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
The Workflow Status Bar displays the current workflow state and the number of incomplete tasks below the page title.
1. States
If the State Status Indicator Circles is filled,
, it means the user is assigned to a Content review.
2. Tasks
A blue dot • indicates tasks the user is assigned to.
3. Read Confirmation
A 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
Message banners
Message banners can be displayed during page creation (only in Space Mode) and when viewing a page.
For more information, see:
Headers and footers
Content, including Report Macros can be added to the page header and footer.
For more information, see:
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:
Comments
Page and blog post comments can be added by the workflow.
For more information, see:
Macros
-
add-comment macro — Comment on a page or blog post
-
increment-metadata macro — Increment a metadata value to support custom versions (available from v6.11+)
-
pagefooter macro — Add content to page footer
-
pageheader macro — Add content to page header
-
pagestatus macro — Display workflow state lozenge
-
read-ack macro — Request user read confirmation of content
-
send-email macro — Send an email
-
set-message macro — Add/remove a page message
-
workflow-instructions macro — Add message to "create page/blog" screen
App configuration
| Setting | Where | Notes |
|---|---|---|
| Approval – Assignee | Should assigned reviewers receive notifications about review updates? | |
| Email Any Address | Should the {send-email} macro be able to use email addresses that are not associated with registered users? | |
| State Expired Notification | Should page watchers recieve notifications about state expiry? | |
| Task – Assignee | Should task assignees receive notifications for taks they are assigned to? | |
| Task – Page Watchers | Should page watchers receive notifications about workflow tasks? | |
| Read Confirmation | Should Read Confirmation assignee(s) receive notifications for all read confirmation events? | |
| Workflow Activity and Drafts Visibility | Should View-only users be able to see workflow information? Note: Does not affect message banners unless their parameters state otherwise. |