Quality Management System Workflow

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Quality Management System workflow

requires v5.2.0+

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

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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