At aety, our mission is to unlock the potential of knowledge sharing in organizations by delivering, developing and supporting digital solutions that improve collaboration. With Comala Document Management, we can help you optimize your document management directly in Confluence. Let us take you on a journey through the benefits of this integration and show you how it can optimize your organization’s work processes.

Transition from traditional document management

Many organizations struggle with traditional EDRM systems, which are often cumbersome and inflexible. Imagine a world where your document management is as intuitive and flexible as the rest of your Confluence platform. Comala Document Management makes this a reality.

Benefits of choosing Confluence with Comala Document Management

Confluence, developed by Atlassian, is a platform designed for collaboration, documentation and knowledge sharing. When you integrate Comala Document Management with Confluence, you unlock a number of benefits that enhance your organization’s ability to collaborate and share knowledge:

Organization

With Confluence, you can create spaces and pages customized for projects, teams or business areas, making it easy to find and navigate documents.

Data structuring

Take advantage of Confluence’s hierarchical page trees, tables and rich text editing to present information logically and understandably.

Simultaneous editing

Multiple users can edit a page simultaneously and see each other’s changes live, making collaboration easier.

Integrations and customizations

Connect Confluence with tools like Jira, Trello, Google Drive and Microsoft Teams and customize the platform with custom macros and templates.

Key features of Comala Document Management

Comala Document Management adds essential document management features to Confluence, such as:

• Document History: Follow the document workflow and see who has approved the content.
• Approval workflows: Support workflows like create, edit, review and archive for structured document management.
• Expiration dates: Get notified of document revisions via set expiration dates.
• Templates: Create and use customized workflows as templates for pages and spaces.

Benefits of Comala Document Management

Imagine a workday where you can easily handle document management without having to switch between different tools. With Comala Document Management directly in Confluence, this becomes your new reality. This integration provides an intuitive and seamless experience that increases productivity and reduces the learning curve.

Effective Document Management in Public Authorities

Let’s take a look at how aety helped a major Danish public authority achieve increased traceability, reporting and record keeping. The authority was already using Confluence and needed document management with customized workflows and versioning. After a thorough analysis of their workflows, we created six customized workflows that met their specific requirements for documentation and quality plans.

These workflows included:

1. Draft stage:
   • The document is created and undergoes initial edits and additions. This stage allows free editing, where authors and contributors can work on the content without restrictions.
   • The aim was to allow team members to develop and revise the document until it reaches a level where it is ready to be reviewed by others.
   • The stage included activities such as adding and editing text and images, internal communication and collaboration on content, and backing up multiple versions to track changes over time.

2. Peer review stage:
   • The document is sent to colleagues for review and feedback. This stage acts as a quality assurance phase where the document is evaluated by people who were not involved in the original creation.
   • The aim was to identify errors, improve clarity and ensure the document meets the organization’s standards and requirements.
   • The stage included activities such as commenting and suggesting changes, authors address feedback and make necessary adjustments, the document is updated based on peer review feedback.

3. Approval stage:
   • The document is reviewed and approved by the unit manager or other authorized person. This stage is crucial to ensure that the document is compliant with organizational policies and requirements.
   • The purpose was to provide a final assessment and official approval, making the document ready for publication or internal use.
   • The stage included activities such as the unit manager reading and reviewing the document, any final changes are made, the document is officially approved and can then be moved to the final stage.

4. Final stage:
   • The document is now considered final and valid. It is available to the relevant parties and is used as the official reference.
   • The purpose was to ensure that the organization has access to the most up-to-date and approved version of the document.
   • The stage included activities such as the document being published and distributed to relevant stakeholders, any future updates will take the document back to the draft stage to go through the whole process again, update notifications are sent to users to ensure everyone is working with the latest version.

These tailored workflows ensured that the public authority could manage their documents efficiently and meet their specific needs and requirements for traceability, quality and approval processes.