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Comala Approval due date

iurii.turlovich

Hello! I would like to know if in Comala Document Control it is possible to set up a due date for approval. As in, I created a new document, approved it as author, then assign reviewers and I need these reviewers to approve the document within next 3 days (for example).

Would it be possible with current Comala functionality?

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Dave Mathijs

Hi @iurii.turlovich welcome to the Atlassian Community!

To my knowledge, you cannot. Expiry dates only work the Approved state, not on the Review state.

And even if you could, what would happen if the approver(s) didn't approve within the next x days?

Stefano Galati

Hello @iurii.turlovich

Yes, in Comala Document Control, you can set a due date for approval in your workflow. Here's how you can do it:

When setting up your workflow, you can include an expiry date for each state. For example, when a document enters the "Review" state, you can set it to require approval within a specific period, such as three days as per your question
Use the set-state-expiry macro to specify the due date within the workflow configuration. This macro allows you to define the period after which the state should expire and trigger the next action.

Here's a basic example of how you can set this up in the workflow markup:

{trigger:statechanged|state=Review}
    {set-state-expiry:duedate=3d}
{trigger}

BONUS: you can also configure triggers to send reminder emails to reviewers if the document is not approved within the set time frame

Let me know if you need further assistance with setting this up!

iurii.turlovich

Hello! Thank you for your reply. Answering your question, I would send just send a reminder to approvers or even better if an approver would receive an automatic email with a reminder. I need this feature to standardize the approval process by giving it fixed timelines so we can avoid situations when a finalized document stays in "in approval" or "draft" states for long periods of time.

Dave Mathijs

Looking at the Notifications page of the Comala Document Control Cloud app, this is not featured. Don't hesitate to contact the app vendor with your question.

Stefano Galati

I read your answer to @Dave Mathijs reply and I would like to add something:

You can definitely set up automatic reminders for approvers in Comala Document Control to ensure the approval process stays on track. You can configure the workflow to send automatic email reminders when a document is in the "In Approval" state for a specified period. Use the stateexpired trigger to send reminders.

Here an example of what you asking for whitin an implementation of an escalation process:

{trigger:statechanged|state=Review}
    {set-state-expiry:duedate=3d}
{trigger}

{trigger:stateexpired|state=Review}
    {send-email:user=@approvers@|subject=Approval Reminder: @pagetitle@|message=This is a reminder that the document @pagetitle@ is awaiting your approval. Please review it as soon as possible.}
    {set-state:Escalation}
{trigger}

{trigger:statechanged|state=Escalation}
    {send-email:user=manager@example.com|subject=Escalation Notice: @pagetitle@|message=The document @pagetitle@ has not been approved within the allocated time and is now escalated for further action.}
{trigger}

With these steps, you can standardize the approval process and ensure documents don't linger in "in approval" or "draft" states for too long.

iurii.turlovich

Hello! Thank you for your reply. Will discuss it with our IT department.

Dave Mathijs

Thanks @Stefano Galati , I didn't know this, thanks for the explanation. I thought it was only possible with Comala Document Management.

Jamie Esker _Appfire_

@Stefano Galati Unfortunately, Dave is right. This is only possible in Comala Document Management. Parameters can be set in approved status in Control, but workflows cannot be customized otherwise. We have a handy doc that shows the differences between the apps.

iurii.turlovich

Hello! Could you please elaborate where to input this code?

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