Getting Started Guide
Overview
Comala Publishing isused for
between-space publishing letting you keep two spaces in the same instance in sync
copying in a one-time copy operation any space content to a target space within the same instance
the creation of a static versioned snapshot document from your dynamic Confluence content and the organization of these documents as logical groups in one or more collections
Space Publishing
Space publishing lets you keep two spaces in sync
a draft space where you can make all the content changes you want
and a published space, that displays the content you want users to see
You can choose to
Publish content from the current space to another space
Publish content to the current space from another space
Comala Document Management integration provides the flexibility to publish content to a target space.
Copy Space
Copy Space lets you make a copy of any space content and copy this to a target space within the same instance.
Using Copy Space creates a one-time copy operation with no subsequent sync if content changes in either space.
You can use Copy Space, for example, to make an initial copy of an existing production space to set up a new space as the draft source space.
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Snapshot Publishing
Snapshot Publishing lets you
create a static versioned document from your dynamic Confluence content
organize these documents as logical groups in one or more collections
view the static version of documents in PDF or HTML view
Confluence macros that display live content will be frozen on each snapshot version. This includes content from
Jira issues macro
Excerpt include macro
Metadata
Once a snapshot version is created, changes to the dynamic Confluence document set the document and snapshot version status as out of sync.
Collections allow you to build and manage Collections by document type and user permissions, not space permissions.
Collections provide the ability to manage permitted users view access to a versioned, read-only view of a static version of logically grouped Confluence pages.
Comala Document Management integration provides the flexibility to publish snapshot documents to collections or as an attachment to the page using a workflow trigger.
Getting Started
You will need global administrator permission to Install the app from the Atlassian Marketplace.
Once installed, you will then need to set the global configuration for the app to define
the global user permissions for the app
the spaces in which the app can be used
to publish and copy
for snapshot publishing
the content properties that are published including the content label that can be used by the space admin to sync content
Secondly, a space administrator configures
the link between the space for the content to be published (target space) and the space for the draft content (source space)
the target space for a one-off copy of the space
the content and properties to be published or copied e.g. pages, blog post or both and how they are published
whether the space can use snapshot publishing
Comala Publishing users
User roles in publishing, copying and snapshot publishing
Global Configuration
A global administrator needs to configure
the permissions for the user group that can publish and copy the content
Publishers Group - users who can configure a space for publishing and publish content must be a member of the added Confluence user group
Copiers Group - users who can copy must be members of the added Confluence user group
the permissions for the user group that can snapshot publish and create a collection
Collection Managers group - users who can set up a space for snapshot publishing and create a collection must be a member of the added Confluence user group
The default group for each of these is confluence-adminstrators.
If required, set the spaces that can be published
separate configuration setting for publishing/copying and snapshot publishing
the default is ANY space in the instance for each setting
You can limit the spaces for each publishing feature by adding one or more spacekeys
Different spaces can be allowed for space publishing/copy and for snapshot publishing.
Global admins can also
set the prefixes for content properties such as metadata to be published or copied
the default prefixes are
metadataandcom.communardo
set the label that space admins can optionally use to ignore or publish space content
the default label value is syncme.
Space Publishing Configuration
A space admin needs to
link the draft and published spaces
configure the type of content and content properties to be published
set the options for publishing content e.g. allow single page publishing, publish content with the sync label set by global admin
Only a user who has space admin permission in both the draft space and the published space is able to publish the whole space.
The user must also be a member of the Confluence group added to the app global configuration Publishers Group.
Link the draft and published spaces
As the space administrator, you must link your draft and published spaces.
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You can choose to
set the current space as the published space and link to a draft space
set the current space as draft space and link to a published space
Choose a space to be the linked space in the dropdown menu.
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Once the spaces are linked you can
Configure the content to be published
View Changes that will be made when space is published
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You then need to perform an initial synchronization by choosing Publish.
Configure the space publishing options for content
In the publishing screen Configure what to include when you publish your draft space content.
