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Overview

Excerpt
nameworkflowparameters_use_rationale

Workflow parameters allow you to add dynamic information and parameter values to your workflow  – they are placeholders for information that's located somewhere else.

One or more editable workflow parameters can be added to a workflow. Their values can be changed at space level. Each time the workflow parameter is encountered by the workflow, for example in a trigger action,  the value at that moment in time will be retrieved.

Excerpt
nameworkflowparameters_use_example_short_desc

Workflow parameters can be used to manage your reviewers or expiry dates for your approved pages. This allows your workflow to dynamically adapt to changing situations - for example, using a workflow in different spaces each with different team members that must be added as reviewers.

Where can they be used?

You can use parameter references in the following situations

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You can use a user workflow parameter to manage the reviewers for your workflow approvals.

Excerpt
nameworkflowparameters_example_reviewers

In

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a workflow, we have created the user workflow parameter named Team_Reviewers.

Editing a user parameter used as a placeholder for approval reviewers with workflow builderImage Added

  • it has been created with a value that is the users Suni and Matilde

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In the Approval content review, we simply add the name of the workflow parameter as reviewers.

Here we have used the workflow parameter to set all the reviewers that have to approve.

editing an approval using workflow builder to add reviewers using a workflow parameter as a value referenceImage Modified

The workflow parameter name is added enclosed in the @ symbol.

Info

Once the workflow parameter is added to the workflow, it will appear as an option in the dialog box when typing "@Tea…"

When the workflow is applied to the content, the value(s) of the @Team_Reviewers@ workflow parameter is added to the workflow popup as the users who must undertake the content review.

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The value of the workflow parameter can be changed in the space settings Document Management dashboard by a space admin using the Set Parameters button.

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The Set Parameters button is only displayed if the displayed workflow in space workflow configuration includes at least one workflow parameter.

Choose Set Parameters to display all workflow parameters in a dialog box.

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The changed value will be used by the workflow when it next encounters the workflow parameter, for example when the workflow is applied to other content across the space.

This allows the same workflow to be used in different spaces with different values for the reviewers for the approval.

Tip

You can add an additional workflow parameter for each different team of reviewers. This allows you to manage your review teams locally changing the values for the workflow parameter (a user type or group type workflow parameter) for each space without the need to create a different workflow for each space.

If the workflow is added as a page-level workflow to an individual page, the value of the workflow parameter can be edited using the page tools menu option, Manage Workflow Parameters.

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