This workflow is ideal for teams that need to demonstrate compliance with guidelines, rules, or standards. This could include ISO standards, FDA regulations, or even internal corporate standards. The workflow utilizes multiple states.
Assigned reviewers are emailed when the state changes to In Approval. These custom notifications are created by a JSON trigger added to the workflow
If a copy of the QMS workflow is saved then for the new workflow
- assigned reviewers can add (and remove) other users as additional reviewers (except those users assigned by the workflow as reviewers)
Adding or removing a label or attachment does not action the updated transition when the content is in the In Approval, Obsolete or Published state. This transition only occurs if the content is edited and published (changing the Confluence page version).
E-signature in the QMS workflow
Both approvals in this workflow is to require users to use their email and a one-time password (OTP) to confirm their identity when registering an approval.
Approvals (content reviews) will be disabled in the workflow popup until the email and a token are entered.
Reviewers are prompted to setup a personal code when they first visit a page in the content review state and access the workflow popup.
As a reviewer, to be able to electronically sign for Document Approvals you will need:
- your mobile device with a 2 Factor Authentication (2FA) app
- your email address that you use to login to Confluence
This setup only needs to be undertaken by a user once in each instance. However, the 2FA app tokens are time-limited.
You will need to use a time based token generated by the authentication app each time you approve a page that requires an e-signature approval.
If inWebo is enabled for user authentication, the workflow popup will display a request for a username and password (not an OTP token). The required password is the inWebo generated token.
All the approvals in the workflow (in both the Draft and In Approval states) in the default workflow will require each reviewer to confirm their identity using their email and a third party generated token.
The email and token are validated when the Approve or Reject decision is made by the reviewer for the content review.
The requirement for an e-signature is activated or deactivated for each individual approval in the workflow.
If the e-signature requirement is removed for either or both of the approvals (or any other changes using workflow builder) the workflow will need to be saved as a custom workflow in your space.
The QMS workflow can automatically assign reviewers to the the content review in the In Approval state.
There are two workflow parameters
- Document User Reviewers
- Document Group Reviewers
The values of these workflow parameters will be users who will be assigned by the workflow as reviewers for workflow approval in the In Approval state.
A space admin can set the values for these parameters in the space settings Document Management dashboard when the workflow is added to the space.
Choose Set Parameters button to open the Parameters dialog box.
The individual users listed (and/or users who are members of a listed group) are automatically assigned to the approval in the In Approval state.
All assigned reviewers must undertake the content review and agree to Approve or Reject the content for the workflow to transition
If any edits are undertaken for the QMS workflow in space mode and a copy is saved, assigned reviewers will be able to add (and remove) additional users as reviewers to the In Approval content review using the workflow popup.
Workflow assigned reviewers can only be removed by editing the workflow parameters in the space tools Document Management dashboard.
If the QMS workflow is applied as a page-level workflow to an individual page, the users to be assigned to the review in the In Approval state are the page parameter value(s). These values can be set when initially adding the page workflow.