space document management dashboard can be active. Enabling a different workflow automatically disables any active workflow.
Each workflow includes different process options. These include
different workflow states and transitions allowing different process milestones and process routes
expiry due dates for approved content
options for the assignment of users to approvals as content reviewers
If there is no enabled workflow in the dashboard, a workflow can be added and applied on a page-by-page basis to pages and blog posts in the space
Custom workflows in the space document management dashboard
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(a custom workflow) in the dashboard
Custom workflows
A custom workflow can be created in each space to manage your bespoke document management process to meet your business, team, or compliance needs.
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One or more custom |
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workflows can be added to |
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each space |
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To create a custom workflow in a space, eitherspace
open the space document management dashboard
use the Create New Workflow button to open the workflow builder visual builder
or
make a copy of an existing workflow in the space using Duplicate in the Actions options and edit the copy
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A workflow can also be imported by copying and pasting the JSON code of a workflow template into the code editor in the Create New Workflow option.
Editing a custom workflow
A custom workflow added to the dashboard includes additional Actions options.
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To edit a custom workflow, choose an Actions option
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the code editor
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the trashcan icon to Remove the custom workflow from the space
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Remove deletes the custom workflow from the space. It cannot be recovered!
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Page workflow picker
If there is no active (enabled) space workflow in the space document management dashboard, all workflows listed in the dashboard are available to add and apply to pages and blog posts page-by-page.
To open the workflow picker, on a page or blog post
choose the Add Workflow breadcrumb
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select the Add Workflow to this Page option in the popup
The workflow picker is displayed.
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Scroll down and up in the dialog box to view all the available workflows in the space to add as a page workflow.
All the workflows listed in the space document management dashboard are displayed in the dialog box
Highlight a workflow
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choose View detail to display the workflow description and the visual flowchart
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Onboarding workflows
The Onboarding feature includes several example workflows to help provide an understanding of the application and use of a Comala Document Management workflow.
In the onboarding screen:
choose the onboarding Get Started button to add and apply the Quick Approval Workflow
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scroll down to the Popular use cases to apply an example workflow for a use case
choose Apply this workflow In a use case card
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All the onboarding options to apply the onboarding workflow in a space have the choice of
applying the onboarding workflow
or going to the space settings to apply an existing workflow or create a custom workflow
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The onboarding workflow is added to a selected space document management dashboard. It is added as a custom workflow and can be edited in the space.
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Onboarding workflows are gradually being rolled out to customer Confluence sites and are planned to be available to all customers by the end of
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