Applying workflows to review content

Overview

A Comala Document Management workflow can be added

You can select and apply a workflow to all content in a space in the space settings Document Management dashboard.

There are a number of workflows bundled with Comala Document Management for Cloud or you create one or more custom workflows.

A copy of a bundled workflow can be edited (and saved with a new name) in the space settings Document Management dashboard using the workflow builder visual editing tool to create a custom workflow.

Bundled Workflows

The workflows listed below are available in your site on installation of Comala Document Management.

Basic Approval Workflow

The Basic Approval Workflow is a 3 state workflow.

Content can in one of three states:

  • Review

  • Approved

  • Rejected

Users can be assigned to review and approve the content in the Review state. The workflow will transition the content to the Approved or Rejected state based on the reviewer's decision.

Each time the Approved content is edited, the content state is reset to the Review state.

An e-signature process (user email and one-time password authorization) can be configured for each approval.

Content Expiry Approval Workflow

The Content Expiry Approval Workflow is a 4 state workflow with an expiry duration added on transition to the workflow final state, Approved.

Content can be in one of four states:

  • Review

  • Rejected

  • Approved

  • Expired

Users can be assigned to review and approve the content. A review of content can be undertaken in the Review, Rejected or Expired states.

Updating content in the Expired or Approved state will cause the workflow to transition the content to the Review state.

Approved content will expire after a set period of time so that it can be reviewed.

An e-signature process (user email and one-time password authorization) can be configured for approval.

Quality Management Systems (QMS) Workflow

The Quality Management Systems (QMS) Workflow is a 4 state workflow that allows users to be assigned to undertake reviews of the content in different states based on the editable values of workflow parameters.

Content can be in one of four states.

  • Draft

  • In Approval

  • Published

  • Obsolete

This workflow has greater flexibility to manage the review and approval of content:

Reviewer authentication

An optional feature of all the workflows is to require users to use their email and a one-time password (OTP) to confirm their identity when registering an approval. Each individual approval can be set to require user authentication using this e-signature.

In the Quality Management Systems (QMS) workflow the approvals by default in the Draft and the In Approval states require an e-signature for reviewers