Workflow Report Macro - Approvals

1 Overview | 2 Permissions | 3 Adding the report | 4 Report Columns | 5 Customizing the report

Overview

The approvals report is used to display lists of content review information. It's great for keeping track of the content reviews taking place across multiple spaces.

Permissions

By default, this report is only available to users who can Add content (pages or blog posts) to the space.

Admins can make it available to everyone by changing the Workflow Activity and Drafts Visibility setting.

Adding the report

To add the report to a page

choose Workflow Report in the macro browser
set the Type setting to approvals
choose Save
Publish the page

Here's how the macro looks on your page.

Filters can be applied to the report by a user on the page.

Filter	Description

Filter	Description
View	View Pending, Approved or Rejected approvals
Approvals	Which approval (name) to filter by

Report Columns

Report Column	Description

Report Column	Description
Title	Page title
Last updated by	User who last modified the page
Updated	Timestamp of page modification
State	Workflow state page is currently in
Status	Displays one or more approval status icon(s) for approvals in the current state for each page and a hyperlink to the content version at the time when the approval became active. This is only shown when a named approval is selected in the filter options above the report header. Details for the status will also be displayed in the last (No name) column of the report. Status icon Choose the Pending filter along with the named Approvals filter active pending approval are displayed with a (tick in circle) The active pending status icon will also include last approval decision (star) is displayed indicates awaiting approval or the last approval decision for this approval was approved last approval decision (cross) is displayed indicates the last approval decision for this approval was rejected If the approval is not active but pending (for example the approval limits reviewers to assignees and none have been assigned) the last approval decision will be displayed without the green tick. Choose the Approved or Rejected filter is along with the named Approvals filter completed Rejected approvals are displayed with a rejected decision icon (large red cross) completed Approved approvals are displayed with an approved decision icon (green tick in check box) Version link A link to the page version that existed when the approval became active. If no further edits have yet been made then the link will be to the (Current) version. If further edits have been made choosing the link displays a message warning the user that a more current version exists.
(No name)	Details of the Approval status showing any action required and recent activity related to the approval. Only shown when an approval is selected in options above header.

The report content can be customized by editing workflow report macro settings.

The on-page report filters will still be available for users unless the report macro is edited to Hide Headers.

Customizing the report

You can customize the report macro with the following macro settings.

The settings can be used to display a report that lists approvals includes customizing the report

for specific a spaceKey(s)
on content with specific Label(s)
on content with a named parent (parent page filter)
by Approval name
for the current approval status for pending, approved or rejected (Filter )
for a specific Approver

The report can also be customized to sort on a specific column, the sort order and the maximum number of entries.

Setting	Default	Notes

Setting	Default	Notes
Space Key(s)	Current space	Which space(s) should be included in the report? Leave empty to report on the current space Specify one space key to report on a specific space List multiple space keys, separated by commas, to report on multiple spaces Specify `any` to report on all spaces.
Approval	approval name (required)	You must specify the name of a content review for this report to work. The name is defined by the approval macro, and is shown in the workflow popup during content reviews.
Max Entries	20	The number of results to show per page.†
Filter	pending	Which stage of the content review should the content be in? pending – the review is not yet complete approved – the review was approved rejected – the review was rejected
Label		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 List 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.
Parent Page Filter		Should the report be filtered to a specific parent page and the child pages of the specific page? Leave empty to include all content in the space Specify a page title to include the specified page and its child pages
Approver		Should the report be filtered to content that the specified user can currently review? Leave empty to include all content Specify a username to filter to results which that user can review Specify `@self` to filter to results that the current user can review
Sort	modified	Which column of the report should results be sorted by?
Sort Order	descending	Should the sort be in ascending or descending order?
† The macro has a 500-page limit for each report. If a larger report is required it may be useful to use the CQL REST API.

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Workflow Report Macro - Approvals

Overview

Permissions

Adding the report

Report Columns

Status icon

Version link

Customizing the report

See also