Applying workflows
- Robert Alexander Marshall
Overview
In each space, a workflow can be added and applied
to an individual page or blog post (page workflow)
across all pages and blog posts in the space (space workflow)
On a page with an applied workflow, editors manage the document process using the workflow popup accessed through the workflow state byline added to the page.
When a workflow is applied to a page, you can view workflow events and activity
for a page, in the document activity report
across the pages in a space, in the document report
With a page workflow, a page editor can apply a copy of a workflow template to each page (or blog post) on a page-by-page basis.
With a space workflow added by the space administrator, you can manage different documents within the space using a consistent, structured review and approval process. The same workflow template is applied to all documents.
Only one workflow can be added to a page at a time. Adding a space workflow in a space overrides a page workflow applied to a page or blog post.
Applying a workflow
A Comala Document Management workflow is added as a either a
The space settings document management dashboard displays the workflow available in the space.
The following workflows are available:
Workflows included with the app
Other workflows
Three workflows are bundled with Comala Document Management for Cloud and are available in all your spaces. You can also create one or more custom workflows or add an onboarding workflow.
Workflow applied to all the pages and blog posts in a space
A workflow template can be applied to all documents in a space using the space settings document management dashboard.
Apply it to all the pages and blog posts in the space by making a workflow active in the dashboard
choose a workflow and move the grey slider to blue
Only one workflow can be applied to a page or blog post. Activating a workflow automatically deactivates any currently active workflow.
Workflow applied on a page-by-page basis
When no workflow is active in the space document management dashboard, a workflow can be applied to an individual page (as a page workflow) using the Add Workflow byline on the page.
You must have at least view and edit permission for the page to add a page workflow.
If you have space permission, the Add Workflow popup displays an option to add the workflow to all the pages in the space.
Document activity on a page
For each page with an applied workflow, page editors (using the popup ellipsis menu or the page tools menu) can view the page document activity report displaying the workflow lifecycle activity on the current page.
Document workflow information across all pages in a space
For each space, the Document Report option in the Confluence sidebar displays the workflow information for all the pages and blog posts in the space with an applied workflow.