Workflow triggers in the Content Expiry and Quality Management Systems workflows

Overview

The Content Expiry workflow and the Quality Management System workflow included with the app use workflow triggers.

You can view the triggers in these workflows in the workflow builder if you make a duplicate of the workflow in the space document management dashboard.

Comala Document Management triggers are created using JSON code and are added to a custom workflow using the workflow builder. Experienced JSON users can also use the workflow JSON editor.

Workflow triggers in the workflows included with the app

Workflow triggers are used in the Content Expiry workflow and the Quality Management System workflow.

Content Expiry Workflow trigger

This workflow has the following workflow trigger

[
	{"event": "on-expire",
	"actions":
	[
		{"action": "send-email",
			"recipients": ["@creator", "@watchers", "@lastUpdatedBy"],
			"notification":
				{"subject": "${content.title} has expired",
				"title": "${content.title} has expired",
				"body": "Hello, ${content.link} in the ${content.space} space has expired and needs to be reviewed"}},
		{"action": "set-message",
			"type": "info",
			"title": "Expired",
			"body": "The page has expired",
			"tags": "state",
			"mode": "autoClose"}
	]}
]

The workflow trigger listens for the state expiry event and when this occurs

sends emails to the content watchers
displays an on-screen message when users view the page

Quality Management System Workflow trigger

The QMS Workflow has the following workflow trigger:

[
	{"event": "on-change-state",
	"conditions":
	[
		{"state": "In Approval"}
	],
	"actions":
	[
		{"action": "send-email",
			"recipients": ["@document_user_reviewers@", "@document_group_reviewers@"],
			"notification":
				{"subject": "${content.title} is In Approval State",
				"title": "${content.title} is In Approval State",
				"body": "Hello, ${content.link} in the ${content.space} space is in approval state and needs to be reviewed"}}
	]}
]

The trigger listens for the state change event with a condition limiting this to the transition to the In Approval state. When this event occurs

email notifications are sent to the reviewers assigned to the content review in the In Approval state

The workflow reviewers for the In Approval state content review are

user(s) who are added as a Confluence userID value(s) for the workflow parameters document users reviewers
users who are a member of the Confluence group(s) added as a Confluence group (groupName or groupID) value(s) for the workflow parameter document group reviewers

Related Pages

User Guide

Reviewing Content

Using Workflow Builder

Notifications