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When a Comala workflow is enabled and applied as a space workflow for all the pages in a target space

Publishing a page for the first time

The page in the target space is set to the initial state of the target space applied workflow

Publishing a previously published page

If the current state of the workflow on the target space page includes an Updated transition

  • the workflow state on the target space page changes to the destination state for the configured Updated transition

If the current state of the workflow on the target space page does not include an Updated transition

  • the workflow state on the target space page does not change

Publishing sync status and workflow state

The current publishing sync status for a published page does not change if when the following workflow events occur on the target space page with the applied workflow:

  • changes state (unless this is as a result of an Updated transition)

  • has reviewers are assigned /or unassigned to an approval

  • has reviewers approve /or reject the page

  • state due date expires or is changed by a user

Publishing a page will does not remove document activity on the target space page.

When a Comala workflow is applied to the target space, you may need to disable the copying of content properties in the source space settings Publishing publishing dashboard.

Example - target space page workflow and sync status behavior

For example: , we have a source space A that publishes to an empty target space B.

Space B - the target space

  • has a workflow applied (this can be a workflow from any of the three Comala Document Management family of apps)

The following custom workflow (created in Comala Document Management) is enabled at active for the space level.

...

When publishing a page from source space A to target space B, we are initialising initializing the state of the target page to the initial state of the workflow applied to that target page.

For each subsequent publishing of a source page, the workflow state of the target page will remain as it was when first published , unless the current workflow state at the time of the publishing action has an Updated transition.

In our example workflow, the Review state and the Approved state each have an Updated transition.

Changes in the target space page applied workflow state and page publishing status

Example actions

Example target space page workflow activity and publishing status

1
New

A new page is created in source space A, named

Page and

Page

  • publishing status is New

Page is published to target space B.

Publishing status

  • the page publishing status is set as Synced in both the source space page and the newly published target space page

Status
colourGreen
titlechanged

Workflow state

  • the workflow state of the newly created target Page in space B is set to the initial state of the workflow applied to the target space page

.

In our example, the Draft state

Status
colourGreen
titlechanged
Image Removed

Image Added

2

Target space page Page in target space B is submitted for review to workflow state Review

Publishing status

  • Page publishing status does not change (in our example, it remains Synced in both spaces)

    Status
    colourBlue
    titleNo Change

Workflow state

  • the workflow state of the target space page Page is transitioned to Review

    Status
    colourGreen
    titleChangeD

Image Removed
Image Added
3

Page in target space B in workflow state Review is approved by one assigned user (out of three assignees)

Publishing status

  • Page publishing status does not change (in our example, status Synced in both spaces)

    Status
    colourBlue
    titleNo Change

Workflow state

  • the workflow state of the target space page Page is Review but the workflow popup includes one reviewer with an approval-check mark

    Status
    colourGreen
    titleChanged

4

Edit source space page Page in space A

Publishing status

  • Page publishing status is moved to Out of sync in both spaces

    Status
    colourGreen
    titlechanged

Workflow state

  • the workflow state of the target space Page remains in the Review state with one approval

-check mark
  • checkmark

    Status
    colourBlue
    titleNo Change

Info

Publishing

change of

changes in status

does

do not affect the workflow unless there is a page update on the target space page, for example, publishing a page from the source space.

5

Page in target space B in workflow state Review is approved by all assigned reviewers

Publishing status

  • Page publishing status

status
  • does not change (in our example, it is Out of sync in both spaces as the source page was previously edited but not published)

    Status
    colourBlue
    titleNo Change

Workflow state

  • the workflow state of target space Page transitions from Review state to Approved state

    Status
    colourGreen
    titlechanged

6

Edit target space page Page in space B in Approved state

Publishing status

  • Page publishing status is changed - moved to Out of sync (

f
  • if not already in this status) in both spaces

    Status
    colourGreen
    titlechanged

Workflow state

  • Updated transition in the current state at time of publishing will transition workflow - in our example, the workflow state of the target space Page transitions from the Approved to the Draft state

    Status
    colourGreen
    titlechanged

7

Publish source space page Page from space A to target space B

Publishing status

  • Page publishing status changes to Synced in both spaces

    Status
    colourGreen
    titlechanged

Workflow state

  • the workflow state of the target space Page does not change - in our example, it remains in the Draft state

    Status
    colourBlue
    titleNo change

Info

Publishing is recognized as a page update in the target space, but the workflow does not have an

Updated

updated transition in the

Draft

draft state.

8

Target space page Page in target space B is submitted for review again to workflow state Review

Publishing status

  • Page publishing status does not change (in our example, it remains Synced) in both spaces

    Status
    colourBlue
    titleNo change

Workflow state

  • the workflow state of the target space Page transitions to the Review state

    Status
    colourGreen
    titlechanged

9

Edit source space page Page in space A

Publishing status

  • Page publishing status changes to Out of Sync in both spaces

    Status
    colourGreen
    titlechanged

Workflow state

workflow
  • theworkflow state of the target space Page does not change - in our example, it remains in the Review state

    Status
    colourBlue
    titleNo change

10

Publish source space page Page from space A to target space B

Publishing status

  • Page publishing status changes to Synced in both spaces

    Status
    colourGreen
    titlechanged

Workflow state

  • Updated transition in the current state at the time of publishing

will transition
  • transitions workflow - in our example, the workflow state of the target space Page transitions from Review state to Draft state

    Status
    colourGreen
    titlechanged

Info

Publishing is recognized as a page update in the target space

, the

. The workflow has an Updated transition in the Review state that listens

for

to this event and transitions the workflow.

Publishing the source space page only causes a change in the workflow applied to a target space page when the current applied workflow state includes an Updated transition.

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