--- title: "Apply a workflow to a document" canonical: "https://support.appfire.com/space/CDCCL/2555347563/Apply%20a%20workflow%20to%20a%20document" format: markdown --- > Macro (aura-html) ## Overview Comala Document Control workflows help you manage document review and approval. ![image](media://fbdcaffb-719b-458e-89c9-cd4a2ba4e28d) The [Basic Approval Workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630986093) included with app, consists of three states - **Review** - **Rejected** - **Approved**** ** There is one or more transitions from one state to one or more of the other states. The workflow manages the document approval process, with documents moving from one state to another as your editors edit, review, and approve the content: - **Review** state - A state for draft content - Requires one or more users to approve or reject the page or blog post content - You can manually assign one or more reviewers - If more than one reviewer is assigned, all the reviewers must agree on the approval decision to complete the approval - **Approved** state - A state for the final content that has been approved - If this content is updated, the workflow automatically moves back to the **Review** state > ℹ️ Only one workflow can be active on an individual page or blog post at any one time. Comala Document Control for Cloud includes three workflows: - [Basic Approval Workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630986093) - [Content Expiry Workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629608558) - [Quality Management System Workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631177774) Each workflow has different - Workflow states (milestones) - Transitions from one state to another state (process routes) - Content review activities (approval and review process) The **Content Expiry workflow** builds on the basic approval workflow**,** adding more states and transitions, setting an expiry period for approved content. The **Quality Management System workflow** adds further states, different content review processes, including the automatic assignment of reviewers for the approvals, to provide greater control of your document development and management. ## Adding a workflow to a document You can add a workflow to your document (page or blog post), either as a: - [Page workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629573904) - workflow is applied individually to each page or blog post - [Space workflow](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631114219) - across to all the pages and blog posts in a space ## Page workflow A a page editor can add a page workflow to a page or blog post on a page-by-page basis using the - **Add Workflow** byline on the page, or ![image](media://8e996a7e-471a-4f6b-9d59-84ec4a48b7c8) - **Add Page Workflow** option in the page tools menu ![image](media://8e9f81c4-d442-4242-a26b-98d9a177d95c) Once the workflow is added and applied to a page or blog post, it defines the document as approved or in draft, depending on the workflow state Pages with an added workflow have a [workflow state byline](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629971180) added to the page subtitle, which displays the current workflow state. ![image](media://d6184340-e1d8-4492-b8cc-5e7ff4e5f191) If the content has previously been approved, an added **View approved** byline link to the last approved version. ![image](media://2a6f6847-0d66-43ee-94c3-905e1942f348) As an editor, your key interaction with the workflow added to a page is through the workflow state dialog box, which can be accessed using the workflow state byline. ![cdcc_workflowpopup_reviewstate_cew_wf.png](media://c6750788-8583-44ff-b6ee-2cd4bf0427f9) The [workflow state dialog box](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631472518) displays the options for moving the workflow from the current state to one or more destination states. Some states have an approval. A reviewer decides whether to approve or reject the state, and the workflow manages the transition based on this approval decision. For example, the **In Approval** state in the Quality Management Systems workflow includes an approval. Revuiewers are preassigned by the workflow, and by deafult must authenticate their identity before undertaking the approval. ![image](media://48ee735a-9f03-4063-aba7-9f353217fcf2) The dialog box includes a workflow progress tracker bar. Move your pointer over this to view the workflow states. > 📝 View-only permission users can see the workflow state byline and open the workflow state dialog but the dialog box items are inactive. ## Space workflow A space administrator can apply a workflow to all the pages and blog posts in a space. To apply a space workflow - Navigate to the app space settings - Activate a workflow in the settings ![cdcc_spacedocumentcontroldashboard_contentexpiryworkflow_active.png](media://00f7f083-e9bc-47a6-a527-20e6f957e109) When there is no current page workflow applied to a document, the space administrator can - Select the **Add Workflow** breadcrumb on a page - Choose the **Add Workflow to this Space** option ![image](media://31745e23-0252-4fa0-9dc3-84e8062d71e8) This opens the app space settings. When a workflow is applied as a space workflow, it overrides any existing page workflow on a document in the space. Editors are unable to add or remove workflows for individual pages, facilitating central content management. ## Reporting The app includes [in-app reporting tools](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629970361), including: - **Document activity report** that displays workflow events and activities on each page or blog post ![image](media://f709cae5-a81a-4708-b2f4-556065ae9f08) - **Space document report** that displays workflow-related information for all pages and blog posts in the space with an applied workflow ![cdcc_documentreport_withcontentexpiryworkflow.png](media://6de1890a-2426-41ca-9942-c75ebe15130d) The app also includes several page report macros. ## Related pages - [https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629573904](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629573904) - [https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631114219](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631114219) - [https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631177568](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631177568) - [https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629970361](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/629970361)