Quality Management System Workflow

The Quality Management System workflow is one of three included with the app. It is a compliance review-focused workflow that requires users to authenticate their identity to sign off on document approvals.

Quality System Management workflow

Workflow setup

When applying this workflow, it requires you to do some minor setup for the content review in the In Approval state. On applying the workflow. You need to add some parameter values

The added parameter values for the reviewers are for one or both of the following

Users - one or more usernames of users who are required to review the content
Groups - one or more Confluence user groups whose members are required to review the content

It is mandatory to enter at least one of these values for the In Approval content review. The values of these critical reviewers' usernames or Confluence groups are stored as editable workflow parameters.

Edit parameters dialog box

If required, you can also add Confluence users and groups for read confirmation readers. These users are assigned by the workflow as Readers to the Read Confirmation in the final state

Once at least one parameter value is added for the Users or Groups parameter, you can Save the parameter values.

Initial workflow state

The workflow state dialog box displays the content review for the initial state for the workflow - the Draft state.

This workflow does not allow users to be manually assigned to content reviews in the workflow. Any page editor can undertake the content review in the Draft state

In Approval workflow state

The content review in the In Approval state is undertaken by the users who are assigned as reviewers by the workflow. These are the parameter values added as part of the workflow setup.

These are mandatory reviewers who must undertake the approval in the In Approval state.

Reviewer authentication - e-signature

The workflow content review for the In Approval state is configured to require user identity authentication using their Confluence username and password:

Content review buttons are inactive until the credentials are entered
Credentials are validated when the reviewer makes a decision

No transition occurs without valid credentials.

Only an assigned reviewer sees the workflow state dialog box credentials prompt.

Global administrators can configure the reviewer authentication method to use the reviewer username and a signing token generated by a third party app.

The reviewer must use an authentication app to generate the time-based signing token.

If the user has not yet set up an authentication app the workflow state dialog box displays a prompt to set up an authentication app to generate the signing token.

Read confirmation

If enabled, the Quality Management System workflow also lets you specify users or user groups that should be assigned to confirm they have read the published content. By default, the read confirmation request is added automatically by the workflow on the transition to the final state.

You can also configure the workflow to allow a reviewer to decide whether to add a Request read confirmation on the Approve decision transition to the final state.

The workflow can assign the readers, or these can be added manually when the document is in the final state using the read confirmation dialog box.

Content review transitions in the Quality Management System Workflow

For each of the content review transitions, all assigned reviewers must agree on the decision for the transition to occur

In the In Approval content review

The transition only occurs if one of the reviewers who concur on the decision is the user whose username is the stored value of the workflow parameter
- If there is more than one value for the username parameter, then all of these users must undertake the review (and agree) for the transition to occur
- If the group parameter value is specified, all members of the group must undertake the review (and agree) for the transition to occur
All reviewers for the In Approval state need to authenticate their identity using their Confluence username and their password or signing token

The users specified by the parameter are the required (mandatory) reviewers for the content review in the In Approval workflow state. For a transition to occur, they all need to undertake and agree on the content review decision. They are, in effect, quality assurance for the content review.