Comala Document Management workflows - Getting Started
Overview
Comala Document Management for Cloud has the choice of three installed workflows.
One or more custom workflows can be created or added to each space.
Each workflow has a different document management workflow process to provide greater control of your document development and management.
Workflow application
On installing the app the bundled workflows are available in all the spaces in your Confluence site. These are listed
as a space workflow in the space document management dashboard
as a page workflow in the workflow picker on the page or blog post
A workflow can be added and applied either to
an individual page or blog post on a page-by-page basis (page workflow)
all the pages and blog posts in a space (space workflow)
A workflow applied to all the pages and blog posts in a space is the workflow that is enabled in the document management dashboard. Edits to the active workflow in the document management dashboard are applied to all the pages and blog posts in the space.
A workflow added and applied on a page-by-page basis is a copy of the chosen workflow and once it is applied to a page, the workflow on the page is unique. Edits to the original workflow do not change the workflow added to the page. The updated workflow must be applied as a new workflow to each page or blog post.
Only one workflow can be active on an individual page or blog post at any time. An active space workflow takes precedence over any page workflow applied to a page or blog post on a page-by-page basis.
Space document management dashboard
A space administrator can manage and apply a workflow to all documents in a space using the space settings Document Management dashboard.
The document management dashboard by default, displays the workflows included on installation of the app.
These bundled workflows are appended with a TEMPLATE lozenge. They cannot be overwritten but a copy can be created n the dashboard and this copy edited.
The Actions options
View detail opens a dialog box displaying a description and visual flowchart of the workflow
Duplicate opens a dialog box to create a copy of the workflow in the dashboard
Enable and apply the space workflow to all the pages in the space by moving the grey slider to a blue slider.
Only one workflow in the space document management dashboard can be enabled and applied at one time. Enabling a different workflow automatically disables any active workflow.
Each workflow includes different process options. These include
different workflow states and transitions allowing different process milestones and process routes
expiry due dates for approved content
options for the assignment of users to approvals as content reviewers
If there is no enabled workflow in the dashboard, a workflow can be added and applied on a page-by-page basis to pages and blog posts in the space
Custom workflows in the space document management dashboard
You can create custom workflows to manage your bespoke document management process to meet your business, team, or compliance needs.
A custom workflow is added to the space document management dashboard. To add a custom workflow you can
use the Create New Workflow button to open the workflow builder visual builder or code editor
make a copy of an existing workflow using Duplicate in the Actions options and edit the copy
Editing a custom workflow
A custom workflow added to the dashboard includes additional Actions options.
Choose an Actions option, to edit a custom workflow using
the code editor
A custom workflow is deleted permanently from a space using the Actions dustbin option.
Page workflow picker
If there is no active (enabled) space workflow in the space document management dashboard, all workflows listed in the dashboard are available to add and apply to pages and blog posts page-by-page.
To open the workflow picker, on a page or blog post
choose the Add Workflow breadcrumb
select the Add Workflow to this Page option in the popup
The workflow picker is displayed.
Scroll down and up in the dialog box to view all the available workflows in the space to add as a page workflow.
Highlight a workflow
choose View detail to display the workflow description and the visual flowchart
choose Apply to add and apply a copy of the workflow to the current page
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