--- title: "Quality Management System Workflow" canonical: "https://support.appfire.com/space/CDCCL/631177774/Quality%20Management%20System%20Workflow" format: markdown --- > Macro (aura-html) ## Quality Management System (QMS) workflow A compliance review focused workflow that has four states. - Documents - start in **Draft** - transition to **In Approval** - then to **Approved **for published content The fourth state **Obsolete,** is used to indicate that the document is retired - no new versions are expected This workflow uses an [e-signature process](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630985848) (user email and one-time password authorization) for each approval - Users or group of users that are allowed to approve the **In Approval** state content can be restricted. This list is configured at space level, by the space administrators and the workflow will assign these reviewers - Assigned reviewers receive a custom email notification on the workflow transition to the **In Approval** state ## Workflow States 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. | Workflow State | Description | | --- | --- | | **Draft** | - if **no one has been assigned** to review the document then **any user** can give approval or rejection - if someone (with Confluence edit permission) has **assigned reviewers** then **only** those specifically assigned users can approve or reject - all reviewers will be prompted to enter their email and One-time Password (OTP) to complete their approval/rejection (see [OTP and e-signatures](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630985848)) - if **all reviewers** provide their approval, then the state transitions to *In Approval* - if **all** **reviewers reject**, then the state transitions to *Obsolete* | | **In Approval** | - space admins set reviewers that are required to approve the content review by **adding user and/or group values to workflow parameters** in the space tools Document Control dashboard - **reviewers assigned by the workflow** from the user and/or group workflow parameter values **must undertake the review** - workflow assigned reviewers can only be removed from the content review by editing the workflow parameter values - all assigned reviewers are required to undertake and agree on the content review decision for the workflow to transition - users who are not assigned as reviewers will not be able to access the workflow popup - all reviewers will be prompted to enter their email and One-time Password (OTP) to complete their approval/rejection (see [OTP and e-signatures](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630985848)) - if **all reviewers** provide their approval, then the state transitions to **In Approval** - if **all** **reviewers reject**, then the state transitions to **Obsolete** - any update on the document transitions it back to the **Draft** state (**updated** transition)
Assigned reviewers are emailed when the state changes to **In Approval**. These notifications are created by the workflow on a transition into the state. | | **Published** | - the **final state** - any update on the document transitions it back to the **Draft** state (**updated** transition) | | **Obsolete** | - the content of the document is obsolete - any update on the document transitions it back to the **Draft** state (**updated** transition) | > 📝 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. The **updated** transition only occurs if the content is edited and published (changing the Confluence page version). ## E-signature in the Quality Management System workflow All the approvals in this workflow (in the **Draft** , the **In Approval **and the** Published **state) require users who have been assigned to the content review to use their [email and a one-time password (OTP)](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/630985848) to confirm their identity when registering an approval. Approvals (content reviews) are 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. ![image](media://53ab623e-4f85-4dad-9e05-b84e9f6d2672) 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 need to use a time-based token generated by the authentication app each time you approve a page that requires an e-signature approval. ![cdcc_approvalpopup_esignature_email_token_elle.png](media://dd43f267-3b6a-430c-ac91-db31f01b0713) Entering the email address and token activates the approval buttons for the reviewer. These are validated when the **Approve** or **Reject** decision is made by the reviewer for the content review. ## Set approvers using space parameters> Macro (anchor) The Quality Management System [workflow automatically assigns reviewers](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631079828) to the content review in the **In Approval** state. A space admin can set the list of users or groups as controlled document approvers for the content review by choosing the **@Parameters** lozenge in the space document control dashboard. - make the **Quality Management System Workflow** active - choose the **@Parameters** lozenge ![cdcc_spacedocumentdashboard_qms_wf_active.png](media://1a9c88eb-6d98-4bf9-9859-a98439dc632d) Add users or user groups as parameter values to the dialog box. ![cdcc_parameters_edit_dialogbox_qms_wf.png](media://d1efa502-36cd-468d-8c65-ed4b00111efa) The parameter values are retrieved by the applied workflow on a related workflow event. The user values for the parameter are assigned as reviewers to the **In Approval** state review on the transition to the **In Approval** state. ![image](media://4c359cce-48ba-473d-ba2a-7f61e764fb02) > ℹ️ These reviewers undertake the final approval for the documents before reaching the final state - **Published**. All assigned reviewers must undertake the content review and agree to **Approve** or **Reject** the content for the workflow to transition. - Space workflow - [workflow-assigned reviewers](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631079828) are changed by editing the workflow parameters in the space tools Document Control dashboard - updated values for the reviewers are used on the next transition to the **In Approval** state - Page workflow - as a page workflow, [the users to be assigned to the review in the In Approval state are added as document parameters](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631079828). - values are set when initially adding the workflow - value can be amended using the **Manage Page Parameters** option in the [page tools menu](https://appfire.atlassian.net/wiki/spaces/CDCCL/pages/631374688) ## Related links ### Comala Document Control workflows > Macro (children) ### e-signatures > Macro (children)