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Space publish the latest approved version of all the pages and blog posts using Comala Document Management and Comala Publishing |
the Comala Publishing integration with a Comala workflow final state transition |
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Overview
Using Comala Publishing and an app from the Comala Document Management family a space administrator can choose to publish only the latest approved workflow final state version of content with an applied Comala workflow when publishing a whole space.
If the current source space version is in a draft workflow state, only the latest approved version is published.
contentContent without an applied Comala workflow or content without any previous workflow transition to the final state
willis not
bepublished
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The workflow latest approved version (or published version) is created on the last transition that occurred to the final state of an applied Comala workflow. Only one state in a Comala workflow can be a final state, all other workflow states are considered as draft. |
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When a Comala workflow is applied, publishing of a single page or blog post also occurs on the transition to the applied workflow final state (the latest approved version). |
Requirements
In the your instance, you need to have
the Comala Publishing app installed and enabled
an app from the Comala Document Management family of apps
You must have
added a target space for the published content in the space settings of the source draft space
an active Comala workflow on the content
The workflow must include a final state
view and edit permission for both the source draft space and the target space for publishing
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A document in any state can also be published using Comala Document Management to add a trigger event to a custom workflow to publishing a document using the publish-page action macro. |
Publishing configuration
To publish only the latest approved workflow final state version of content when publishing the whole space the Use final state version option must be checked in the the space publishing options settings.
In the source space publishing dashboard (with the target space added)
choose Configure
scroll down to Settings
expand Space Publishing OptionsSync Conditions
check Use final state version option
Save
Once this option is saved, all subsequent whole space publish actions will only publish the latest approved workflow final state version of pages and blog post.
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You may want to disable the single page publishing option for the space when using a Comala workflow to publish a page to ensure only the approved version is published. |
Whole space publish
A Comala workflow can be added to a space, enabled, and applied as a space workflow to all the content in the space by a space administrator in the space tools Document Management dashboard (or the space Document Control dashboard for the Comala Document Control app or the space Document Approval dashboard for the Comala Document Approval app).
With space publishing configured to use the final state version and a Comala workflow applied, both the publishing status and the workflow state breadcrumb are displayed on a document in the space.
A space administrator choosing Publish in the space publishing dashboard would not publish the above page, UX Specifications to the target space
the page is currently in a workflow draft state, Draft
a workflow transition to the final state has not yet been actioned and there is currently no approved workflow final state version
The workflow popup can be used to transition the workflow to the final state, Published.
On the transition to the final state in the applied workflow, the workflow creates an approved final state version.
The page is not yet publishedpublished on this transition to the final state.
The page will now be is also published when the space administrator chooses to publish the whole space using the Publish option in the space tools publishing dashboard.
The space publishing action publishes the current latest approved final state version for each page and blog post in the space - the latest approved final state versionwith sn applied workflow.
For our applied workflow, editing a published and synced page in the final state, Published, transitions the workflow to a draft workflow state
the publishing status is updated to Out of Sync
the workflow state is a draft state, Draft
the workflow breadcrumb in the page subtitle now includes a link, (view “Published”), to the latest approved version created on the last transition to the final state
A space administrator choosing to publish the whole space again will publish the latest approved final state version. This does not publish the current draft state version.
choose the (view “Published”) breadcrumb to view the latest approved final state version in the source space
choose View published version to view the published page in the target space
The space publish does not publish the current draft state version of any page.
A document is not published when the whole space is published if there is not an approved final state version.
The final state version is only used for publishing when publishing the whole space using the space publishing dashboard Publish option. If the final state version changes the published version in the target space is only updated the next time the whole space is published.
If you also want to allow a page editor to publish each page when it is approved, you can use a Comala Document Management custom workflow that includes a workflow trigger to publish the page on the transition to the workflow final state.
Disabling the single page publishoption
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If single-page publishing is enabled then a page or blog post in a draft workflow state can be published by a page editor using the Publish button on a page effectively by-passing the space Use final state version publishing option setting that uses the applied Comala workflow final state for publishing to the target space.
Disabling the single page publish option limits publishing to a whole space publish by the space administrator or the approval transition of an applied workflow on a page or blog post.
A space administrator choosing to Initialize the workflow states in a space to the workflow final state (and checking override existing states) publishes the pages and and blog posts with a applied workflow.
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