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.

• 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
  
  

  Open

  

  
  
  
  

• 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.

Open

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.

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