Comala Document Management Datacenter | How to automatically assign a workflow using Confluence templates

1 Instructions | 2 Related articles

With Comala Document Management, you can add and apply a space workflow or global workflow by incorporating labels or sticky labels to a page.

Confluence templates can be preassigned with labels, allowing the automatic application of a space or global workflow associated with those labels to pages created using the Confluence template. This removes the need for users to manually add labels when creating new pages.

This article provides detailed information about Confluence global and space templates, helping you determine the best options for their use in your organization: How to convert a Confluence space template as a global template using the Comala Document Management App

Instructions

You must create a new workflow template associated with a label, either as a global or space workflow template. Once the workflow template is created, you can create Confluence templates with the associated label. Pages created in a space using these Confluence templates are automatically assigned the workflow template associated with the label, provided the workflow is enabled in the space

Create a Comala Document Management space workflow template or global workflow template associated with a label
1. To create (or edit) a space workflow template:
  1. Go to the Confluence Space > Space Tools > Document Management > Document Management
  2. Choose + Add Workflow (or choose Edit with Builder to edit an existing workflow)
    
    _{Edit an already existing space workflow with the workflow builder editor or add a new Workflow}
  3. Add a label
    
    _{Adding a label to a space workflow}
    
    _{Markup editor view of a space workflow template with a content label filter added}
    
    _{Space workflow}_{Test Workflow}_{with the label named}_label
2. To create (or edit) a global workflow template:
  1. Go to the Confluence Administration > General Configuration > Document Management > Global Workflow Templates
  2. Choose + Create Workflow (or use the ellipsis menu option to edit an existing workflow using workflow builder)
    
    _{Global Workflow Templates screen}
    
    _{Adding a content filter label in the global workflow}
    
    _{List of global workflows in the Confluence Administration view}
    
    _{Markup editor view of a global workflow template}
3. Once the global workflow is created and enabled in the Global Workflows Templates screen, you can see it in all the Confluence spaces by going to Space Tools → Document Management → List - Page Workflow Templates
  
  _{Page Workflow Templates screen - global workflow templates available to add as a page workflow in a space}
  
  Labels are not used when applying a workflow as a page workflow. For the label to function as a filter when assigning a workflow, the global workflow template must first be added to the Space Workflow Templates screen in the space and assigned across the space.
4. Add the global workflow template to the current Confluence space
  1. Go to the Confluence Space > Space Tools > Document Management > Document Management
  2. Choose + Add Workflow
  3. Select a workflow in the Add workflow dialog box and choose Next
    
    _{Selecting a global workflow template to add to the Confluence space}
  4. Choose Link to Global Template or Copy as Space Workflow
  5. Apply to add the workflow to the space workflows dashboard in the space
    
    _{Add a global workflow template and retain the link to the global workflow}
    
    _{Global scope workflow and space scope workflow example}
    
    Adding a global workflow template while retaining its link to the global template is displayed as having a global scope and cannot be edited within the space. However, adding a global workflow template as a copy assigns it a space scope, allowing it to be edited within the space.
Once the space workflow or global workflow has the desired label associated, you can modify or create a new Confluence space template or global template:
1. To create and use a Confluence space template:
  1. Go to your Confluence Space > Space Tools > Content Tools > Templates
  2. Choose Create New Template (or Edit an already existing template)
    
    _{Editing or creating a new Confluence space template}
  3. Add a label to the template
    
    _{Adding the label named}_label_{to the Confluence template}
  4. After creating or editing the space template, you can access it from the ellipsis menu beside the Create button in the Confluence navigation bar. However, this template is only visible when accessing the Confluence space where it was created
    
    _{Selecting the space template that has the}_label_label
  5. Once the page is created using the Confluence space template, the Comala Document Management workflow associated with this label is automatically assigned
    
    The workflow template must be enabled in the Space Workflows screen.
    
    _{Page with a Comala Document Management space workflow assigned automatically using the label}_label
2. To create and use a Confluence global template:
  1. Go to the Confluence Administration > General Configuration > Global Templates and Blueprints
  2. Choose Add global page template (or edit an already existing global template)
    
    Global page templates and blueprints configuration
    
    Adding the label ‘label-global’ to a Confluence Global Template.
  3. After creating or editing the global template, you can access this template from the ellipsis beside the Create button in the Confluence navigation bar, regardless of the space you are working in.
    
    _{Create a page using a Confluence Global Template that includes the}_label-global_label
  4. Once a page is created using the Confluence template, the Comala Document Management workflow associated with this label is automatically assigned.
    
    The workflow template must be enabled in the Space Workflows screen.
    
    _{Page with a Comala Document Management global workflow assigned automatically using the}_label-global_label