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Notifications

Overview

Workflows can utilise a wide array of notifications to keep content producers informed of progress.

Workbox notifications

Confluence workbox notifications will be sent when

In the user profile

On-screen notifications

On a page with an applied workflow, the workflow status bar displays

  • the current workflow state breadcrumb

  • the tasks breadcrumb displaying the number of incomplete tasks

State breadcrumb (1)

Displays name of the current workflow state for the page or blog post together with a colored state indicator circle.

Choosing the state breadcrumb opens the workflow popup.

The workflow popup displays the transition options from the state (if any).

Tasks breadcrumb (2)

Displayed if there any workflow tasks added by a user or by the workflow that have not yet been completed. The current number of outstanding tasks is appended to the breadcrumb.

Choosing the tasks breadcrumb opens the tasks popup.

A blue dot • indicates tasks the current user is assigned to.

  • assigning a task (by default) generates a notification for the assignee

  • outstanding tasks for a user are displayed in the user profile Document Actions

Read Confirmation

When a read confirmation is added to a page or blog post, a read confirmation breadcrumb is added to the page header (A) and page footer (B) showing the current status of a read confirmation on the content.

Choose either breadcrumb to open the read confirmation popup for details of the read confirmation.

  • assigning a read confirmation (by default) generates a notification for the assigned reader

  • outstanding read confirmations for a user are displayed in the user profile Read Assignments

Message banners

Message banners can be displayed during page creation when the workflow is applied as a space workflow - space mode) or when viewing a page.

For more information, see:

Headers and footers

Content, including report macros can be added to the page header and footer by an applied workflow.

For more information, see the following macros

Content can also be added to these macros editing the workflow using the Page Layout options in workflow builder visual editor.

Email notification

A user needs at least Pages - Add permission in the space or else they will not receive any notifications when they are assigned to a task, approval or read confirmation.

By default, email notifications will be sent when

In addition, custom email notifications can be sent in response to Events.

For more information, see:

Comments

Page and blog post comments can be added by the workflow.

For more information, see:

Macros

App configuration

Setting

Where

Notes

Setting

Where

Notes

Approval – Assignee

Should assigned reviewers receive notifications about review updates?

Email Any Address

Should the {send-email} macro be able to use email addresses that are not associated with registered users?

State Expired Notification

Should page watchers recieve notifications about state expiry?

Task – Assignee

Should task assignees receive notifications for taks they are assigned to?

Task – Page Watchers

Should page watchers receive notifications about workflow tasks?

Read Confirmation

Should Read Confirmation assignee(s) receive notifications for all read confirmation events?

Workflow Activity and Drafts Visibility

Should View-only users be able to see workflow information?

Note: Does not affect message banners unless their parameters state otherwise.

See also

Workflow Authoring Guide:

User Guide:

Reporting Guide: