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Edit workflow parameters using workflow builder
- Robert Alexander Marshall
Overview
Workflow parameters can be added to a workflow to allow the workflow to be used flexibly across different spaces or teams without having to update your workflow for each use.
A workflow parameter acts as placeholder for a value that has not yet been created or may change.
The workflow parameter can be used by the workflow. For example, for the approval reviewers below, the Design Team workflow parameter values will be added as mandated reviewers
The workflow parameter is referenced by adding the parameter name wrapped in the @ operators. In our example, @Design Team@.
You can
create a workflow parameter with one of a number of different value types, for example user values, group values, text string, a duration period or date or one of a set list of values
set a workflow parameter so its value(s) can be edited by a user
set a default value to be used by the workflow
Adding a default value for a workflow parameter will mean when the workflow is added to a space, the workflow parameter is added to the space tools Parameters dashboard and is editable at space level by the space admin.
A workflow parameter is a type of value reference.
Examples of the use of a workflow parameter include
-
Require Parameters on a state transition — Require workflow parameter values to be set before moving into a workflow state.
-
State expiry dates — Using state expiry dates, defining them with metadata, and making them editable
-
Using workflow parameters to create reviewer teams in a space — Using workflow parameters to create teams of users for use in approvals
Edit the workflow parameters using workflow builder
You can use workflow builder to add workflow parameters and their values. Workflow parameters can be accessed in the workflow builder workflow panel.
The number of workflow parameters in the workflow are listed. If none are present +add option is displayed
Parameter editor
Choose Parameters in the workflow panel.
Existing workflow parameters are listed by name with (if present) the parameter description and set parameter value.
Choose the parameter name (if present) to open the parameter editor.
Use the parameter editor to amend the
parameter name (required)
type of parameter value (required)
parameter value (optional)
parameter description (optional)
Choose the checkbox to allow users to edit the parameter value using the page tools menu on the page.
If a default value is added for the workflow parameter, then the workflow parameter can be viewed in the space tools Document Management dashboard and space admins can edit the parameter value for the space.
Editing a parameter value in workflow builder may not change the value used by a space workflow. If the parameter value is different in the space parameters dashboard, the value held in the dashboard is used when first applying the space workflow to content in the space.
Add a workflow parameter
To open the Add parameter panel select one of the following:
+add (or the current number of parameters) in the workflow panel
+Parameter in the parameter list panel
+Parameter lozenge in the navigator panel
You must add a name for the workflow parameter and choose the type of parameter value from the dropdown menu to create a new workflow parameter.
Check the Editable checkbox to allow users to change the parameter value.
Types of workflow parameter
Type | Icon | Value |
|---|---|---|
string | Text string | |
user | Comma separated list of one or more Confluence usernames | |
group | Comma separated list of one or more Confluence group names | |
duration | Use the parameter editor value type dropdown menu to set one of following formats
| |
list | To add a list parameter type
To add each list item, in the Options dialogue box
Each added list item will be a dropdown option choice in Value for the default parameter value in the workflow. |
For any changes, ensure that you
choose Add in the state editor to confirm the changes for the state.
choose Save in the navigator panel to add these changes to the workflow.
select Exit in the Navigator panel to add the updated workflow to the content
When adding a space workflow, a parameter reference value may only be available for use by the workflow after a workflow process, such as a transition, occurs.
For example, when adding a space workflow, a parameter reference value may only be available for use by the workflow after a workflow process, such as a transition, occurs. For example, the initial state should not include the use of the parameter reference value for a due date or pre-assigned reviewers for approvals to avoid blocking your workflow. Alternatively, you can choose to Initialize states when applying a space workflow.