Applying a workflow - Getting Started
- Robert Alexander Marshall
Workflow on the page
On a page with an applied workflow, page editors can view the current page progress with an added workflow state byline and manage the approval process using the workflow popup.
The workflow lets you:
ensure that content is reviewed and signed off
assign specific users as reviewers for the content reviews in the states
Some workflow states let you manually select a destination state and move to this state. The workflow can also be configured to change state when the page is updated, or the added workflow state expires.
Only one workflow can be active on an individual page or blog post.
Applying a workflow to pages and blog posts
You can add and apply a workflow to your pages and blogs in a space in two ways
individually add a copy of a workflow to a single page or blog post on a page-by-page basis (page workflow)
add and apply a workflow across all the documents in the space (space workflow)
A space workflow is added to all your pages and blog posts in a space using the app space settings.
A space workflow allows greater central management of your content and is the recommended way to add and apply a Comala Document Management workflow for use in a production environment.
Page workflow
You can add a workflow on a page-by-page basis.
On an individual page or blog post (if there is no active space workflow in the space), to add and apply a workflow
choose the Add Workflow breadcrumb on the page to open the Add a Workflow dialog box
choose Add Workflow to this Page to open the Add workflow picker
You can also use the page tools menu Add a Page Workflow to open the Add workflow picker.
select a workflow
choose Apply to add to the current page or blog post
The initial state byline is added to the page. This can be used to open the workflow popup.
In this example:
the initial workflow state is Review
this state includes a content review or approval
users can be manually assigned to undertake the review
A workflow applied to a page or blog post on a page-by-page basis copies the workflow template to the page. Subsequent changes to the source workflow template in the app space settings do not change the page workflow applied to the page or blog post.
Page workflows can be added and applied on a page-by-page basis to pages and blog posts in a space only if there is no active space workflow. Different workflows can be applied to each page. However, if a space workflow is active, this workflow is applied by default to all the pages and blog posts in the space. The active space workflow overrides any existing page workflow previously applied to a page or blog post.
Space workflow
A space administrator can add and apply a workflow to all pages and blog posts in the space using the document management space settings.
When no workflow is applied, a space administrator can access the app space setting using the Add Workflow byline on the page.
choose Add Workflow to this Space to open the app space settings
The space administrator can also open the app space settings by
choosing Space settings in the Confluence sidebar
Under App links
choose Comala Document Management
Move the grey slider next to the selected workflow name to blue to make the workflow active.
The active workflow is added and applied to
all existing pages and blog posts in the space
automatically added to any new pages and blog posts created in the space
Only one workflow can be active and applied at any one time. Making a different workflow active in the space disables the existing active space workflow.
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.
Additional workflows can be added to the app space settings as custom workflows.