Adding a workflow to a page or blog post
A workflow is added and applied to your pages and/or blog posts in a space by either
page mode application of a workflow to apply a workflow to a single page or blog post on a page-by-page basis
space mode application of a workflow to apply a workflow across all the documents in a space
Space mode application of a workflow allows centralized management of the document process in each space. This allows your editors and reviewers to focus on the content generation, review, and approval following a controlled document workflow process applied automatically on page creation in the space.
Add workflow - page tools menu
When there is no workflow is applied in the space or on the page, the page tools Add Workflow option is available to add a workflow.
open page tools menu
choose Add Workflow …
if the user only has Confluence view and edit permission for the page
Add Workflow opens the Workflow picker
select a workflow
Apply the workflow to the page or Apply & Customize to edit the workflow in workflow builder and apply to the page
if the user has Confluence view and edit permission for the page and space administrator permission
Add Workflow opens the Add Workflow dialog box
The Add workflow dialog box displays the options to add the workflow
choose how the workflow is to be applied
Apply to all pages in the space <spacename>
only displayed for a user with administrator permission
opens the space tools document management dashboard to choose and configure the application of a workflow in space mode
Apply workflow to page <pagename>
displayed for a user with editor permission for the page and for a user with space admin permission
opens the Workflow picker
Applying to all pages in the space (space mode workflow application) allows greater central management of your documents and is the recommended way to add and apply a Comala Document Management workflow for use in a production environment.
Workflow picker - add a page workflow
By default, the workflows included with the app and enabled by the global administrator are displayed as options. The workflow picker also displays any custom workflows added to the space document management page workflows dashboard.
Choose a workflow and select either
Apply to add the workflow to the current page
Apply & Customize to edit the workflow in workflow builder visual editor before applying the edited workflow to the current page
The Workflow custom states option is only available if applying a page workflow. This option requires you to customize a simple two-state workflow to create a new workflow.
On choosing Apply (or Save and then Exit in workflow builder if you customized the workflow) the workflow is applied to the page. The following are added to the page
a workflow app icon
a workflow state status byline for the initial state in the workflow
The workflow icon opens a dialog box with details of the applied workflow name, current state, and workflow visual flow diagram.
The workflow state status byline opens the workflow popup - the key interaction feature for the workflow editors with the workflow documentation process.
Different workflows can be added and applied to separate individual pages in a space only if there is no active space mode workflow in the space.
An active space workflow is applied to all the pages and blog posts in the space including pages and blog posts that have previously had page mode workflow applied. The page tools menu option is not available to add a page workflow when a space workflow is enabled and applied to a page or blog post.
Add a workflow to all the content in a space
A space admin can add and apply a workflow to all content in the space using the space settings Document Management dashboard.
choose the Add Workflow option in the dashboard
select a workflow using the workflow picker
choose Next
The space administrator chooses how the workflow is added to the space. This is either
a workflow that remains linked to the global workflow template (global scope)
a copy of the workflow can be edited for the current space (space scope)
highlight option required
Link to Global Template
Copy as Space Workflow
A global scope workflow is automatically enabled upon adding it to a space.
A space scope workflow added to a space is, by default, added as inactive (disabled).
The space scope workflow is enabled using the slider option.
An enabled workflow in the space is automatically added and applied to all existing pages and blog posts in the space. This active workflow
overrides any existing page workflows that have been applied individually to a page in the space
and is, automatically added to any new pages and blog posts subsequently created in the space
Comala Document Management only allows one space workflow to be active. This maintains the requirement that only one workflow can be active on any individual page or blog post at any one time.
A space administrator can add one or more workflows to a space but only one will be applied to all the content in the space. Multiple active workflows in a space can be applied to different pages or blog posts workflow is filtered to a content label or a content type (pages or blog posts).