Overview
A Comala Document Management workflow helps you manage and automate the review and approval processes for pages and blog posts in a Confluence space.
The simple 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
Each workflow has a different document management workflow process to provide greater control of your document development and management. The workflow includes
workflow states and transitions allowing different process milestones and process routes
A workflow applied to a page adds a workflow state byline displayed to page editors. Editors can use the byline to open the workflow popup to view details of the current state.
The workflow popup is used by page editors to interact with the applied workflow to manage the documentation process.
A workflow state can include an option to
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)
expiry due dates for the state
Workflows in Confluence Cloud
Comala Document Management includes three workflows with the app. Custom workflows can also be created or imported to each space.
There are also some example workflows that can be added to a space when using the Onboarding Get Started and Onboarding 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 space settings document management dashboard.
Open the document management dashboard in a space by choosing
Space settings>Apps>Comala Document Management
The document management dashboard by default, displays the workflows included on installation of the app.
These bundled workflows are appended with a TEMPLATE lozenge. They cannot be overwritten but a copy can be created in the dashboard and this copy edited.
For each workflow use the Actions options to
View detail - display a description and visual flowchart of the workflow
Duplicate - create an editable copy of the workflow (a custom workflow) in the dashboard
Custom workflows
A custom workflow can be created in each space to manage your bespoke document management process to meet your business, team, or compliance needs.
One or more custom workflows can be added to each space.
To create a custom workflow in a space
open the space document management dashboard
use the Create New Workflow button to open the workflow builder visual builder
or make a copy of an existing workflow in the space using Duplicate in the Actions options and edit the copy
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.
Onboarding workflows
The Onboarding feature includes several example workflows to help provide an understanding of the application and use of a Comala Document Management workflow.
In the onboarding screen:
choose the onboarding Get Started button to add and apply the Quick Approval Workflow
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
All the onboarding options to apply the onboarding workflow in a space have the choice of
applying the onboarding workflow
or going to the space settings to apply an existing workflow or create a custom workflow
The onboarding workflow is added to a selected space document management dashboard. It is added as a custom workflow and can be edited in the space.
Onboarding workflows are gradually being rolled out to customer Confluence sites and are planned to be available to all customers by the end of OCT 2024.