Adding a workflow to content
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
If no workflow is currently applied in the space or on the page, the page tools Add Workflow option is available to add a workflow
Space administrator
Add workflow displays two options for a user with space admin permission
Add Workflow to this Space opens the space tools document management dashboard to choose and configure the application of a workflow in space mode
Space mode workflows allow greater central management of your content and are the recommended way to add and apply a Comala Document Management workflow for use in a production environment.
Add Workflow to this page opens the Workflow picker to select and add a page workflow to the current page
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 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 and added to the page are
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.
Page editor
Choosing Add Workflow option opens the workflow picker directly if the user only has Confluence view and edit permission for the page,
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.
If a space workflow is active, this will, by default, be applied to all the pages and blog posts in the space including pages and blog posts that have previously had page mode workflow applied.
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).