Comala Document Management workflows - Getting Started
- Robert Alexander Marshall
Overview
A Comala Document Management workflow helps you manage and automate the review and approval processes for pages and blog posts in a Confluence space.
Each workflow can have a different document management workflow process to provide greater control of your document development and management. The workflow includes
workflow states and transitions for different process milestones and process routes
The example workflow in the diagram above consists of two workflow states: Review and Approved.
the milestones in your document management process are the workflow states
the process routes from one milestone to another are the workflow transitions
Applied workflow on a page
A workflow applied to a page adds a workflow state byline displayed to page editors. Editors can use the state byline to view details of the current state in the workflow popup dialog box.
Page editors use the workflow popup to interact with the applied workflow and manage the documentation process.
A workflow state can include options for the editor, such as
Approve or Reject the content as part of an approval
assign one or more users to an approval as reviewers
select and transition the workflow to another state (if no approval is present)
view and change any added expiry due date for the state
Workflows in the app
Comala Document Management has three workflows included with the app. Custom workflows can also be created or imported to each space.
Some example workflows can also be added to a space using the Onboarding Get Started and Usecase options.
Workflows included with the app
After installing the app, three bundled workflows are available in all the spaces in your Confluence site
Workflows are managed and applied in each space using the document management space settings.
Open the app space settings in a space by choosing
Space settings > Apps > Comala Document Management
By default, the document management space settings in all the spaces in the Confluence Cloud site list the three workflows included with the app.
These bundled workflows are appended with a Template lozenge. They cannot be overwritten, but a copy can be created in the app space settings, and this copy can be edited.
For each workflow, use the Actions options to
View detail - display a description and visual flowchart of the workflow
Duplicate - create an editable copy of the workflow (a custom workflow)
Custom workflows
One or more custom workflows can be created in each space to manage your bespoke document management process to meet your business, team, or compliance needs.
To create a custom workflow in a space, open the app space settings and either
choose the Create New Workflow button to open the visual builder and create a new workflow
choose Duplicate in the Actions options for an existing workflow to create a copy of the workflow and edit the copy
Onboarding workflows
The Onboarding feature includes several example workflows to help users understand the app and how to apply a Comala Document Management workflow.
In the onboarding screen:
choose the onboarding Get Started button to add and apply the Quick Approval Workflow
scroll down to the Popular use cases to apply an example workflow for a use case
choose Apply this workflow In a use case card
All the onboarding options to apply the onboarding workflow in a space have the choice of
applying the onboarding workflow
going to the app space settings to apply an existing workflow or create a custom workflow
The onboarding workflow is added to the document management space settings in the selected. It is added as a custom workflow and can be edited in the space.
In the app space settings, the listed workflows are ordered alphanumerically by workflow name.
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