Overview
A workflow state with one or more approvals added is displayed in the workflow panel with a tick.
Select a state to open the state editor.
The state editor displays
the state name
a lozenge for each state parameter (if present) such as
taskable,final,hidefrompath)transitions
approvals
tasks
To add an approval or view existing approvals choose Approvals.
After an approval is added you will be able to add an Approved and/or Rejected transition to the state.
Edit workflow approvals using workflow builder
In the state editor, the number of existing approvals in the state will be displayed or if none are present the +add option will be available.
Choose Approvals to display any existing approvals for the state.
Either 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.
If no approvals are present in the state, the Add Approvals panel will be displayed when choosing Approvals.
Reviewer Credentials
Each approval can be set to require user authentication
Open the >Advanced option.
User authentication (or e-signature) for reviewer can be set to require either:
a password
a username and password
Users will see the 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.
A global administrator can set the credentials required for approvals in a workflow. Identity authentication can be:
Confluence username and password
Confluence username and a signing token generated by a third-party app
Conditions
Conditions can also be set for the approval to be active.
Customize approval decision buttons
The approval decision buttons display in the workflow popup can be customized.
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
The reviewers assigned to an approval can be stored and automatically assigned to the next occurrence of the current approval.
Reviewer roles
You can also enable reviewers to be able to be given Roles when they are assigned in the workflow popup .
The option to add a role is displayed in the workflow popup after a user is selected to be assigned to the approval.
Assignee roles are displayed as a lozenge in the workflow popup when the assignee views the page.
Assignee role names once added are retained in the workflow and are available in a role dropdown menu when assigning users.
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