workflows in confluence

[Ralf Schmelter]

Hi, how can I activate to use a workflows in confluence? Do I have to buy an extension? Best Ralf

[Kristian Klima · Accepted solution]

Hi @Ralf Schmelter 

You have several options, hope that one will match your needs :) 

Option one

For basic workflows, you can use Confluence 'Page status' feature. It doesn't do much but it can provide a basic information about ... the page status. Statuses are customizable.

You can think of page statuses as labels that appear on top of the page.

https://support.atlassian.com/confluence-cloud/docs/add-a-status-to-your-page-or-blog/

Having said that... there are apps that can use a specific status as a cue to perform an action, and THEN you can use Statuses as a de-facto active workflow tool.

Also, in Premium and Enterprise Confluence, you can use statuses to trigger automation rules.

Option two

Confluence Live Edit mode (currently in beta) treats any page as a viewable draft until the page is Published/Updated. It can perform the workflow function.

Option three

Comala Document Approval - it's the simples possible workflow app - Review/Approved with Review being automatically applied to new pages. 

We're using this app.

Option four

A full fledged workflow app (two more Comala Apps, B1nary's Breeze, AppFox's Workflows for Confluence.

Option five

Use different app for basic workflow. I mentioned Page Status feature. An app called Space Sync for Confluence does exactly what it says - it sync content between two (or more) spaces.

The idea here is to use one space for your drafts (Source), then, when the page is finalized, you sync it to another space (Target). Target will have broad permissions but read only. Source will have permissions for people who can edit and no viewing permissions for others.

The cool thing that Space Sync can use Page Status to trigger syncing of a page.

Note: What's important to realize is that workflow apps typically work with publishing, syncing apps or deploy the two-space method to separate your working area, Space where the workflow happens, from the Space where content is consumed.

[Ralf Schmelter]

Hi Kristian, thanks very much for your help! I think I used the wrong term and I am very sorry for this: I am looking for a flow chart possibility (not work flow --- sorry for that) something that can be done with MIRO but ideally everything is in Confluence.

[Kristian Klima]

Oh :D 

Maybe you can use Whiteboards? Offers similar functionality to Miro...

Now what do I do with my ever so elaborate answer? :)  Why, I turn it into a blogpost!

[Yulia Lenina _AppFox_]

Kristian, thanks for mentioning our app, Workflows for Confluence (by AppFox)! It's a full-fledged indeed, with multistage customized workflows, drag-and-drop workflow builder, official versioning, automatic cross-publishing to different spaces, and much more!

[Kristian Klima]

@Yulia Lenina _AppFox_ 

I wrote the article ;) 

[Yulia Lenina _AppFox_]

Wow, what a speed:)

[Matteo Gubellini _SoftComply_ · Accepted solution]

Hello @Ralf Schmelter 

There are several Apps that have workflows and electronic signatures. Depending on the specific application you may want to look into different ones.

Are you looking for generic workflows for pages, with or without signatures, or something more complex for regulated industries?

Matteo

[Ralf Schmelter]

Thanks Matteo. just a generic one for pages is enough.

[Ralf Schmelter]

Do you have a add-on recommendation?

[Ralf Schmelter]

I just want to display a flow of tasks - nothing fancy

[Matteo Gubellini _SoftComply_]

Then Comala will definitely do.

Matteo

[Utkarsh Agarwal · Accepted solution]

Hi @Ralf Schmelter 

Welcome to the community!

Confluence doesn't have native support for workflows like Jira does. While you can use basic features like page restrictions and comments for simple processes, they don't offer full workflow functionality.

For more advanced workflows, you'll likely need an add-on from the Atlassian Marketplace. One of the popular options include:

• Comala Document Management: Provides customizable workflows for page approvals, reviews, and publishing.

Alternatively, you can integrate Jira with Confluence to leverage Jira's workflow capabilities while using Confluence for documentation.

For basic workflows, no extension is required, but for more advanced features, an add-on is necessary.

Kind Regards
Utkarsh

[Ralf Schmelter]

Thanks Utkarsh, How do I activate basic workflows in confluence?

[Ralf Schmelter]

Sorry for the confusion I meant a flow chart option not workflow - sorry for that @Utkarsh Agarwal

how is this possible with confluence

[Matteo Gubellini _SoftComply_]

For flowcharts then draw.io. But they are just drawings, they do not have any "task" associated to them (afaik).

Otherwise Jira can do workflows too.

What exactly are you trying to achieve? Can you make an example?