You can set publishing options including
link/change the target linked space using the dropdown menu
enabling users to publish single pages using the Single Page Publish slider
excluding pages or blog posts from the publish action
cleaning up of out-of-sync pages
keeping labels intact
For publishing actions you can use check buttons to configure the content to be published
use and configure the use of the globally set label to determine the space content to publish
enable/disable copying of page properties
include/exclude labels
copy page restrictions
version comments
override content in the selected target space (and do not retain page history)
when publishing use modification date or publishing date in the target space
display publishing status lozenge
display draft watermark on draft space logo
Space Sync Conditions when publishing from the space tools dashboard include
publish pages, blog posts or space home page and any orphan pages in the draft space
delete content in the published space that is not in the draft space
only publish changed draft space content when publishing a whole space
always publish content even if there are no updates in the draft space
only publish content with a set content label as a sync-label
only publish content in a Comala workflow final state (when a Comala Document Management family app is applied) and publishing content on transition to the workflow final state
When Display Publishing Lozenge is checked a publishing status lozenge is added to content to easily identify the state of each draft and published page.
The publishing status lozenges are one of
NEW
NEW content not yet published
OUT OF SYNC
OUT OF SYNC previously published content is now different in each space
PUBLISHED
PUBLISHED is published content that is the same in each space
Publishing content
You can make content changes in your draft space, and then update the publish space all at once or one page at a time.
Choose the Publish button to publish the whole space content.
A list of the publishing status for each page and blog post is displayed in the View changes option in the space tools Publishing dashboard.
Viewing out of sync content
The View Changes option button displays any content that is out of synchronization between the draft and published space.
Filter buttons allow you to choose the date range for out of sync content, the publishing status of content, and the user who last updated the content.
Checking content sync
If content is not shown as expected check these filters.
Toggle between the target and published space to view the content in that space that is out of sync.
The report lists new or edited content since the last Publish action within the set date filters.
Here the Published Space has content that is not in the Draft Space.0
The report lists new or edited content since the last Publish action.
Some content may also be listed due to the publishing configuration.
For example, the NOT IN DRAFT changes lozenge in the published space may be due to checked configuration setting Ignore all the top level pages.
If you publish a page whose parent does not exist in the target space, it becomes an orphan in the target published space - it is published to the root of the target space.
Comala Publishing is not designed to publish a page that is the child of the Draft Space homepage to be a child of different named homepage in the Published Space.
When first publishing a space configuring publishing to delete content added in the published space will remove the published space home page and replace it with a copy of the draft space home page and set this page as the published space home page.
Space Publishing - useful pages
Copy a space
With Comala Publishing, you can also copy one space to another to replicate content. Use this Copy Space option to copy a space as it exists at a point in time.
The Copy options
target space is configured separately to the publishing target space
settings for content to be copied are set separately to the publishing settings
To copy a space, users must be a member of the Confluence group added to the app global configuration Copiers Group.
Copy Space - useful pages
Snapshot Publishing space configuration
A space admin will need to
Once snapshot publishing is enabled in the space the space admin as a collection manager can
create one or more collections in the space
add user view and add user contributor permissions for each collection
link collections to the space created by other collection managers
Only a user who has space admin permission and is a member of the global Collection Managers group can set up a snapshot publishing in a space.
Collections and the added snapshot documents can be viewed in the collections global viewer by any user with view permission or contributor permission for the collection irrespective of the user permissions on the source Confluence document.
A snapshots of a Confluence document in a space can be added to one or more collections by a user who has contributor permission for each collection and the collection is linked or created in a space.
Snapshot Publishing - useful pages
Publishing content using a Comala workflow
If the Comala Document Management app is installed together with Comala Publishing and a workflow is applied to a page or blog post, the space administrator can also choose to configure
the space publishing of a whole space that only publishes the last approved workflow final state version
publishing a single document using a workflow trigger with the publish-page macro
the snapshot publishing of a document using a workflow trigger using the snapshot-page macro or pdf-export macro action macros
When a Comala workflow is applied, publishing of a single page or blog post also occurs on the transition to the applied workflow final state (the latest approved version).
Publishing with a Comala workflow - useful pages
Comala Publishing can also be used to publish on the transition to the final state of a Comala Document Control app workflow or the Comala Document Approval app workflow.