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Overview

Approval reviewers in a custom workflow state are managed by editing the approval Configure how reviewers are assigned and the users that can be assigned as reviewers using the workflow builder visual editor in the space settings document management dashboard.

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Reviewer settings

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Configure the approval assignment of Reviewers in the workflow builder visual editor as:

Table of Contents
minLevel 3 maxLevel 3 outline false type list separator brackets printable true

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Any user can undertake the approval

• option to require a minimum number of reviewers to undertake and agree on the approval decision

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Excerpt
name reviewers_wfbuilder_settings_anyone
Anyone can approve (no restrictions) Who can approve or reject Workflow popup on the page No There are no restrictions on who can approve or reject the approval. The user must have edit permission for the page. A single reviewer reviewer’s decision completes the approval. Info Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. Info See: Content reviewsFor further information, see Workflow Builder: Anyone can approve it, and Content Reviews: Anyone can undertake the content review.

Users can be assigned through UI

An approval can be configured in the visual editor to allow Allow one or more users to be assigned as reviewers on the page using the workflow popup

• workflow popup displays the Add reviewer option

• assigned users are displayed in the workflow popup

The visual editor includes options to

• pre-assign users as reviewers (in addition to manual assignment of reviewers on the page)

• require a minimum number of reviewers to undertake and agree on the approval decision

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Excerpt
name reviewers_wfbuilder_settings_userscanbeassigned
Users can be assigned through UI Who can approve or reject Workflow popup on the page One or more users can be assigned as a reviewerreviewers(using the workflow popup on the page). Only an assigned user(s) can undertake the approval. Info A user assigned as a reviewer only requires Confluence view permission to undertake an approval and must be logged into Confluence. Until a reviewer is assigned, any Confluence user (with view and edit permission for the page) can approve or reject to complete the approval. any user (with view and edit permission for the page) can approve or reject and complete the approval Automatically assign reviewers Includes the option to preassign pre-assign users as reviewers by adding one or more user names or user group names to the Automatically assign … menu options preassigned Preassigned users are assigned on the transition to the workflow state with the approval additional users can be assigned using the workflow popup on the page preassigned users can be unassigned using the workflow popup on the page Until a reviewer has been assigned . Info Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. Tip Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps. Workflow popup displays the Add reviewer option. Image Added Assigned users are displayed in the workflow popup. Image Added Minimum approvals displays required number of users as empty avatars in the workflow popup. Image Added Reviewer decisions are appended to the user avatar in the workflow popup. Image Added Panel bgColor #DEEBFF For further information, see Workflow Builder: Assignable approval in workflow builder and Content Reviews: Manual assignment of Reviewers.

Once a user is assigned as a reviewer

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• the approval buttons are disabled for a user who is not assigned

• additional users can be assigned as reviewers using the workflow popup on the page

• preassigned users can be unassigned using the workflow popup on the page

If more than one reviewer is assigned

• then all reviewers must agree on the approval decision (approved/rejected) for the approval to be completed

Until the approval is complete (all assignees have undertaken and agreed on the approval decision)

• additional users can be assigned as reviewers

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• assigned

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• reviewers can be unassigned if they have not undertaken an

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• approval

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• decision

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Set all reviewers that have to approve

An approval can be configured in the visual editor to mandate users to undertake the approval

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avatars for assigned users are displayed in the workflow popup on the page

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only preassigned reviewers can undertake the approval

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Mandate chosen users or members of a user group to undertake the approval

Excerpt
name reviewers_wfbuilder_settings_setallapprovers
Set all reviewers that have to approve Who can approve or reject Workflow popup on the page One or more user(s) are Preassigned reviewers must undertake the approval. Only the preassigned reviewers can undertake the approval. Info A user assigned as a reviewer by the workflow on the transition to the workflow state with the added approval only requires Confluence view permission to undertake an approval and must be logged into Confluence. Automatically assign reviewers At least one user name username or group name must be entered in into the workflow builder approval editor using one of the Automatically assign dropdown menus in the workflow builder approval editor. Added The users are preassigned as reviewers : preassigned users are assigned on by the workflow on the transition to the workflow state with containing the approval additional users can be assigned using . In the workflow popup on the page preassigned users cannot be unassigned using the workflow popup on the page If more than one user is assigned as a reviewer then all reviewers must agree on the approval decision (approved/rejected) to complete the approval and any approval transition to occur state, the page does not have a workflow popup option to assign additional users as reviewers or unassign the preassigned reviewers. Info Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. Tip Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps. User avatars for preassigned reviewers are displayed in the workflow popup on the page. Reviewer decisions are appended to the user avatars in the workflow popup. Info SeeFor further information, see Workflow builder: Workflow assignment of approval reviewers in workflow builder and Content reviews: Workflow assignment of reviewers.

On transition into the workflow state containing the approval

• the approval buttons are disabled for the approval for any user who is not preassigned

• unless a Minimum approvals

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• value is set, all reviewers must undertake the approval and agree for the approval to be complete

Minimum approvals

Set a minimum number of users reviewers to undertake an approval decision and agree to complete the an approval.

This can be set for each of the approval Reviewers settings:

• Anyone can approve

• Users can be assigned through the UI

• Set all reviewers that have to approve

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• to approve

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Excerpt
name reviewers_wfbuilder_settings_minapprovals
Minimum approvals Who can approve or reject Workflow popup on the page Add a value for Minimum approvals to require one or more users to undertake and agree on the approval decision to complete the approval. when set the workflow popup displays empty avatars for the required number of approvals reviewer approval decisions are appended to the user avatar Info Minimum approvals can be set for all three Reviewers options. If the selected Reviewers option includes Automatically assign users or Automatically assign groups or manually assigned reviewers approval is set as complete when the Minimum approvals are undertaken and agree not all assigned reviewers need to undertake the approval decision to complete the approval if there are more assigned reviewers than the Minimum approvals value All reviewer decisions must agree for the completion of the approval (no contra decisions) even if there is the required number of agreed Minimum approval decisions. Image AddedImage AddedImage Added Info For further information, see Content reviews: Minimum reviewers

Minimum approvals example

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For example, if the approval is configured as

• Set all approvers that have to approve

• 4 users to automatically assign

• Minimum approvals is 2

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On the page, the approval displays the preassigned reviewers.

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For the following reviewer approval sequences

Scenario 1

• first 2 approval decisions by different assignees are Reject

  • Minimum approvals is 2 and the approval is complete with status as rejected

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• • the related reject transition occurs

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Scenario 2

• first 2 approval decisions by different assignees are Approve

  • Minimum approvals is 2 and the approval is complete with status as approved

  • any related approve transition occurs

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Scenario 3

• 1st assigned reviewer chooses to Approve

• 2nd assigned reviewer chooses to Reject

  • Minimum approvals is not yet achieved

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• • approval status is pending

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• 3rd assigned reviewer chooses to Approve

  • Minimum approvals is 2 but no change occurs because there is a current contra decision for the approval

  • approval status is pending

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• 2nd assigned reviewer

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• changes their

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• approval decision from Reject to Approve

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The Reject contra decision for the approval is no longer current (all 3 reviewer decisions are Approve).

• Minimal approvals is 2

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• • now 3

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• • reviewer approved decisions with no contra decision

  • approval is complete with status as approved

  • any related approve transition occurs

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The 4th assigned reviewer

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was not

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required to make any approval decision.

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See: Minimum reviewers

Info
Tip
Setting a value for Minimum approvals is useful when a large team of reviewers is assigned, but you only need two of these reviewers to approve. It is also useful when the approval is configured to allow Anyone can approve: this ensures that at least two or more reviewers agree on the review decision.

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