Workflow elements and concepts
Overview
Comala Document Management workflows rely on the following concepts.
- Actions — Actions are macros added to a workflow trigger allowing the automation of common tasks and create custom actions such as adding labels, sending custom notifications ir setting page level restrictions in response to workflow events
- Approvals — Approvals, known as content reviews, are added to a workflow state and are used to manage the review and approval of content. One or users can be assigned to undertake the approval decision
- Conditions — Define pre-requisite conditions for approvals, select transitions, and triggers
- E-Signatures — Require users to authenticate their identity to activate and undertake an approval including the option to require use of an authentication token generated through a third-party authentication app
- Events — Events are internal notifications that can be used to trigger action macros
- Expiry Dates — States, tasks, and messages can be set to expire on a certain date or after a certain amount of time
- Labels — Automatically apply workflows, automate label management and trigger actions
- Notifications — Keep content producers informed of workflow progress.
- Page mode — In page mode, workflows are applied on a page-by-page basis, so each page has its own unique workflow template
- Publishing — Create a distinction between draft content and published content, and optionally deploy published content to a different location.
- Read confirmations — Automatically add read confirmations to your published pages and assign users as readers to confirm so you know who has read your pages.
- Roles and permissions — How Confluence roles and permissions relate to workflows
- Space mode — In Space mode, workflows are applied to all content in a space, and the templates are centrally managed
- States — Define the milestones and key stages in your workflow
- Tasks — Tasks can be created by users in a workflow state (when the state is set as taskable) or added automatically by the workflow. By default, added tasks are persistent until deleted or completed
- Templates — Workflows are stored as templates. These contain macros that define the functionality of your workflow. Workflow templates are stored at global and space level. A template can be created and edited with workflow builder and the markup editor
- Transitions — Transitions create the routes between states
- Triggers — Triggers wait for an event, then perform one or more actions.
- Value References — Value references are placeholders for values stored elsewhere. They allow you to use dynamic information in your workflow.
- Workflow Parameters — Workflow parameters can be used as placeholders for the values of users who are reviewers for approvals, duration periods for the expiry of your content, or labels to be added to your documents.
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