Using a workflow on a page or blog post - Get started
Using a workflow on a page
A Comala Document Management workflow helps you manage the review and approvals process for pages and blog posts in a Confluence space.
When a workflow is added and applied to a page or blog post, the workflow automatically defines the page or blog post in the initial workflow state.
A workflow state byline is added to the page, indicating the current workflow state.
The key interaction of a user with a workflow added to content is through the workflow popup accessed using this state byline breadcrumb.
Documents can be moved from the current workflow state to a destination state using the workflow popup - a transition.
In some states, when you undertake the Approve or Reject decision for an approval, the workflow actions the transition to the destination state.
In other workflow states, the user can be required to manually choose the destination states and then action the transition.
A single workflow state can be set as the final state for the content.
The page or blog post in the final state is usually your approved content for wider audience consumption.
Transition from one workflow state to another
There are several different types of transition that can occur from the current state to a destination state. These transitions can be
Content review transition
The transition is based on one or more user approval decisions (approve/reject). When the workflow state has been configured with a content review (an approval), the workflow popup includes the approval buttons - Approve and Reject.
a user (with edit permission for the page) can review the content and choose to Approve or Reject the document
the workflow manages the destination state for the approval transition
This lets the user who acts as the reviewer to focus on the approval decision.
The content review can be configured to assign one or more users as reviewers. Reviewers can be
manually assigned by an editor when in the content review state
assigned by the workflow on the transition into the content review state
The avatars of assigned users are displayed in the workflow popup.
If more than one reviewer is assigned, then, by default, all reviewers must agree on the approval decision for the workflow transition to occur. A reviewer can change their approval decision until a transition occurs from the content review state.
A minimum number of reviewers can be set, and the approval transition occurs when the minimum number of reviewers agrees. This can be less or more than the number of assigned reviewers.
User transition
You can create a workflow that includes a transition from a workflow state that requires the you to select the destination state using the workflow popup.
Content change transition
Other transitions can be actioned automatically by the workflow for example,
on updating the page or blog post
on the expiry of a due date for the page or blog post while in a specific workflow state
Content change transitions are not displayed in the workflow popup. They can be added to a workflow state with other transition options, such as a user transition or a content review transition.
Workflow event transitions
Transitions can also occur based on other workflow events. These transitions can be set to occur as an action for a workflow trigger listening for the event.
A workflow added to a page cannot be edited on the page. A workflow can only be customized by editing a workflow in the app space settings.
These are custom transitions. They are not visible in the workflow popup, but when they occur, they are recorded in the workflow events and actions for each page and blog post.
Reporting workflow events and activities in the applied workflow
Page editors can view the workflow events and activities for each page using the Document Activity option from the page tools menu.
the Document Activity Report shows the current workflow events and actions on a page or blog post
In addition to the document activity report for the page, the Document Report option in the Confluence sidebar menu displays the current status and progress for pages with an applied workflow in the space, including workflow events and actions.
Add the included report page macros to your pages to create your own dashboards to keep your team informed.