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USE CASE

Comala Publishing space-to-space publishing provides a centralized space for final versions of documents to reside. At the same time, permission-based access and up-to-date messaging support internal processes needed to meet regulatory requirements and standards, for example, ISO or SOC2.

What are the ways teams benefit?

Mitigate non-compliance risk by maintaining accurate and current information that complies with required laws and regulations, avoiding fines, penalties, and legal actions. We suggest integrating with Comala Document Management to automate document maintenance and publishing.

Reduce the risk of data breaches and protect sensitive information by restricting access to authorized users and groups. Approved content will only be visible to those with permission.

Prevent errors and compliance violations resulting from outdated information. Quickly sync to the published space so authorized users have access to the latest version of a document. The sync status informs users they are viewing the most current information or if there are unpublished changes.

Different space publishing with Comala Document Management

Comala Document Management automates the document lifecycle and approves pages in the Comala Document Management workflow to a final state. The final state page can be automatically published and synced to a different space using Comala Publishing.

Different-space publishing allows you

to edit draft pages in one space on a cloud site
then publish these pages to another space (in the same cloud site)

Comala Document Management manages the review and approval of your documentation, ensuring only approved content is published. The integration with Comala Publishing then lets you control where and when approved pages are published in a different space.

When using Comala Publishing to publish pages to another Confluence Cloud space, there are two ways to action the publication process through a Comala Document Management workflow. You can publish a page by either:

Final state publishing

Once the page reaches the final state of the applied workflow, it is published. The approved page is published automatically.

cdmc_onpage_Approved_final_state_withpopup_synced_publishing_status.png

The workflow must contain a final state, but no other setup is required.

Publishing using a workflow trigger

You can use this to publish a page at any stage in the workflow. It can be configured with a number of conditions. The page is published automatically using the trigger but requires the workflow to be edited to add the trigger. It is useful for creating staged publishing actions and publishing the page at different milestones in your documentation process.

For example, the following workflow trigger publishes a page on the state change to the First Publish state in an applied workflow:

"triggers":
[
	{"event": "on-change-state",
	"conditions":
	[
		{"state":"First Publish"}
	],
	"actions":
	[
		{"action": "publish-page"}
	]}
]

cdmc_onpage_firstpublish_state_synced_publishing_status.png

If the workflow includes a final state, the page is also published on the transition to this state.

The Comala Publishing for Cloud app must be installed to enable different-space publishing.

Comala Publishing Cloud can only be used to publish Confluence Cloud pages. Comala Publishing cannot publish blog posts.

To get started

install Comala Publishing from the Atlassian Marketplace or through “find new apps” in your Confluence site
in the draft content space, your source space for publishing content, open the space settings /wiki/spaces/CDMCD/pages/614010451
- link two spaces, one as your draft source space; and one as your published target space
- configure your publishing in the source space settings Comala Publishing dashboard

Comala Publishing is designed to publish content from a source space to an empty target space! Using the space publishing option, you can undertake an initial publish and sync all pages in the source space.

Your target space is the public space for your published pages. Access can be easily managed by space permissions.

Compatible review apps

An approval process workflow can be applied to the draft pages in the source space using one of the Appfire Comala Document Management family of apps - Comala Document Management; Comala Document Control; and Comala Document Approval.

Each of these apps supports the automated publishing of a source space page to the target space by Comala Publishing on the transition to the workflow final approved state in the Comala workflow applied to the page.

install one of the Comala Document Management family apps from the Atlassian Marketplace or through “find new apps” in your Confluence site

Publishing the approved pages using Comala Publishing

Prerequisites

In the cloud site, you need both of the following apps installed

the Comala Publishing app
the Comala Document Management app

You can also use the Comala Document Control or Comala Document Approval app.

You must have

configured a target space for the published pages in the space settings publishing dashboard of the source space
an active Comala workflow applied to a page
- the applied workflow must include a final state
view and edit permission for both the draft space and the target space for publishing

Publishing a page occurs on a transition of the workflow on the page to the final state (the final approved state) in the workflow.

Only one state in a workflow is set as the final state.

For example, a new page created in the source space and not yet published

draft workflow state Review
publishing state NEW

cpc_sourcespace_page_draftstate_new_publishingstatus.png

Approving the page using the workflow popup

transitions the applied workflow to the final state (in our example, the Approved state)
publishes the page to the target public space
sets the publishing state to Synced

cpc_sourcespace_page_finalstatewf_synced_publishingstatus.png

A page refresh may be required to update the publishing state byline. The progress of the publishing action is also displayed.

On successful publishing

the publishing state is Synced
publishing popup displays details of the last sync

an on-screen message also confirms the page is published to the target space

Use the View published version link option in the popup or message to view the published page version in the target space

To maintain approval and publishing integrity, the space administrator can disable the Comala Publishing standalone publishing option in the app space settings. Page editors can then only publish a page by transitioning to the workflow’s final state. There is no option to publish using the publishing popup on the page.

Comala Publishing Cloud only publishes pages but cannot publish blog posts.

Although the space home page cannot be published, the home page in each linked space can simply include Confluence page macros (children; page tree) to display the pages in that space.

Compliance

Comala Publishing together with Comala Document Management includes features that enable you to enforce compliance with industry standards and regulations.

Comala Publishing use can be integrated with Comala Document Management to deliver approved and up-to-date content to designated, centralized locations for permitted audiences. Comala Document Management provides an automated review and approval process for pages in your draft source space. Comala Publishing automatically publishes and syncs the approved pages to the target published space. As a result, collaboration can continue while preserving published versions.
Comala Document Management Cloud can create /wiki/spaces/CDMCD/pages/614010435 and audit trails that provide evidence of document approval and compliance. You can also set up automatic archiving and retention policies that ensure documents are stored and disposed of in accordance with regulatory requirements.

In addition to taking advantage of technical elements, compliant systems must also implement the necessary procedural and administrative controls.

Information on how Comala Document Management and Comala Publishing can assist you with Part 11 compliance, is available in our compliance statement for FDA Title 21 CFR Part 11.

This compliance statement was originally designed for our Confluence server and data center apps. However, many of the elements for 21 CFR Part 11 translates to Confluence Cloud with Comala Document Management solution (e-signatures).

In regard to the Atlassian Confluence Cloud environment, you will need to have a controlled environment and a working environment to help satisfy 21 CFR Part 11. To help meet this we recommend the use of our Comala Publishing app together with the /wiki/spaces/CDMCD/pages/614008518 app.

Customer case studies

We have a number of our customers who use Comala Publishing and Comala Document Management as part of their review and approval document and compliance process including helping to attain FDA Title 21 CFR Part 11 in the life sciences industry.

Disclaimer

Appfire does not claim compliance or certification of any of our tools. In addition to taking advantage of technical elements, compliant systems must also implement the necessary procedural and administrative controls.

The Appfire Trust Centre has the latest information on the security, privacy, and compliance of our uniquely positioned products and services.