Onboarding example workflows
The Onboarding options to apply an onboarding workflow are gradually being rolled out to customer Confluence sites. Onboarding workflows are planned to be available to all customers by the end of OCT 2024.
The Onboarding feature includes several example workflows to help provide an understanding of the application and use of a Comala Document Management workflow:
These workflows can be added to a selected space and applied to all the pages in the space using links in the onboarding screen. Once added to a space, each workflow can be edited as a custom workflow in that space.
Access the Onboarding screen using the Confluence header Apps menu.
You can also use the option under Apps in the Confluence sidebar.
In the onboarding screen:
choose the onboarding Get Started button to add and apply the Quick Approval Workflow
choose Apply this workflow in a use card to add and apply an example use case workflow
Get Started - Quick Approval workflow
In the onboarding screen, add and apply the Quick Approval Workflow to all the pages in a selected space
choose the onboarding Get Started button
The Get-Started - Quick Approval Workflow is only available using the onboarding option. This basic workflow is specifically designed for trial users and provides a simplified yet effective introduction to Comala Document Management. It helps new users quickly understand the basics of content approval and document management, ensuring that documents are efficiently reviewed and approved before being made publicly available The workflow has the following three workflow states: Draft Review Approved Approved documents are automatically published to a target space if the Appfire Comala Publishing app is installed and configured.
Use case - Regulatory compliance-driven workflow
Navigate to the onboarding screen Popular use cases to apply this example workflow in a selected space
In the Reinforce regulatory compliance use case card
choose the Apply this workflow link
The Regulatory compliance-driven workflow ensures regulatory compliance by managing documents through a controlled process, making it ideal for compliance-sensitive environments. It offers flexibility in reviewer assignments, reminder periods, and expiration timelines. Documents progress through the following states: Draft 1st Review 2nd Review Approved Rejected Obsolete Stakeholders (such as team members or managers) can be configured in each space to review documents. They can approve these documents using secure OTP (One-Time Password) e-signatures to ensure authenticity and compliance. Automated reminders are triggered if reviews exceed set intervals. Approved documents expire after a default period. If the Appfire Comala Publishing app is configured, approved documents are automatically published to the target space.
Use case - Workflow for tracking and sharing information
Navigate to the onboarding screen Popular use cases to apply this example workflow in a selected space.
In the Implement a system for tracking and sharing information use case card
choose the Apply this workflow link
The Workflow for tracking and sharing info is designed for tracking and sharing information through a simple document lifecycle, making it ideal for straightforward approval processes with minimal configuration. Documents move through four states: Draft Review Approved or Rejected After creation, documents are sent for review, where assigned reviewers can approve or reject them. Once a document reaches its final state, all page restrictions are automatically removed. If the Appfire Comala Publishing app is configured, approved documents are automatically published to the target space
Use case: Workflow for keeping info up-to-date
Navigate to the onboarding screen Popular use cases to apply this example workflow in a selected space
In the Automate policy management to keep information up-to-date use case card
choose the Apply this workflow link
The Workflow for keeping info up-to-date ensures that information remains current by managing documents through a structured process. It is ideal for maintaining up-to-date information with flexible expiration settings. Documents transition through five states: Draft Review Approved Rejected Obsolete Approved documents automatically transition to the Obsolete state after a default expiration period, which is modifiable. Notifications are sent to the creator, watchers, and last updater at each significant workflow state change.