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Document States Report Macro

Owned by Robert Alexander Marshall
Last updated: Jun 30, 2024
6 min read
1 Overview | 2 Permissions | 3 Adding the report | 4 Customizing the report | 5 Report filters | 6 Reporting columns

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.

  • view-only users will only see results for content that has reached a Published ( final=true ) state, even if there are subsequent draft-state edits to that content

  • content that has not yet been published or content under a workflow that does not define a published state, will not be shown.

Admins can make all results available to everyone by changing the 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 Workflow and/or 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, created, created by and space 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.

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 named QA Review 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

Setting

Default

Notes

Approval assigned to

blank

The user assigned to an approval.

Options

  • all (default - field left blank)

  • username - approvals  assigned to the specified user

  • @self  - approvals assigned    to the current user

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.

  • all (blank)

  • Approved

  • Pending

  • Rejected

CQL Filter

blank

A comma-separated list of CQL filters - the values must be indexed.

For CQL field references 

from v1.12.6+  filters can be added using Confluence CQL format and can include OR and comparison operators

prior to v1.12.6 CQL filter must be in the form FieldName:Value

Label

blank

Should the report be filtered by content label(s)?

  • leave empty to include all content

  • specify one label name to filter to a specific label

  • sist multiple label names, separated by commas, to filter to content with any of those labels

If using a list of labels, you can prefix the list with  &  (ampersand) to require that content has all the labels. Otherwise it will report pages containing any of the listed labels.

Number of items to display

20

The maximum number of results to show per page.

Parent page

blank

  • leave empty to include all content in the space (does not include the home page as this is the default parent)

  • specify a page title to include only it's child pages

Spaces(s)

@self

Which space(s) should be included in the report?

  • default is @self for current space

  • list multiple space keys, separated by commas, to report on multiple spaces

  • use @all to search all spaces

State

blank

Should the report be filtered to a specific state or state(s)?

  • Leave empty to report on all states

  • Specify one state name to report on that state

  • List multiple state names, separated by commas, to report on specific states

Workflow(s)

blank

A comma-separated list of workflows to be displayed.

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

Version

Report Column Entry

Description

Version

title

Page title (always displayed)

1.10.0+

approvals

Approval(s) in the current specified state

  • Single approval - shows assigned users

  • Multiple approvals - shows each individual approval.

Click each approval icon to show the assigned user(s)

1.10.0+

approval status

Displayed as an approval status lozenge

  • Approved

  • Pending

  • Rejected

If no approval is present in the current state, no approval status is displayed

1.10.0+

approved version

The approved (final state) page version 

1.12.0+

approved version approvers

The user(s) that caused the page to enter the final state

1.12.0+

approved version date

Duration since the approved (final state) was approved

1.12.0+

changed

Duration since the last state change

1.10.0+

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

1.10.0+

created

Duration since page creation

1.12.2+

created by

The user that created the page

1.12.2+

due date

Duration until state expiry

1.10.0+

state

The current state of the content with state icon

1.10.0+

space

The name of the space that the page is in

1.12.2+

updated

Duration since last page edit

1.10.0+

updated by

The user that last edited the page

1.10.0+

workflow

The workflow applied

 Although page workflows will be displayed in the unfiltered report you can only filter this column on space workflow names. There is no option to filter on page workflow names.

1.10.0+