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Document approvals macro
- Robert Alexander Marshall
Overview
One or more document approvals macros can be added to a page to display information on the approvals for the approval workflow on a page. Each macro can be configured to display the approval information for a different state in the approval workflow.
The document approvals macro information for a workflow state is shown as a table with one header row per approval and one row per reviewer of the approval.
The macro can be configured to display the current approval status and each reviewer status; the reviewer name; the reviewer avatar and the date of the last reviewer decision.
Adding the macro to a page
Edit the page and type /doc and select the document approval macro option.
By default the macro displays the current approval workflow state name and the approval in the state.
Select the macro and choose the pencil icon to open the macro editor.
If the State dialog box is left empty the macro will display the approval information for the current state of the approval workflow.
With no checkboxes completed the macro only lists the name of the approval for the state.
Select the Show status checkbox in the macro editor to display the overall status of the approval.
A separate row is added for each reviewer for the approval with a separate column for checkboxes completed for each of the approval/reviewer status and the date of any action.
The following macro options are redundant when using the macro to display approval information for an applied Comala Document Approval workflow
Approvals order - the Review and Rejected states in the approval workflow only have one approval. Multiple approvals in a state can be added to a custom workflow in the Comala Document Management for Cloud app.
Show comment - approvers cannot add an approval comment when undertaking a content review. This feature is only available when using the Comala Document Control or Comala Document Management for cloud apps.
Configuring the macro
The macro can be configured to display approval information on the page.
Approval information can be displayed for the current state if the State dialog box is left empty, or for a single named state added to the State in the macro editor.
Check the macro editor checkboxes to display
the overall status for each approval in the state (Pending, Rejected, Approved) - Show status
the reviewers for each approval by checking one or both
Show reviewer avatar
Show reviewer name
the current status of each reviewer’s decision for the approval (Pending, Rejected, Approved, Approved and Signed, Unassigned) - Show status
the date each reviewer’s last action (if any) - Show date
Checking Show comment will not display any comments. The option to add an approver comment is a feature only available in either the Comala Document Control or the Comala Document Management for cloud apps.
Transitioning the content
The information displayed by the macro is dynamic.
No state specified
If a state is not specified in the macro editor, transitioning the approval workflow to a different state will display the approval information for the new approval state.
No approval in state
The document approvals macro will display the following message when in the Approved state if no state is specified in the approvals macro.
State specified
Setting a state in the document approvals macro editor displays the approval information for that state, irrespective of the current approval state.
Exporting content to pdf or Word
The approvals macro table of information is included when exporting to pdf or Word.
Reviewer avatars are not exported.
In the pdf and Word export the date (if included in the macro configuration) is in UTC format.