Applying a workflow - Getting Started

Workflow on the page

On a page with an applied workflow, page editors can view the current page progress with an added workflow byline and manage the approval process using the workflow popup.

The workflow allows you to:

  • ensure that content is reviewed and signed off

  • assign specific users as reviewers for the content reviews in the states

Only one workflow can be active on an individual page or blog post at any time.

Applying a workflow to pages and blog posts

You can add and apply a workflow to your pages and blogs in a space in two ways

A space workflow is added to all your pages and blog posts in a space using the space document management dashboard.

A space workflow allows greater central management of your content and is the recommended way to add and apply a Comala Document Management workflow for use in a production environment.

Page workflow - Add a workflow on a page-by-page basis

On an individual page or blog post (if there is no active space workflow in the space), a workflow is applied using either the

  • Add Page Workflow page tools menu option

  • Add Workflow breadcrumb on the page

  • choose Add Workflow to this Space (only displayed to a user with administrator permission) to

    • open the space document management dashboard

    • enable and apply a workflow to all the pages and blog posts in the space

  • choose Add Workflow to this Page or Add Page Workflow page tools option (displayed to users with page Confluence edit permission or admin permission) to

    • open the workflow picker

By default, the workflows included with the app are displayed. The workflow picker also displays any custom workflows added to the document management dashboard in the current space.

  • select a workflow

  • Apply to the current page or blog post

A workflow applied to a page or blog post on a page-by-page basis copies the template to the page. Changes to the original workflow template do not change the page workflow applied to the page or blog post.

Different page workflows can be added and applied on a page-by-page basis to pages and blog posts in a space only if there is no active space workflow. If a space workflow is active, this workflow, by default, is applied to all the pages and blog posts in the space overriding any existing page workflow previously applied to a page or blog post.

Space workflow - add a workflow to all pages and blog posts in a space

A space admin can add and apply a workflow to all pages and blog posts in the space using the space settings Document Management dashboard.

In the Confluence sidebar

  • choose Space settings

Under App links

  • choose Comala Document Management

The space admin applies a workflow by enabling one of the workflows displayed in the dashboard moving the grey slider next to the workflow name to blue.

The enabled workflow is added and applied to

  • all existing pages and blog posts in the space

  • automatically added to any new pages and blog posts created in the space

Only one workflow can be enabled and applied at any one time. Making a different workflow active in the space disables the existing active space workflow.

Additional workflows can be added to the dashboard as custom workflows.