Document States Report Macro

Overview

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The Document States Report 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 document states 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 but information displayed may be filtered by the user permissions for the content and the workflow state.

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 either by

• using the macro editor on the draft page by choose Insert  → Other Macros → Reporting → Document States Report

  Open

  

• or on the draft page type {Document States ... and select Document States Report

Publish the page to view the default report.

The default report displays workflow state information for content with an applied workflow (or history of an applied workflow) in the current space.

Editing the macro

• On the draft page 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 to filter the page display by Workflow and/or State.

The displayed report can also be sorted alphabetically/chronologically on a selected 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 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.

The following columns are sortable in the UI of the report (from v6.16.6+)

• Title

• Created

• Due date

• Read Confirmation

• State

• Updated

• Created by

• Workflow

For the CQL alias for each column item please see the document states report macro page.

All examples