Draft and approved approval states

Overview

When applied to a page, Comala Document Approval creates a distinction between the document in a draft workflow approval state (Review and Rejected states) and the document in the Approved workflow approval state.

the Approved state is defined as the approved (or final) state for the document
a document in other states is considered as draft

Draft states and the approved state

When the Comala Document Approval app is added and applied to the content, the initial approval state is Review. The document is considered to be in a draft state.

There are two draft states in the approval workflow.

Draft States

Draft States

The Review state

this is the initial state in the approval workflow and is the state set by default when adding the approval

The Rejected state

a document in the Rejected state has undergone an approval process and has been rejected

Both the Review and the Rejected state contain a content review. When the document is in one of these states, a user can choose to approve or reject the content.

When a document is approved, the applied workflow transitions it to a third approval workflow state - the Approved state, which is the final state.

Final State

Final State
	the Approved state is defined as the approved published (final) state for the approval workflow a document in the Approved state has undergone an approval process, and one or more users have approved the content when the Approved document is edited and published (updated), a new version is automatically created in the Review state

Your document can only be in one of the approval workflow states at any one time. However, both the last approved version and the current draft version in either the rejected or Reviewed state can be viewed.

Adding or removing a label or attachment does not cause a transition, as there is no version change for the content. The approval workflow sees only editing and publishing the document as an update, which causes an approval workflow transition.

Page sub-title status links

If the content has previously been published but is currently in a draft state, you will see the View approved link on the page.

The second link View approved takes you to the last approved version of the page.

The content state byline link with the state name and state indicator circle denotes the current draft version approval state.

Similar breadcrumb links are displayed if you view the current Rejected state and there is a previously approved version.

A user with view-only permission is able to access the byline links on the draft document version in either the Review or Rejected state to view the latest approved version (if present).

In the Approved state, the content state byline includes a link to any draft state that is pending approval.

If a user is viewing a version that is different from the currently approved version, a link allows you to compare the approved versions.

If you want users with view-only permission to view only the latest approved version of your content, you can use Comala Document Approval together with Comala Publishing Cloud to publish your pages (but not blog posts) in a different space on your cloud site.