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Document Activity

The Document Activity is a report of the workflow-related events and actions for a page or blog post.

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The document activity report shows the workflow lifecycle activity on the report is accessed on a page or blog post with an applied workflow using the Document Activity option in the page tools menu.

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The chronological report be configured to include displays the following for each listed document activity in chronological order:

  • the User who undertook User

    • user related to the document activity

  • the Action of document activity - Action

    • workflow event or activity such as approval decision, reviewer assignment, state expiration, state transition

  • State

    • workflow state after completion of the workflow

    StateComments

    • activity or event

  • Comment

    • any comment added for the document activity action

  • Date

    • date and time for

    each

    • the document activity

  • Version

    • Confluence version of the document

    Version at the time of each document activity
A link

    • after the workflow event or activity

Version includes links to the Confluence document version at the time of the event is included for each individual document activity.

If the Document activity is actioned by the workflow , displays the app user icon is displayed. For example,icon for the related user.

For some document activity, the related user is the app user

  • initial state change on the addition of a workflow to the page or blog post

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  • the expiry of a due date set for a state a transition caused by on the transition into the state

  • an Expired transition (if configured) on the expiry of a due date for a state

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  • when an approval takes place, the transition based on

    • the user undertaking the approval decision

    is shown as being undertaken by the workflow.

    • is displayed

    • the approval transition is recorded as the app user

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The Clear Document Activity button option is displayed only to space administrators viewing the report. This can be used to clear the document activity for the current page or blog post.

Viewing the document activity report

The Document Activity for a page or blog post is displayed by choosing Document Activity in the

  • page tools menu

  • workflow popup ellipsis menu

Document Activity is also be displayed using the Activity Report button in the workflow popup if the page or blog post is currently in the workflow final state.

If there is The page tools Document Activity option is only available when there is an active workflow on the page or blog post.

Info

With no active workflow on the

content but

page, if the document activity was

retained the page tools Document Activity option is not available. The retained document activity can still be accessed in

not cleared, the document activity report is accessible using the Custom Contents screen for the page.

In the page tools menu

  • choose Attachments > Custom Contents

In the Custom Contents screen

  • choose the Comala Document ManagementReport tab

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The Document Activity report is listed as a custom content item for the page. You can choose the Document Activity item to view the report.

The Document Activity item is displayed with

  • its Creation Date (identifies - the date and time of the last initial document activity)

  • the Creator ( - the Comala app user - 'CC' )

The Delete action removes the recorded document activity from the page.

Delete can be used by a user with

Remove the report using the Delete action. This action requires edit or admin permission

to delete the Document Activity

The .

A Document Activity item will not be available in the Custom Contents screen if the page has no active workflow and the is not listed if the document activity was removed /or no workflow had has been previously applied.

If a user has been disabled or deleted the document activity will display the username and the default avatar. The username name is the stored user display name for the site.
Info

The document activity

for a

page macro can

also be displayed on the page by adding

be added to a page to display the document activity

macro

.

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Document Report

The Document Report lists all the pages and blog posts in a space report that currently have an active workflow applied.

To view the Document Report

  • choose the Document Report option in the Confluence sidebar menu

The Document Report can be filtered by the current workflow state using the displayed buttons for each state.

The My pending approvals filter displays the outstanding approval decisions for the current user viewing the report.

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For a page currently in a workflow state with multiple approvals, each approval is displayed as an icon in the Reviewers column.

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Choose each an approval icon to display any assigned reviewer(s) and the reviewer current their approval decision status.

The Document Report can be filtered by the current workflow state for a workflow on a page or blog post using the displayed buttons for each state.

My Pending Approvals

You can see the approvals that are assigned to you in the current space in the document report.

If there are multiple approvals in a state the reviewer avatars are replaced by the named approval avatar.

Choose the approval avatar to view the assigned reviewers for an approval.

Image RemovedWhen there are multiple approvers cdmc_documentreport_multipleapprovalsinastate_viewapprovers.pngImage Added

When multiple approvers are assigned choose a reviewer to view the details of all the reviewers for the approval.

Info

The approver list is read-only.

You can sort and filter the display or use a search filter on the Confluence search to find pages assigned to a specific person (see below).

Document state macro

Add the document state page macro to display the current workflow state; the date of the change to the state; and the state expiry date (if a state expiry has been added).

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The document state macro is compatible with the Confluence page properties macro and the page properties report macro.

The document state macro is added to a table in the page properties macro.

Insert excerpt
Document state macro
Document state macro
namedocstatemacro_pagepropertyreportusage
nopaneltrue
Document approvals macro

Add the document approvals macro page macro to display information for approvals in a selected workflow state.

The macro can be configured to display one or more of

  • the overall status of the approval

  • the approval assignees

  • the latest approval decision for each assignee

  • the date of the reviewer decision

  • the reviewer comment

The document approvals macro is compatible with the Confluence page properties macro and page properties report macro.

The document approvals macro is added to a table in the page properties macro.

Insert excerpt
CDMC:Document approvals macro
CDMC:Document approvals macro
namedocapprovals_pagepropertiesreportusage
nopaneltrue

Document activity macro

Add the document activity macro to display information for the document activity for the page.

Configure the macro to display one or more of the following for each document activity entry

  • User - user related to the workflow event or action

  • Action - workflow Actionevent or action

  • State - workflow Stateany Comments state

  • Comment - comment added for the document activity

  • Date - date and time of the workflow event or action

  • Version - Confluence Versionversion

The document activity macro is compatible with the Confluence page properties macro and the page properties report macro.

Confluence Search Filters for Macros

Confluence provides macros that support CQL filters, like the Content . These include the content by label macro or and the Page page properties report macro.

Comala Document Management adds a filter for "Workflow state".

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REST API CQL fields

If you are searching with a separate reporting/scripting tool, for example, Reporting for Confluence from Appfire or ScriptRunner for Confluence from Adapatavist, using the Confluence REST API the following field names are used:

Field

Field name

Workflow state

cw_state

Assigned approver

cw_approver

Note that cw_state search is case-sensitive

Code Block
cql=cw_approver="userID" and cw_state="Approved"