Quality Management System Workflow

Importing workflows

Quality Management System workflow

_{requires v5.2.0+}

_{com.comalatech.workflow.repository.categories.label:}_{Document Management}_|_{Systems Development Life Cycle}

-

This workflow implements a QMS workflow for document management.

the workflow will be applied to content with the qms_approval label
the (stickylabel) label cannot be removed

Remember to create a Confluence group for the approvers of the controlled document and ensure that the the source space is linked to a publishing space.

The workflow can be amended to use a workflow parameter for the approval group rather than creating a specific globally managed Confluence group.

In the updated QMS workflow, e-signature process (if enabled) has been amended to require a user email and a one-time password token generated using a third party 2-Factor Authorization app.

Quality Management System Workflow

{workflow:name=Quality Management System|label=qms_approval|stickylabels=qms_approval}
    {description}
        Basic quality management workflow that includes states for both publishing and page obsolescence, and restricts the approval process to a specific Confluence group. Publishes approved pages to a separate space (Comala Publishing App required)
    {description}
    {state:Draft|approved=In Approval|rejected=Obsolete}
        {approval:In Approval or Obsolete|credentials=2|assignable=true|group=controlled_documents_approvers|rejectlabel=Make Obsolete}
    {state}
    {state:In Approval|approved=Published|rejected=Draft|updated=Draft|taskable=true|colour=#6554c0}
        {approval:Approval|credentials=2|assignable=true|group=controlled_documents_approvers}
    {state}
    {state:Obsolete|updated=Draft|taskable=true|hidefrompath=true|colour=#ff5630}
    {state}
    {state:Published|final=true|approved=In Approval|rejected=Obsolete|updated=Draft}
        {approval:In Approval or Obsolete|credentials=2|assignable=true|group=controlled_documents_approvers|approvelabel=In Approval|rejectlabel=Make Obsolete}
    {state}
    {trigger:attachmentschanged}
        {set-state:Draft}
    {trigger}
    {trigger:statechanged|state=In Approval}
        {set-restrictions:type=Edit|group=confluence-users}
    {trigger}
    {trigger:statechanged|state=Draft}
        {remove-restriction:type=Edit|group=confluence-users}
        {remove-label:qms_obsolete}
        {set-message:style=error}{set-message}
    {trigger}
    {trigger:statechanged|state=Published}
        {publish-page}
    {trigger}
    {trigger:statechanged|state=Obsolete}
        {set-restrictions:type=Edit|group=confluence-users}
        {set-label:qms_obsolete}
        {set-message:style=error}This page is *obsolete*{set-message}
        {publish-page}
    {trigger}
{workflow}

QMS Workflow State	Outline Description

QMS Workflow State	Outline Description
Draft	only members of the Confluence group controlled_documents_approvers can approve, using user email and a one-time password token (if enabled) if more than one member assigned to the group, all they all must approve if approved, transitions to In Approval if rejected, transitions to Obsolete page can be edited
In Approval	same approval, only members of the group can approve, using user email and a one-time password token (if enabled for the workflow) if more than one user is assigned as members of that group, they all have to approve page cannot be edited if approved, transitions to Published if rejected, transitions to Draft editions transition to Draft tasks can be added
Published	the page is published to the target space using Comala Publishing restrictions still apply editions transition to Draft it could transition to In Approval or to Obsolete
Obsolete	qms_obsolete label is added page cannot be edited page is published to the target space using Comala Publishing to transfer the new Obsolete state to the published space restrictions and labels are copied to the page in the target space. tasks can be added on-screen message is displayed "This page is obsolete". An alternative to including an on-screen message also in the published page in the target space, is to use the macro include-segment.

This workflow includes workflow parameters. When applying a space workflow

a parameter reference value may only be available for use by the workflow after a workflow process, such as a transition, occurs. For example, the initial state should not include the use of the parameter reference value for a due date or pre-assigned reviewers for approvals to avoid blocking your workflow. Alternatively, you can choose to Initialize states when applying a space workflow
the parameter value is retrieved from the space parameters dashboard on first application of a workflow to a page or blog post. This value may be different to the value used in the workflow template