Implement a system for tracking and sharing information
- Robert Alexander Marshall
USE CASE
Automated Confluence workflows keep organizational knowledge accurate, up-to-date, and accessible to users while reducing the administrative burden on content creators and administrators. This enhances knowledge sharing while improving organizational efficiency and decision-making.
What are the ways teams benefit?
Reduce time and effort spent on manual tasks by automating the lifecycle management of documents, enabling your team to focus on other responsibilities, such as customer service.
Inspire innovation by creating a collaborative culture where users can track document changes and be notified when input is needed. This promotes collaboration and teamwork, leading to new ideas and solutions.
Preserve organizational knowledge by ensuring critical information is documented, organized, and accessible in a central repository. Important information is always available, even when key employees leave or change roles.
Document review and approval
Comala Document Management enables you to create automated document review and approval workflows in Atlassian Confluence. This provides clear visibility into the documentation lifecycle status so your knowledge workers see
which pages are approved
which are in progress
which pages need attention
This increases the accuracy of documentation and reduces the risk of misinformation.
You can define the roles and responsibilities of different users in the workflow, set deadlines, and track progress.
For example, you might set up a workflow requiring your support manager to review and approve the knowledge base article or response before sharing it with the client.
Once pages have gone through the review and approval process provided by the Comala Document Management workflow, the Comala Publishing Cloud app can automatically publish and sync the approved content to a target space for your published pages. User permissions in the target space can be managed to provide clients or the audience with access to the approved content.
Workflow for tracking and sharing info - onboarding workflow
The Onboarding use case Implement a system for tracking and sharing information includes a link to apply the following workflow to all the pages in a space.
The Workflow for tracking and sharing info is designed for tracking and sharing information through a simple document lifecycle, making it ideal for straightforward approval processes with minimal configuration.
Documents move through four states:
Draft
Review
Approved
or Rejected
After creation, documents are sent for review, where assigned reviewers can approve or reject them. Once a document reaches its final state, all page restrictions are automatically removed.
If the Appfire Comala Publishing app is configured, approved documents are automatically published to the target space
Select Apply this workflow in the Onboarding use case to a select a space and apply the workflow to all the pages in that space.
You can also use the Onboarding Get Started feature to apply the introductory Get Started - Quick Approval workflow to explore the review and approval of a document using a Comala Document Management workflow.
Reporting
In-app tools track workflow document activity on pages with an applied workflow
across pages in a space using the Document Report
for an individual page using the Document Activity report
Configurable page reporting macros can be added to pages to create custom dashboards for your teams
Appfire blog
Check out customer stories, resources, and case studies in the Appfire blog: