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Document States Report Macro
Overview
The Document States Report macro is used to display lists of content and associated workflow state information.
This workflow information in the reporting columns can include
- time elapsed since last state change
- the user who actioned the last state change to the current state
- approvals in the state and approval information including reviewers and decisions
One or more filters can be added to the report macro, for example, to limit the display of workflow information to states with one or more named approvals in the state and the current approval status.
Once added to a page, the report macro will dynamically update the displayed information. It's great for keeping track of content workflow states across multiple spaces.
Permissions
Anyone can see this report. However, Confluence view-only users will only see results for content that has reached the Approved ( final=true
) state, even if there are subsequent draft state edits to that content
Admins can make all results available to everyone by changing the global Workflow Activity and Drafts Visibility setting.
Adding the report
To add the report to a page choose the Document States Report macro.
- In the editor, choose Insert → Other Macros → Reporting → Document States Report or type {Document States ... on the page and select { Document States Report }
- Choose Edit the macro
- Choose report filters and display column settings
- scroll down the macro editor to add/edit report filter options
- the report columns display options by default are the comma-separated list title,state,changed,updated by,updated
- by default, the report displays 20 items per page
- Choose Save to update the macro on the draft page
- Choose Update to add the report to the page
Here's how the report looks on your page.
Mouse over the report to display the report dropdown menu button options on the page. These allow a user to filter the page display by the workflow State.
Each report column heading can be used to sort the report display alphabetically/chronologically depending on the chosen column.
Customizing the report
Edit the Document States report macro to customize the report by
- choosing the information to be displayed in each column of the report
- adding one or more filters
Customize the displayed columns
In the macro editor amending the listed columns to title, state, changed, approval status, approvals, updated by, updated, space, changed or changed by displays details of any approvals in each of the current workflow states.
If there are multiple approvals in a state, scroll over the approval icon to display the approval name and any users assigned as approvers.
The title column will always be displayed.
Filter the report
In the macro editor select options to filter the report. These include options to filter by state, space key, approval name, workflow or CQL (see table below).
For example, add a filter on the Approval name filter using QA Review
The filtered report displays only the page(s) with the Comala Document Approval workflow named Review this page approval.
The report macro can also filter approvals on approval status and approval assignee.
Report filters
The filters are listed alphabetically in the macro editor.
Setting | Default | Notes |
---|---|---|
Approval assigned to | blank | User assigned to the approval. Options
|
Approval name | blank | Name of the approval |
Approval status | blank | Only applies if an Approval name filter is specified. Filters by approval status from dropdown menu options.
|
CQL Filter | blank | A comma-separated list of CQL filters - the values must be indexed. For CQL field references from v1.10.5+ filters can be added using Confluence CQL format and can include OR and comparison operators prior to v1.10.5 CQL filter must be in the form |
Label | blank | Should the report be filtered by content label(s)?
If using a list of labels, you can prefix the list with |
Number of items to display | 20 | The maximum number of results to show per page. |
Parent page | blank |
The parent page is not included in the report. |
Spaces(s) | @self | Which space(s) should be included in the report?
|
State | blank | Should the report be filtered to a specific state or state(s)?
|
Workflow(s) | blank | A comma-separated list of workflows to be displayed. This is redundant as there is only one workflow in Comala Document Approval app. |
Reporting columns
All columns except Page Title can be added or removed from the displayed report. The column display order on the page is defined by the order of entry of the column in the macro editor.
The default column entry for the column display is
- title,state,changed,updated by,updated
These can be used to provide parity of report display when choosing to display state approval information.
Only the following columns are sortable in the UI of the report.
- Title
- Created
- Due date
- Read Confirmation
- State
- Updated
- Created by
- Workflow
Report Column Entry | Description | |
---|---|---|
title | Page title (always displayed) | 1.8.0+ |
approvals | Approval(s) in the current specified state
Click each approval icon to show the assigned user(s) | 1.8.0+ |
approval status | Displayed as an approval status lozenge
If no approval is present in the current state, no approval status is displayed | 1.8.0+ |
changed | Duration since the last state change | 1.8.0+ |
changed by | The user that caused the page to enter the current state. In the case of a content review with multiple approvers, this is the final approver | 1.8.0+ |
created | Duration since page creation | 1.10.1+ |
created by | The user that created the page | 1.10.1+ |
space | The name of the space that the page is in | 1.10.1+ |
state | The current state of the content with state icon | 1.8.0+ |
updated | Duration since last page edit | 1.8.0+ |
updated by | The user that last edited the page | 1.8.0+ |