Basic Approval Workflow
- Robert Alexander Marshall
Overview
The Basic Approval Workflow is bundled with the app. When applied to a page or blog post, it can be in one of the following three states:
Review - the page is awaiting review
Approved - the page is approved
Rejected - the page is rejected
The workflow transitions back to the Review state when a page editor updates a page in either the Approved or Rejected state.
E-signatures can be required for reviewers for each approval in the Review and Rejected states. The credentials requirement is set for each approval using workflow builder.
A space administrator can apply a Comala Document Management workflow to all the pages and blog posts in a space.
Workflow states and state transitions
The Review state has a content review named Approval.
The reviewer simply decides whether to approve or reject the content. The workflow sets the transition destination state for each decision.
The Approved state in this workflow is defined as the workflow's final (or published) state.
In the Basic Approval workflow, the content transitions to the Review state when a user edits the page or blog post.
The workflow popup has a Document Activity button to display the workflow document activity.
Adding approval assignees
Using the workflow popup, you can manually assign one or more users to review the content in the Review state and, if necessary, add a note for the reviewer.
If you assign multiple users to undertake the content review, each assigned reviewer will need to give their approval before the content is approved and any approved transition takes place.
Navigating between Versions
Editing a page that has been approved causes the workflow to transition to the Review state.
There are two versions or views of the same page
the previously approved version of the page
the page version, when the workflow transition to the Approved state occurred
the page with the latest modification
the page version in the Review state
If we are in the Review state, we can always navigate to the latest approved page version using the View approved link.
This option allows you to easily view the latest approved version while the page is in the workflow draft state Review.
In the latest approved version we can navigate to the current content version that is awaiting review with the View pending approval link.