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Overview
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A workflow parameter reference can be used to allow an applied workflow to indirectly access a value that can be set elsewhere, for example in the |
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- Space Tools or a workflow parameter value set by a user on the page. One or more workflow parameters can be added to a workflow using workflow builder. |
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 The workflow parameter can be set to use one of the following data types
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Workflow parameters can be referenced in the workflow by their name wrapped in In the workflow markup the workflow parameter is defined by |
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Where can they be used?
You can use parameter references in the following situations
any macro parameter (including macro bodies, where applicable) which supports supports value references
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Conditions, including custom value reference conditions
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{trigger:statechanged|state=Published}
{set-label:@My workflow parameter@}
{trigger} |
Workflow parameter value
A workflow parameter reference
can be set to allow a user to edit the parameter value
can be added to the workflow with a default value
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Default parameter value
A workflow parameter can be added with a default value
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The default value is set when adding a workflow parameter to a workflow template.
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The default value will be used as the workflow parameter value on the first application of the workflow to a page or blog post.
The default parameter value can also be set for each space in the space tools parameters dashboard.
The default data value must be the same as the defined type of workflow parameter.
Editable value
A workflow parameter can be added to a workflow template as editable by a user. This can be done by either
adding using
editable=truein the workflow parameter macro markup
{workflowparameter:The Message:editable=true}
or, checking Editable in the Workflow Parameters editor in workflow builder
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By default, a workflow parameter is added as editable when using workflow builder.
You must uncheck Editable attribute checkbox if you don’t want this value to be changed by a user on the page.
If the workflow parameter is set as Editable, the default value can be changed by a user on adding a workflow as a space workflow or page workflow.
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A user can also change the value for a workflow parameter on a page or blog post with an applied workflow that includes an editable workflow parameter
using the Edit parameters option in the workflow inspector dialog box
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using the Edit parameters option in the page tools menu if the workflow is added as a page workflow
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A workflow parameter added to a workflow template in a space with a default value and the Editable attribute unchecked is still editable by a space administrator in the space parameters dashboard. |
Space workflow parameter
If a default value for the workflow parameter is included when the workflow is first added to/created in a space the workflow parameter and this default value is added to the space tools Parameters dashboard.
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Its value in the space parameters dashboard can be edited by the space administrator.
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If the space parameter value is changed by the space administrator this value will be used for all subsequent applications of the workflow in the space irrespective of the default value set in the workflow template.
A use case where this can be helpful is when using a global workflow. For example, a space admin might want to change the default value of a specific workflow parameter for use within a space. Editing the space parameter value allows the space specific parameter value to be set, while not altering the global workflow.
Changing the workflow parameter in the parameters dashboard does not change the default value set in the workflow template or the value used for a workflows that have already been applied.
The workflow parameter can be deleted from the parameters dashboard. This will not remove the workflow parameter from the workflow. Any application of the workflow will use the default value defined in the workflow itself or, if the parameter is editable, the value set by a user on the page or blog post where the workflow is applied.
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Page parameter update trigger event
A changes in a workflow parameter can be added to a workflow template as editable by a user. This can be done by either
adding using
editable=truein the workflow parameter macro markup
{workflowparameter:The Message:editable=true}
or, checking Editable in the Workflow Parameters editor in workflow builder
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By default, a workflow parameter is added as editable when using workflow builder.
You must uncheck Editable attribute checkbox if you don’t want this value to be changed by a user on the page.
A workflow parameter added to a workflow template in a space with a default value and the Editable attribute unchecked is still editable by a space administrator in the space parameters dashboard.
value generates a pageparameterupdate workflow event that can used in a workflow trigger.
For example, in a workflow the value of the workflow parameter Reviewer is used to assign the reviewer for an approval.
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{state:Review|approved=Published|rejected=In Progress|requiredparams=Reviewer}
{approval:Review|user=&@Reviewer@}
{state} |
A change in the workflow parameter changes the assigned reviewer. A workflow trigger can be set to listen for this parameter update in the Review state and return the workflow to the precursor state.
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{trigger:pageparameterupdate|parameter=Reviewer|state=Review}
{set-state:In Progress}
{set-message} Reviewer has been updated to @Reviewer@{set-message}
{trigger} |
The assigned reviewer can be checked or changed on the transition to the Review state, as the transition is set to require the parameter value for Reviewer using requiredparams=Reviewer.
To use pageparameterupdate trigger the workflow parameter must be set as Editable.
Retrieving workflow parameter values
get-metadata macro
Workflow parameter values can be retrieved using the get-metadata macro
the current value will be retrieved for the current page (and will not necessarily be the default value or the space parameter value)
Workflow parameter values can be added to the page properties macro using the get-metadata macro.
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The current values for the page will be displayed and can be reported on using the page properties report macro.
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This can be useful to display details of a process managed by a workflow, for example a release management process.
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| Tip |
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Workflow parameter values can be edited on a page using the workflow inspector Edit parameters option. This does not cause a page update event. |
Removing a workflow parameter value on a page
When removing a workflow from a document or a space using Clear Document Activity, a user can choose to clear any stored values for the workflow parameters on the document together with (or separately from) the document activity.
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Adding a workflow with a workflow parameter
In the example below, a parameter called "The Message" is referenced as "@The Message@" in the body of the the set-message macro which is triggered by transitioning to the Stop state.
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The value for an | The value will be used when the next workflow event occurs that references the workflow parameter but
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The value for an | The value will be used when the workflow is first added to content but
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The workflow parameter value may only be available for use by the workflow after a workflow process has occurred, for example, after a transition occurs from the initial workflow state. | |
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| Code Block |
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{approval:Check Review|user=&@Editor@,admin} |
This occurs because when a workflow is first applied to a page as a a space workflow
only the link to the workflow is created (and any page restrictions, if using using same-space publishing, are applied)
the page (or blog post) itself won't actually transition into the initial workflow state, despite it appearing that way when you look at the the workflow status bar
In the Document Activity Report - Content for the content, you'll see that there are no workflow-specific entries listed. These pages are referred to as "unprocessed".
assigning a reviewer is a workflow process and it will use the workflow parameter value
pre-assigned reviewers will not use the workflow parameter value until after a workflow process had occurred such as a transition
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Use an initial state to
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set workflow parameter
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value for
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pre-assigned reviewers
In the example below, we are using a workflow parameter reference, Editor, to set the pre-assigned reviewer for an approval. The workflow is applied as a space workflow.
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A space admin can also change the parameter value using the space tools Parameters dashboard before any workflow activity has taken place or a user has set up the parameter value.
Choosing Initialize states in space tools Document Management dashboard can also be used to process the content and allow the workflow access to a workflow parameter value.
Using workflow parameters
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Related pages
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