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Workflow History

Document Activity

To view the record of who has approved or rejected the current document select Workflow History Document Activity from the page tools menu (ellipsis menu).

All approvals and rejections together with comments and expirations will be recorded in the document workflow historyactivity.

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Info

If a user has been disabled or deleted the

workflow history

document activity will display the users username and the default avatar. The username name is the stored user display name for the instance.

The

current Workflow History the

current document activity can also be viewed by

choosing 
  • choosing the page tools

menu 
  • menu Attachments

 option
  •  option

  • choose the added Document Report

 tab
  •  tab

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The 

The Document Report

 tab

 tab will not be displayed if there is no active workflow on the

content 

content and 

workflow history was

document activity was removed/no workflow had been previously applied.

If there is no active workflow on the content

but workflow history was retained the page tools Workflow History option

but document activity was retained the page tools document activity option will not be available but any previous workflow history can still be viewed in this Document Report tab after opening the page tools menu Attachments option.

(star) 

A user

with edit or admin permission

with edit or admin permission can clear the workflow history for a page by deleting

the Workflow History attachment

the document activity attachment.

(info) 

A space admin can choose to remove

workflow history

workflow document activity for all content in the space using

the Clear 

the Clear workflow history option in

the  Control Workflow

Activity Report for the space

To see a report for the entire space choose the

Workflow

Document Report link on the left sidebar. This space report can be filtered by the current status or by approvals that are assigned to you as the current user.

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My Pending Approvals

You can see the approvals that are assigned to you in the current space in the

workflow

document activity report.

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If there are multiple approvals in a state the reviewer avatars are replaced by the named approval avatar.

Choose

  • choose the approval

avatar
  • icon to view the assigned reviewers for an approval.

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When there are multiple approvers assigned choose a reviewer to view details of all the reviewers for the approval.

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The approver list is read-only. You can sort and filter the display.

Info

You can also use a search filter on the Confluence search to find pages that are assigned to a specific person (see below).

Document state macro

Add the document state page macro to display one or more of the current workflow state, the date of change to the state and the state expiry date (if an expiry is added).

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The document state macro is compatible with the Confluence page properties macro and page properties report macro.

Document approvals macro

Add the document approvals macro page macro to display information for approvals in a selected workflow stat. The macro can be configured to display the overall status of the approval; the approval assignees; the latest approval decision for each assignee; the date of the reviewer decision and the reviewer comment.

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The document approvals macro is compatible with the Confluence page properties macro and page properties report macro.

Document activity macro

Add the document activity page macro to to display dynamic information for the document activity for the workflow on a page.

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The macro can be configured to display one or more of the following for each document activity entry

  • user

  • workflow action

  • workflow state

  • comments added in the workflow popup for approvals

  • date

  • version

The document activity macro is compatible with the Confluence page properties macro and page properties report macro.

Confluence Search Filters for workflow macros

Confluence provides some macros that support CQL filters, like the Content by label macro or the Page properties report macro. Comala Document Management adds a filter for "Workflow state".

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REST API CQL fields

If you are searching with your own app using the Confluence REST API the following field names should be used.

Field

Field name

Workflow state

cw_state

Assigned approver

cw_approver

!NB cw_state search is case sensitive

Code Block
linenumberstrue
cql=cw_approver="John" and cw_state="Approved"