Quality Management System Workflow
- Robert Alexander Marshall
A compliance review-focused workflow that requires users to authenticate their identity to sign off on document approvals.
Workflow Setup
This workflow requires you to do some minor setup for the content review in the In Approval state. On applying the workflow. you need to add some parameter values
The added parameter values are for
Users - one or more usernames of users who are required to review the content
AND/OR
Groups - one or more confluence user groups whose members are required to review the content
The entry of at least one of these values for the In Approval content review is mandatory. The values of these critical reviewers usernames or Confluence groups are stored as editable workflow parameters.
If required you can also add Confluence users and/or groups to the workflow as parameter values. These users will be assigned by the workflow as Readers to the Read Confirmation in the final state
Once at least one parameter value is added for the Users or Groups parameter you can Save the parameter values.
Initial workflow state
The workflow popup displays the content review for the initial state for the workflow - the Draft state.
This workflow does not allow users to be manually assigned to content reviews in the workflow. Any page editor can undertake the content review in the Draft state
In Approval workflow state
The content review in the In Approval state is undertaken by the users who are assigned as reviewers by the workflow. These are the parameter values added as part of the workflow setup.
These are mandatory reviewers who must undertake the approval in the In Approval state.
Reviewer authentication - e-signature
The workflow content review for In Approval state is configured to require user identity authentication using their Confluence username and password.
content review buttons are disabled until the credentials are entered
credentials are validated when the reviewer makes a decision
Only an assigned reviewer sees the workflow popup credentials prompt.
Global administrators can configure the reviewer authentication method to use the reviewer username and a signing token.
If the user has not yet set up an authentication app the workflow popup will display a prompt to set up an authentication app to generate the signing token.
Read confirmation
If enabled, the Quality Management System workflow also allows you to specify users or user groups that should be assigned to confirm they have read the published content. By deafult, the read confirmation request is added automatically by the workflow on the transition to the final state.
The readers can be assigned by the workflow or added manually in the final state using the read confirmation popup. See Read Confirmation for more detail.
Content review transitions in the Quality Management System Workflow
For each of the content review transitions
all reviewers must agree on the decision for the transition to occur
In the In Approval content review
the transition will only occur if one of the reviewers who concur on the decision is the user whose username is the stored value of the workflow parameter
if there is more than one value for the username parameter then all of these users must undertake the review (and agree) for the transition to occur
if the group parameter value is specified all members of the group must undertake the review (and agree) for the transition to occur
all reviewers for the In Approval state will need to authenticate their identity using their Confluence username and their password or signing token