How to Handle Link Redirection in New Workflow for Approved Pages in Confluence

[Youmna Alomari]

Hi, 

We are currently implementing a new workflow app to manage and approve our documentation within our space.

We have two spaces: one is the staging space for content creation, and the other is the master space for publishing content. Currently, the pages that are approved and published in the master space contain links that point to pages in the staging space instead of linking to the corresponding master pages. We recently applied the workflow, but for existing and already approved pages, the links are still redirecting to the staging space.

Is there a more efficient way to adjust the links to redirect to the page in the Master space or this can only be adjusted manually?

Thank you

[Kristian Klima · Accepted solution]

Hi @Youmna Alomari 

Which workflow app are you using? 

I have a hunch but I don't want to name the app if my hunch is not correct.

Some apps can re-factor links between the source and the target space (if the links in Source are done the right way), some cannot.

In my setup, I'm using Comala Document Approval along with Comala Publishing, the latter does re-factor the links perfectly. I also tested Space Sync for Confluence which also re-factors the links.

[Youmna Alomari]

Hi @Kristian Klima 

Its called  Workflow for Confluence.

We have a ticket opened with them. Not sure it will go.

[Kristian Klima]

Yep, I thought so @Youmna Alomari 

That app does not support link refactoring, or 'conversion' and, based what AppFox told me, it's by design. I tested the app, and it would be perfect, if it hadn't been for this feature, or lack thereof.

I hope this would change because it does not support the primary use-case of having the target space accessible to more users than the source space where the workflow is. 

Anyway... there are two possible solutions - Comala Publishing by Appfire and Space Sync for Confluence by Ricksoft. Both apps convert links properly, so your in-Source links are converted to in-Target links.

You can deploy either app them alongside Workflows - which is a great workflow app, for the record, but it adds extra complexity and a manual action.

First, you would trigger the initial sync (push from the Source (workflow) space to the Target space manually for the whole content, then sync individual pages once they're in your final Workflow as your work on content progresses.

As I said earlier, I'm using the Comala app because I also use their Document Approval.

In your case, I'd recommend Space Sync because it can a) exclude pages with a specific label, b) auto sync content with a specific Confluence page status.

In a other words, you can 'connect' the two apps (Workflows and Space Sync) thru labels and page statuses.

Hope this helps. And I'm glad you have a ticket with AppFox - feel free to drop in my name and link to this conversation. Fixing the links conversion would push Workflows to a whole new level and increase compatibility with other apps.

[Youmna Alomari]

@Kristian Klima 

Thank you so much for the detailed explanation and recommendations! OMG, I'm glad I asked. The lack of link conversion is definitely a dealbreaker for us too, so I’m really hoping they address this. I’ll give the ticket some time to see if AppFox makes progress on this front. If not, I’ll start exploring the alternatives you’ve suggested.

Both Comala Publishing and Space Sync sound promising, especially since they handle link conversion properly.

Thank you again for sharing your insights! Fixing link conversion would indeed take Workflows to the next level and open up much broader use cases. Fingers crossed they prioritize this soon!

[Kristian Klima]

You're welcome, @Youmna Alomari - feel free to accept my answer to mark the question as resolved. Thanks :)