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Searching and Reporting
- Robert Alexander Marshall
Document Activity
To view the record of who has approved or rejected the current document select Document Activity from the page tools menu (ellipsis menu).
All approvals and rejections together with comments and expirations will be recorded in the document activity.
If a user has been disabled or deleted the 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 document activity can also be viewed by
choosing the page tools menu Attachments option
choose the added Document Report tab
The Document Report tab will not be displayed if there is no active workflow on the content and document activity was removed/no workflow had been previously applied.
If there is no active workflow on the content 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.
A user with edit or admin permission can clear the workflow history for a page by deleting the document activity attachment.
A space admin can choose to remove workflow document activity for all content in the space using the Clear workflow history option in the space settings Document Control dashboard.
Document Activity Report for the space
To see a report for the entire space choose the 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.
My Pending Approvals
You can see the approvals that are assigned to you in the current space in the document activity report.
If there are multiple approvals in a state the reviewer avatars are replaced by the named approval avatar.
choose the approval icon to view the assigned reviewers for an approval.
When there are multiple approvers assigned choose a reviewer to view details of all the reviewers for the approval.
The approver list is read-only. You can sort and filter the display.
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).
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.
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.
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".
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
cql=cw_approver="John" and cw_state="Approved"