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Robert Alexander Marshall

Comala Publishing

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Applying workflows

Description

Server/Data Center

Cloud

Page workflow

A user can apply a workflow template to an individual page or blog post.

✅

✅

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titlePage workflow feature summary

A copy of a workflow template in the space Page Workflows Templates Dashboard can be added as a page workflow to a page or blog post in the space.

Any workflow added and enabled in a space Page Workflows Templates Dashboard can be added as a page workflow.

Only an enabled workflow in the dashboard can be added as a copy to the page.

Copy of the workflow applied to a page can be edited on the page.

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titlePage workflow feature summary

A copy of a workflow template in the app space settings can be added as a page workflow to a page or blog post in the space.

Any workflow added to the app space settings can be added as a page workflow in the space.

The workflow does not need to be active (enabled) in the app space settings to be added on a page-by-page basis as a page workflow.

The workflow template added to a page cannot be edited on the page.

Space workflow

Application of a workflow by a space administrator to all the individual pages and blog posts in a space

✅

✅

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titleSpace workflow feature summary

The space document management dashboard is populated with workflow templates added or created by the space administrator. Workflows can be added to the space from a global workflow dashboard.

By default, each space dashboard has no workflows added as space workflows for use in the space.

Multiple workflows can be active (enabled) in the dashboard, and the application of active workflows is determined by

  • workflow scope (global or space)

  • hierarchy in the dashboard

  • workflow content label filter

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titleSpace workflow feature summary

By default, the three workflow templates are included in the app space settings in each space.

A space administrator can add or create additional custom workflows in each space.

Only one workflow can be active in the app space settings. Enabling a different workflow automatically disables the active workflow.

  • all workflows are space scope workflows

  • the workflow application cannot be filtered by a content label

Space workflow application by content label filter

Application of a space workflow based on the Confluence content label

✅

⛔ ✅

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titleApplication of space workflow feature summary

One or more space workflows can be enabled in the space dashboard. Only one workflow is applied to each page or blog post, and the application is determined by workflow scope; workflow hierarchy in the dashboard; and any use of a content label filter.

The application of each workflow can be filtered

  • using a content label filter

  • using the content type (page or blog post)

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titleApplication of space workflow feature summary
Info

There is no workflow content label filter.

One space workflow Multiple workflows can be active in the app a space settings. Making another workflow active disables the existing active . Content labels can condition the application of each workflow.

The active workflow application cannot be filtered. The active Each active space workflow is applied to all pages and blog postsin the order listed in the app space settings, subject to the label condition.

Global workflows

Global administrator management of workflow templates in Confluence cloud.

✅

⛔

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titleGlobal workflows feature summary

Workflow templates available in the instance are managed in the Global Workflows Templates dashboard.

Workflows enabled in the global dashboard can be

  • added to a space by the space administrator

  • automatically added to the page workflows templates dashboard in each space

A global workflow can be set as a space category workflow. This workflow is applied automatically in a new space created with the set category label.

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titleGlobal workflows feature summary
Infonote

There is no No global workflow feature.

The three workflows bundled with the app are automatically available in all the spaces on the Confluence site upon installing the app.

Custom workflows

Ability to create custom workflows to meet organizational, team, and project needs.

✅

✅

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titleCustom workflows feature summary

A custom workflow can be created by

  • a user on a page

  • a space administrator in the space document management dashboard

  • a global administrator in the global workflow templates dashboard

A workflow template can be saved and shared using workflow builder:

  • a custom page workflow template to

    • the space document management dashboard

    • the global workflow templates dashboard

  • a custom space workflow template to

    • the global workflow templates dashboard

Requires appropriate administrator permission.

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titleCustom workflows feature summary

A The space administrator creates a custom workflow is created by the space administrator in the app space settings.

A custom workflow template can be copied and pasted from one space to another using the JSON code editor in each space.

Info

A server hosted app workflow can be translated to a cloud-compatible code template using the Workflow Translator for Cloud tool in the server app. The translated code can be copied and pasted into the code editor in a cloud space.

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Reporting

Description

Server/Data Center

Cloud

In-app reporting tools

In-app tools to report on workflow actions and events

✅

✅

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titleIn-app report tools summary

Document activity (page activity in server) report for each page.

Document report for a space.

My Document Actions Report includes (pending approvals and tasks) in each user profile.

My Read Confirmations report (pending read confirmations) in a user profile.

Space Tasks Report in space tools.

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titleIn-app report tools summary

Document activity report for each page.

Document Report (space-wide report) includes a filter for checking My pending approvals

Read confirmations available in a separate app Comala Read Confirmations.

Tasks are not supported in the cloud.

REST API

REST API

✅

Info

Document Activity REST API from Comala Document Management v7 Data Center to integrate with existing business information tools.

Other APIs, including JAVA API.

⛔

Note

No public API for Comala Document Management app.

Report macros

Reporting page macros to add to the content

  • document activity report macro or page activity report macro

  • document states report macro

  • document approvals macro

  • document stats report macro

✅

  • data center app includes new document activity-based reporting macros

  • server app includes page activity-based reporting macros

✅

The document stats report macro is not available in the cloud.

  • cloud report macros include differences in the available filters and display configuration

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Page Layout

Description

Server

Cloud

Instructions

Messages to guide content creators about the next steps after creating the page. 

✅

⛔

Header and footer

✅

⛔

Configuration

Server

Cloud

Global

Global configuration settings for workflow in the instance or site

✅

⛔

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titleGlobal configuration summary

Range of global configuration settings

  • Workflow Drafts and Visibility

  • Require comments

  • Page update resets for approval

Global security options

  • default notifications for workflow events

  • external email recipients

  • e-signature authentication method for approvals

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titleGlobal configuration summary
Note

No global workflow configuration settings; notifications for workflow event settings; e-signature authentication method requirements

Info

Global administrators can manage user signing tokens for third-party apps

  • change token expiration date

  • require all users to refresh tokens

Space configuration

Space configuration settings for workflow in the space

✅⛔

(warning)

The app can be configured to remove page-level restrictions on the transition to the workflow’s final state.

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titleSpace configuration summary

Range of space configuration settings

  • Workflow Drafts and Visibility

  • Workflow notifications

  • Require comments

  • Page update resets for approval

No space workflow configuration settings.

Remove Restrictions toggle option

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titleSpace configuration summary
Note

Clear workflow events and activities history

Clear Document Activity options on a page and at the space level

✅

✅

 Internationalization (i18n)

Server

Cloud

i18n

✅

Info

Dutch, French, Simplified Japanese, Russian and Spanish.

⛔

Integration

Server

Cloud

Third-party app support

✅

(warning)

Check with app vendors for availability and integration in the cloud.

Comala Publishing app integration

✅

✅

Comala Publishing Cloud can be configured to publish pages using the workflow final state or a workflow trigger action

Java API

✅

⛔

REST API

✅

⛔

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