Applying workflows
- Robert Alexander Marshall
Overview
In Comala Document Management, workflows can be applied at both the space and page levels.
In each space, a workflow can be added and applied
to an individual page or blog post by a page editor (page workflow)
across all pages and blog posts in the space by the space administrator (space workflow)
The space administrator can also make multiple space workflows active in a space and filter the application of each using the document content label.
On a page with an applied workflow, editors manage the document process using the workflow state dialog box 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
When the space administrator applies a space workflow, 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. When you make a workflow active in the app space settings, this workflow is applied in preference to any page workflow applied to a page or blog post.
Applying a workflow
A Comala Document Management workflow is added as either a
The app space settings display the workflows available in the space.
Three workflows are bundled with Comala Document Management for Cloud and are available in all your spaces:
Workflows included with the app
You can also create one or more custom workflows or add an onboarding workflow.
Other workflows
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 app space settings.
Apply it to all the pages and blog posts in the space by making a workflow active:
choose a workflow and move the grey slider to blue
You can make multiple workflows active in the space. A workflow is applied by the order of listing in the app space settings. You can also filter the application of each space workflow by one or more Confluence content labels.
Workflow applied to all pages with a Confluence content label
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.
Only one workflow can be applied to a page or blog post. Activating a workflow automatically deactivates any currently active workflow.
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.
Hierarchy of workflow application
When determining which workflow is active on a specific page, the application follows a hierarchy of precedence:
Space workflow: an active space workflow takes precedence over any page workflow applied directly to a page
Page workflow: when there is no active space workflow, then any page workflow is directly applied to a page
When multiple space workflows are active in a space:
their application follows the order defined in the app space settings
any label conditions set for a workflow are respected, ensuring workflows are applied only to relevant content
If a document meets the condition for an active workflow, that workflow takes precedence over any workflows listed below it.
This gives you the flexibility to manage different documentation processes on different document categories within the same 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.
