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

• Reviewers are assigned to Approvals

• Tasks are created, edited or assigned

• States or tasks reach their Expiry Dates

• Read Confirmations are added and a read confirmation event occur - users are assigned as readers, read confirmation is completed

In the user profile

• the Document Actions tab displays the current document actions for the user

• the Read Assignments tab displays current pending and overdue read assignments for the user

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

Open

State breadcrumb (1)

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

• if the state status indicator circle is filled,, it means the user is assigned to a content review

Choosing the state breadcrumb opens the workflow popup.

Open

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.

• 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:

• workflow-instructions macro

• set-message macro

• trigger macro

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

• workflow

• pageheader

• pagefooter

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

• Assigning reviewers to Approvals (if a user assigns themself as a reviewer to an approval, the email notification will not be sent)

• Tasks are created, edited or assigned

• States or tasks reach their Expiry Dates

• Read confirmation is requested for a final state

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

For more information, see:

• Notifications - Global

• Notifications - Space Tools

• send-email macro

Comments

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

For more information, see:

• add-comment

Macros

App configuration

See also

Workflow Authoring Guide:

• Actions

• Event references

User Guide:

• Workflow Popup

• Content reviews

• Tasks Popup

• Read Confirmation

Reporting Guide:

• Report on states

• Report on tasks