Getting started with Comala Document Approval
- Robert Alexander Marshall
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 pages and blog posts
You can add the approval workflow to your documents in two ways
Applying a workflow to all space content using the Comala Document Control dashboard allows greater central management of your content and is the recommended use of a Comala Document Control workflow in a production environment.
A user must have admin permission to apply the approval workflow to all documents in the space
Once a workflow is added and applied to a document the approval workflow automatically defines the document as approved or draft depending on the state
Pages and blog posts with an applied workflow 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.
Using the workflow on a page
A page editor’s key interaction with the workflow added to a page is through the workflow popup accessed using the state byline breadcrumb.
The approval workflow popup includes options for moving the workflow from the current state to a destination state.
The popup progress tracker bar displays the states in the workflow and the destination state for the approval decision
The movement between these states is called a transition. In the Review and Rejected states, these transitions occur based on a user approving the page, rejecting the page, or updating the page.
Add a workflow on a page-by-page basis to each page or blog post
Add the workflow to all the pages and blog posts
The space settings document approval dashboard adds and applies the approval workflow to all pages and blog posts in a space.
In the dashboard
move the Basic Approval Workflow grey slider to blue to make the workflow active
Approving documents
On applying the approval workflow, the approval state byline breadcrumb is added to the page or blog post. This is the initial state of the approval workflow - the Review state.
Reporting approval workflow activity