---
title: "Implement a system for tracking and sharing information"
canonical: "https://support.appfire.com/space/CDMC/2193657354/Implement%20a%20system%20for%20tracking%20and%20sharing%20information"
format: markdown
---
> Macro (aura-html)
[USE CASE]
Automated Confluence workflows keep organizational knowledge accurate, up-to-date, and accessible to users while reducing the administrative burden on content creators and administrators. This enhances knowledge sharing while improving organizational efficiency and decision-making.
## **What are the ways teams benefit?**
> ℹ️ **Automating document lifecycle management will reduce time and effort **spent on manual tasks, enabling your team to focus on other responsibilities, such as customer service.
> ℹ️
> ℹ️ **Inspire innovation **by creating a collaborative culture where users can track document changes and be notified when input is needed. This promotes collaboration and teamwork, leading to new ideas and solutions.
> ℹ️
> ℹ️ **Preserve organizational knowledge **by ensuring critical information is documented, organized, and accessible in a central repository. This will ensure that important information is always available, even when key employees leave or change roles.
---
## Document review and approval
Comala Document Management enables you to create automated document review and approval workflows in Atlassian Confluence. This provides clear visibility into the documentation lifecycle status, so your knowledge workers see
- which pages are approved
- which are in progress
- which pages need attention
This increases the accuracy of documentation and reduces the risk of misinformation.
You can define the** roles and responsibilities of different users** in the workflow, set deadlines, and track progress.
For example, you might set up a workflow requiring your support manager to review and approve the knowledge base article or response before sharing it with the client.
Once pages have gone through the review and approval process provided by the Comala Document Management workflow, the [Comala Publishing Cloud app](https://marketplace.atlassian.com/apps/143/comala-publishing?hosting=cloud&tab=overview) can automatically publish and sync the approved content to a target space for your published pages. User permissions in the target space can be managed to provide clients or the audience with access to the approved content.
---
## Workflow for tracking and sharing info - onboarding workflow
> ℹ️ The [Onboarding](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2192869918) use case, **Implement a system for tracking and sharing information,** includes a link to apply the following workflow to all the pages in a space.
> Macro (excerpt)
>
> The **Workflow for tracking and sharing information** is designed to track and share information through a simple document lifecycle, making it ideal for straightforward approval processes with minimal configuration.
>
> 
>
> Documents move through four states:
>
> - **Draft**
> - **Review**
> - **Approved**
> - or **Rejected**
>
> After creation, documents are sent for review, where assigned reviewers can approve or reject them. Once a document reaches its final state, all page restrictions are automatically removed.
>
> If the [Appfire Comala Publishing app](https://marketplace.atlassian.com/apps/143/comala-publishing?hosting=cloud&tab=overview) is configured, approved documents are automatically published to the target space
> ℹ️ Select **Apply this workflow** in the [Onboarding](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2192869918) use case to select a space and apply the workflow to all the pages in that space.
You can also use the [Onboarding Get Started](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2192869918) feature to apply the introductory **Get Started - Quick Approval workflow** to explore the review and approval of a document using a Comala Document Management workflow.
---
## Reporting
In-app tools track workflow document activity on pages with an applied workflow
- across pages in a space using the [Document Report](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2193033420)
- for an individual page using the [Document Activity report](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2193162907)
Configurable page reporting macros can be added to pages to create custom dashboards for your teams
- [Document approvals macro](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2192777118)
- [Document state macro](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2192677319)
- [Document activity macro](https://appfire.atlassian.net/wiki/spaces/CDMC/pages/2193097355)
---
## Appfire blog
Check out customer stories, resources, and case studies in the [Appfire blog](https://appfire.com/resources/blog):
- [Build a better IT governance framework with Confluence](https://appfire.com/resources/blog/it-governance-framework-with-confluence)
- [Optimize corporate wikis with knowledge management](https://appfire.com/resources/blog/optimizing-corporate-wikis-with-knowledge-management)
- [Integrated Document and Knowledge Management: A Dynamic Duo](https://appfire.com/resources/blog/integrated-document-and-knowledge-management-a-dynamic-duo)
---
> ℹ️ ## ***Disclaimer***
> ℹ️
> ℹ️ *[Appfire](http://www.appfire.com/)** does not claim compliance or certification of any of our tools. In addition to taking advantage of technical elements, compliant systems must implement procedural and administrative controls.*
> ℹ️ *The **[Appfire Trust Centre](https://trust.appfire.com/)** has the latest information on the security, privacy, and compliance of our uniquely positioned products and services.*