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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?

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 using the applied workflow transition to the final state

• workflow trigger publishing - using a workflow trigger containing the publish-page trigger macro

Final state publishing

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

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"}
	]}
]

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

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 Comala Publishing dashboard

  • 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

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 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.

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

• draft workflow state Review

• publishing state NEW

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

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

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.

• What is published?

• What is not published?

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 electronic signatures 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 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 Comala Document Management Cloud 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.

• TwelveSec

• Neurotrack