Using a workflow on a page or blog post - Getting 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 status byline is added to the page indicating the current workflow state.

A user's key interaction with the workflow added to content is through the workflow popup accessed using this breadcrumb.

Content can be moved from the current workflow state to a destination state using the workflow popup - a 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 transition that 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 conte 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 content.

The workflow manages the destination state for the approval transition.

This allows 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, either

  • manually assigned by an editor when in the content review state

  • assigned by the workflow on the transition into the content review state

The avatar of an assigned user and a user who has undertaken an approval decision is 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 may 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 agree. This may 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 user 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 whilst in a specific workflow state

Content change transitions are not displayed in the workflow popup. They may be in 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 by editing a workflow to add one or more JSON triggers to a workflow.

A workflow added to a page cannot be edited on the page. A workflow can only be customized by editing a workflow in the space settings Document Management dashboard.

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 changes in the applied workflow - events and actions

Page editors can view the workflow changes 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 a 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.