Applying a Comala workflow to pages in a target space
Overview
A workflow can be added to pages in a space configured as a target space for publishing using one of the Comala Document Management family of apps.
Publishing a page to the target space creates a new page version in the target space.
The publishing action does not include any properties for a workflow applied to the source space content.
When a Comala workflow is enabled and applied as a space workflow for all the pages in a target space
Publishing a page for the first time |
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Publishing a previously published page | If the current state of the workflow on the target space page includes an Updated transition
If the current state of the workflow on the target space page does not include an Updated transition
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Publishing sync status and workflow state
The current publishing sync status for a page does not change if the target space applied workflow
changes state (unless this is as a result of an Updated transition)
has reviewers assigned/unassigned to an approval
has reviewers approve/reject the page
state due date expires or is changed by a user
Publishing a page will not remove document activity on the target space page.
When a Comala workflow is applied to the target space, you may need to disable the copying of content properties in the source space settings Publishing dashboard.
Example - target space page workflow and sync status behavior
For example: we have a source space A that publishes to an empty target space B.
Space B
has a workflow applied (this can be a workflow from any of the three Comala Document Management family of apps)
The following custom workflow (created in Comala Document Management) is enabled at space level.
When publishing a page from space A to space B, we are initialising the state of the target page to the initial state of the workflow applied to that target page.
For each subsequent publishing of a source page, the workflow state of the target page will remain as it was when first published, unless the current workflow state at the time of the publishing action has an Updated transition.
In our example workflow the Review state and the Approved state each have an Updated transition.
Example actions | Example target space page workflow activity and publishing status | |
|---|---|---|
| 1 | New page created in source space A named Page and published to target space B |
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| 2 | Target space page Page in target space B is submitted for review to workflow state Review |
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| 3 | Page in target space B in workflow state Review is approved by one assigned user (out of three assignees) |
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| 4 | Edit source space page Page in space A
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Publishing change of status does not affect the workflow unless there is a page update on the target space page, for example publishing a page from the source space. |
| 5 | Page in target space B in workflow state Review is approved by all assigned reviewers |
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| 6 | Edit target space page Page in space B in Approved state |
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| 7 | Publish source space page Page from space A to target space B |
Publishing is recognized as a page update in the target space, the workflow does not have an Updated transition in the Draft state. |
| 8 | Target space page Page in target space B is submitted for review again to workflow state Review |
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| 9 | Edit source space page Page in space A |
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| 10 | Publish source space page Page from space A to target space B |
Publishing is recognized as a page update in the target space, the workflow has an Updated transition in the Review state that listens for this event and transitions the workflow. |
Publishing the source space page only causes a change in the workflow applied to a target space page when the current applied workflow state includes an Updated transition.
In our example above, only the Review state and the Approved state have an Updated transition.
A Comala workflow can be applied in the source space and can be used together with Comala Publishing to publish pages using a workflow event - on transition to the final state or on a workflow trigger event.