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Overview

One or more approvals can be added to a state using workflow builder. An existing approval in a state can be edited in workflow builder.

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Workflow builder can be used to add an approval or edit an existing approval and the approval details

  • name

  • description

  • configure reviewers and the way they are assigned

  • set condition(s) for approval to be active

  • set requirements for reviewer credentials

  • customize the approval decision button labels displayed in the workflow popup

  • enable the addition of reviewer roles for assignment of reviewers

Once an approval is added to a state, the approval approve and reject transitions can be added and edited using workflow builder.

Approvals in workflow builder

A workflow state with one or more  more approvals added is displayed in the workflow panel with a tick.

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When a state is selected in the workflow panel or the (navigator panel) the state editor listsImage Added

Edit states using workflow builder

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Select a state to open the state editor.

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The state editor displays

  • the state name

  • a lozenge for each state parameter (if present) such as taskable, final, hidefrompath)

  • transitions

  • approvals

  • tasks

Simply choose

Choose Approvals

+add

to add an approval or view existing approvals in the state.

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  • to add an approval

. Once an approval is added you will be able to add an Approved and Rejected transition. 

.

Edit workflow approvals using workflow builder

In the state editor the
  • choose +Add Approval under the list of existing approvals

  • to edit an existing approval select the approval name

Info

If the state currently has no approval, a +add option to add an approval will be displayed with the initial Approvals option.

The Approved and/or Rejected transition can only be added to the state after an approval has been added.

Add an approval

To add an approval to an existing state in workflow builder, open the state editor.

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Choose the Approvals +add option.

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Add details for the approval

  • name

  • description

Info

The approval description will be displayed in the workflow popup for users with edit permission when the page or blog post is in the state with the approval.

Configure the approval reviewer assignment process.

Add and manage approval reviewers

Reviewers for the approval can be managed when adding or editing an approval in workflow builder.

There are three options to manage the reviewers for the approval:

Anyone can approve

Allows any user with view and edit permission to undertake the review

One reviewer decision will cause the transition unless you add Minimum approvals number to require multiple reviewers to undertake and agree the approval decision.

Limit who can approve and/or assign reviewers

If you choose to configure the approval to Limit who can approve and/or assign you can use the following options.

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Info

This option can be configured to allow users to manually assign a user as a reviewer on the page using the workflow popup. Other options include limiting the approval reviewers or reviewer assignment to specific users/user group members. It’s also a way to require that reviewers must be assigned.

Set all the reviewers that have to approve

Specify users who must undertake the approval and exclude all other users from undertaking the approval. The users are assigned by the workflow on transition into the review state and their avatars are added to the workflow popup.

Minimum approvals number can also be set when choosing some of the Limit who can approve reviewer options and Set all the reviewers that have to approve option.

Different dialog boxes are displayed on choosing each of the three Reviewers options. These can be used to add users and/or groups (depending on the chosen option) to limit or set

  • the only users that can be assigned for the approval

  • the users who cannot undertake the approval

  • the users who can/cannot assign other users as reviewers

When editing approval reviewers some reviewer options require at least one user or user group to be added before the approval reviewer configuration can be saved in workflow builder.

You can also configure requirements for reviewer credentials and/or conditions for the approval to be enabled in the Advanced options.

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To add the approval to the current state, choose the Add button in the Add approval editor.

You must at least add a name for the new approval to enable the Add button.

Edit an approval

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The number of existing approvals in the state will be displayed

or if none are present the +add option will be available.Image Removed

when viewing the state in workflow builder visual editor.

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If the state has no approvals, the +add option is displayed in place of a number.

Choose Approvals to display any existing approvals for the state.

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Either choose

 Choose a named approval to open the Edit Approvals panel for the

approval, or to add a new

approval

to the state, choose +Add Approval

.

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If no approvals are present in the state, the

Edit Approvals

Add approval panel will be displayed when choosing Approvals.

Reviewer Credentials

Each approval can be set to require user authentication

Open the >Advanced option.

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User authentication (or e-signature) for reviewer can be set to require either:

  • a password
  • a username and password

Users will see a credentials prompt in the workflow popup if identity authentication is required for the reviewer. 

The Approve and Reject buttons in the workflow popup will be disabled until the user credentials are added. The credentials are validated when an approval decision is made by the user.

The credentials required for approvals in a workflow can be set by a global administrator. Identity authentication can be:

  • Confluence username and password
  • Confluence username and a signing token generated by a third-party app

    Edit the existing approval

    • Name

    • Description

    • Reviewers

    • Advanced options to require reviewer credentials; customize approval button displayed names; set conditions for the approval to be active; remember assigned reviewers or enable descriptive roles for reviewers

    Choose Apply to update the approval.

    Info

    The Apply will become enabled when a change has been added to the editor.

    Choose Save to update the workflow.

    Reviewer Credentials

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    Conditions

    Conditions can also be set for the approval to be active.

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    Open the >Advanced option.

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    For example, the haslabel condition can be used to set a requirement for a named content label to be present on the page.

    Info

    Multiple conditions can be added using the + button.

    Customize approval decision buttons

    The approval decision buttons display in the workflow popup can be customized.

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    Sticky assigned reviewers

    The reviewers assigned to an approval can be stored and automatically assigned to the next occurrence of the current approval.

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    Reviewer roles

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    Edit the default Approve and Reject text in each button to customize one or both buttons.

    An approval button will include a warning emoji if a destination state for an approval decision has been configured to require the setting of a parameter value before the transition to the state can take place. This requirement can be added by editing the destination state for the approve or reject approval decision if a workflow parameter has been added to the workflow.

    Sticky assigned reviewers

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    Reviewer roles

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    You can also enable reviewers to be able to be given Roles when they are assigned in the workflow popup .

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    The option to add a role is displayed in the workflow popup after a user is selected to be assigned to the approval.

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    Assignee roles are displayed as a lozenge in the workflow popup when the assignee views the page.

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    Assignee role names once added are retained in the workflow and are available in a role dropdown menu when assigning users.

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    Once a role has been added to a workflow in a space, the roles will be available to add when assigning users to an approval for all reviewer role-enabled approvals for each workflow in the space.

    Saving changes to an approval

    To amend changes to a state approval, choose Apply.

    To avoid the loss of a state update to the workflow you must then

    :

    • add the changes to the workflow by choosing Save in the Navigation panel

    .
    • add the updated workflow to the content by selecting Exit in the Navigation panel

    .

    See also

    Edit approval reviewers using workflow builder

    Edit states using workflow builder

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    Using Workflow Builder

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