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Document Report

The Document Report lists all the pages and blog posts in a space report with an active workflow.

To view the Document Report, in the Confluence sidebar menu

  • choose the Document Report option

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

Filter the report using the My pending approvals button to display 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 an approval icon to display any assigned reviewer(s) and their approval decision status.

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Choose a reviewer to view the details of all the reviewers for the approval.

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Info

The displayed list of approvers is read-only.

You can sort and filter the display using the column headings. Use the search box to filter to a user.

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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.

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 report displays the following for each listed document activity in chronological order:

  • User - user related to the 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 activity or event

  • Comment - any comment added for the document activity action

  • Date - date and time for the document activity

  • Version - Confluence version of the document after the workflow event or activity

Version includes links to the Confluence version.

Document activity actioned by the workflow displays the app 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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  • due date set for a state 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 user undertaking the approval decision is displayed

    • the approval transition is recorded as the app user

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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

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  • workflow popup ellipsis menu

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

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

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With no active workflow on the page, if the document activity was 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

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In the Custom Contents screen

  • choose the Document Report tab

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The Document Activity report is listed as a custom content item for the page.

The Document Activity item is displayed with

  • Creation Date - the date and time of the initial document activity

  • Creator - the Comala app user

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

A Document Activity item is not listed if the document activity was removed or no workflow has been previously applied.

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The document activity page macro can be added to a page to display the document activity.

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See the Document activity report page for further details.

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Document report

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See the Document report page for further details.

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.

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Example - using the document state macro with the page properties macro

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See the Document state macro page for further details.

Document approvals macro

Add the document approvals 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's decision

  • the reviewer comment

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

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

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See the Document approvals macro page for further details.

Document activity macro

Add the document activity page 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 event or action

  • State - workflow state

  • Comment - comment added for the document activity

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

  • Version - