Overview

Comala document management workflow is a structured process that automates how documents are created, reviewed, approved, and published, ensuring consistency, efficiency, and compliance in handling documents in a Confluence space. Each workflow in Comala document management can have a different document management process to provide greater control of your document development and management.

Workflow templates

After installing the app, three bundled workflows are available in all the spaces in your Confluence site.

Basic approval workflow

A simple three-state workflow for reviewing/approving/Rejecting content.

Content expiry workflow

This workflow is designed to help keep your content fresh. The approved pages will expire after a set period of time so that they can be reviewed again.

Quality management system workflow

It is a four-state compliance review-focused workflow. Reviewers are managed in the app space settings and automatically assigned to each approval.

Workflow elements

A workflow codifies a business or compliance process into a workflow template that consists of the following workflow elements:

States

A workflow state represents the document's current status. It defines where the document is in its lifecycle (for example, draft, review, approved, etc).

Transitions

A transition is an action that moves a document from one state to another (for example, submitting a draft for review, approving, or publishing a document).

Content reviews

Content reviews (approvals) are key events in the content production lifecycle. Reviewers check the content and decide whether to approve or reject it. Based on this decision, the workflow moves the content to a new workflow state - a content review transition.

Triggers

Workflow triggers are used to add flexibility to your workflow. On a workflow event, a trigger can change the workflow state, send a custom email, or add a custom on-screen message notification for your users.

Parameters

Workflow parameters can help manage your reviewers or expiry dates for your approved pages.

Custom workflow

A custom workflow can be designed to automate document management tasks based on your organization's specific needs. Unlike predefined workflows, it offers flexibility in setting states, transitions, conditions, and actions.