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Overview
A Comala Document Management for Cloud has the choice of three installed workflows.
One or more custom workflows can be created or added to each workflow helps you manage and automate the review and approval processes for pages and blog posts in a Confluence space.
Each workflow has can have a different document management workflow process to provide greater control of your document development and management.
Workflow application
On installing the app the bundled workflows are available in all the spaces in your Confluence site. These are listed
as a space workflow in the space document management dashboard
as a page workflow in the workflow picker on the page or blog post
A workflow can be added and applied either to
an individual page or blog post on a page-by-page basis (page workflow)
all the pages and blog posts in a space (space workflow)
A workflow applied to all the pages and blog posts in a space is the workflow that is enabled in the document management dashboard. Edits to the active workflow in the document management dashboard are applied to all the pages and blog posts in the space.
A workflow added and applied on a page-by-page basis is a copy of the chosen workflow and once it is 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 at any time. 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.
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The document management dashboard by default, displays the workflows included on installation of The workflow includes
workflow states and transitions for different process milestones and process routes
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The example workflow in the diagram above consists of two workflow states: Review and Approved.
the milestones in your document management process are the workflow states
the process routes from one milestone to another are the workflow transitions
Applied workflow on a page
A workflow applied to a page adds a workflow state byline displayed to page editors. Editors can use the state byline to view details of the current state in the workflow popup dialog box.
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Page editors use the workflow popup to interact with the applied workflow and manage the documentation process. |
A workflow state can include options for the editor, such as
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)
view and change any added expiry due date for the state
Workflows in the app
Comala Document Management has three workflows included with the app. Custom workflows can also be created or imported to each space.
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Some example workflows can also be added to a space using the Onboarding Get Started and 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 document management space settings.
Open the app space settings in a space by choosing
Space settings > Apps > Comala Document Management
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By default, the document management space settings in all the spaces in the Confluence Cloud site list the three workflows included with 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 Duplicate - 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.
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Only one workflow in the space document management dashboard can be enabled and applied at one time. 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)
Custom workflows
One or more custom workflows 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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A To create a custom workflow is added to the space document management dashboard. To add a custom workflow you can
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in a space, open the app space settings and either
choose the Create New Workflow button to open the workflow builder visual builder or code editormake a copy of an existing workflow using and create a new workflow
choose Duplicate in the Actions options for an existing workflow to create a copy of the workflow 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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Choose an Actions option, to edit a custom workflow using
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the code editor
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A custom workflow is deleted permanently from a space using the Actions dustbin option.
The installed workflows cannot be overwritten but a copy can be created and this copy edited.
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 users understand the app and how to apply 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
going to the app space settings to apply an existing workflow or create a custom workflow
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The onboarding workflow is added to the document management space settings in the selected. It is added as a custom workflow and can be edited in the space.
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In the app space settings, the listed workflows are ordered alphanumerically by workflow name.
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