Getting started with Comala Document Approval

Installation

Comala Document Approval workflow

The approval workflow helps you manage the review and approvals process for your Confluence pages and blog posts.

The Basic Approval Workflow above consists of three states - Review, Rejected and Approved - and one or more transitions from a state to one or more of the other states.

The applied workflow manages the document approval process with content moving from one state to another.

the Review state is a state for draft content and allows one or more users to approve or reject the page or bog post content
the Approved state is our final content that has been approved
if the Approved content is updated the workflow moves back to the Review state

The Approved state is defined as the final state for your reviewed and approved document.

The Comala Document Approval workflow has different workflow states and approval process that is used to

ensure that page content is reviewed and signed-off
assign specific users as reviewers for the content review in a workflow state

Only one approval workflow can be active on an individual page or blog post at any one time.

Adding a workflow to content

You can add the approval workflow to your documents in two ways

A user must have admin permission in a space to apply the approval workflow to all documents in the space.

Once a workflow is added and applied to content

automatically defines content as approved or draft depending on the state

Content with an added workflow will have a breadcrumb for the current workflow state added to the content page sub-title.

Choose the View approved to view the last approved version.

When viewing this last approved version of the content

the byline Approved (Compare versions) is displayed confirming this is an approved version
and a link View pending approval to the current draft content version.

A user's key interaction with the workflow added to content is through the workflow popup accessed this breadcrumb.

The approval workflow popup has the available options for moving the workflow from the current state to a destination state.

The popup progress tracker bar is used to view the states in the workflow and will display the next state available.

The movement between these states is called a transition - these transitions occur based a user approving content, rejecting content or updating content.

Add the approval workflow individually to each page or blog post

Add the approval workflow to all the each pages and blog posts in a space

A space admin can configure a space to add and apply a workflow to all content in the space using the space settings Comala Document Approval dashboard.

the space admin simply enables the approval workflow

Once enabled the space approval workflow is added and applied to all existing content in the space. The approval workflow is also automatically be added to any new documents created in the space.

Approving documents

On applying the approval workflow, the approval state byline breadcrumb is added to the page of blog post. This is the initial state of the approval workflow - the Review state.