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
After installing the app, three bundled workflows are available in all the spaces in your Confluence site
One or more custom workflows can be created or added to each space.
Each workflow has a different document management workflow process to provide greater control of your document development and management.
Workflow application
A workflow is added and applied either as a
space workflow in the space document management dashboard to all the pages and blog posts in the space by a space administrator
page workflow on the page or blog post on a page-by-page basis by a page editor
Edits to the active space workflow in the document management dashboard are applied to all the pages and blog posts in the space.
A page workflow is a copy of the chosen workflow and once applied to a page, the workflow on the page is unique. Edits to the original workflow do not change the workflow added to the page. The updated workflow must be applied as a new workflow to each page or blog post.
Only one workflow can be active on an individual page or blog post. An active space workflow takes precedence over any page workflow applied to a page or blog post on a page-by-page basis.
Space document management dashboard
A space administrator can manage and apply a workflow to all documents in a space using the space settings Document Management dashboard.
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.
The Actions options
View detail opens a dialog box displaying a description and visual flowchart of the workflow
Duplicate opens a dialog box to create a copy of the workflow in the dashboard
Enable and apply the space workflow to all the pages in the space by moving the grey slider to a blue slider.
Initialize states space utility opens a dialog box to set the workflow state on all the pages and blog posts in the space
Only one workflow in the space document management dashboard can be active. Enabling a different workflow automatically disables any active workflow.
Each workflow includes different process options. These include
different workflow states and transitions allowing different process milestones and process routes
expiry due dates for approved content
options for the assignment of users to approvals as content reviewers
If there is no enabled workflow in the dashboard, a workflow can be added and applied on a page-by-page basis to pages and blog posts in the space
Custom workflows in the space document management dashboard
You can create custom workflows to manage your bespoke document management process to meet your business, team, or compliance needs.
A custom workflow can be added to the space document management dashboard.
To create a custom workflow in a space, either
use the Create New Workflow button to open the workflow builder visual builder or code editor
make a copy of an existing workflow 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.
Editing a custom workflow
A custom workflow added to the dashboard includes additional Actions options.
To edit a custom workflow, choose an Actions option
the code editor
the trashcan icon to Remove the custom workflow from the space
Remove deletes the custom workflow from the space. It cannot be recovered!
An active custom workflow displays the Initialize states icon.
Page workflow picker
If there is no active (enabled) space workflow in the space document management dashboard, all workflows listed in the dashboard are available to add and apply to pages and blog posts page-by-page.
To open the workflow picker, on a page or blog post
choose the Add Workflow breadcrumb
select the Add Workflow to this Page option in the popup
The workflow picker is displayed.
Scroll down and up in the dialog box to view all the available workflows in the space to add as a page workflow.
All the workflows listed in the space document management dashboard are displayed in the dialog box
Highlight a workflow
choose View detail to display the workflow description and the visual flowchart
choose Apply to add and apply a copy of the workflow to the current page