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Workflow Report Macro - States

Owned by Robert Alexander Marshall
Last updated: Dec 06, 2022
3 min read

Overview

The states report is used to display lists of content and associated workflow state information. It's great for keeping track of content workflow states across multiple spaces.

This is one of several reports available from the workflow report macro.

A new reporting macro with increased functionality - the document states report macro - is now available.

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 which 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 Workflow Report in the macro editor


  • Choose Edit the macro

     

  • set the report Type to states

     

  • choose Save to add to the draft page

     

  • choose Publish  to add the report to the page


Here's how the report looks on your page.

You can filter the on-page report to specific states by using the links at the top of the report.

Customising the report

You can customise the report with the following macro settings:

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. If you do this, you must specify only one state in the State setting.

State



Should the report be filtered to specific 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

Max Entries

20

The number of results to show per page.†

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

User



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.

See also

Reporting Guide:

User Guide:

Workflow Authoring Guide: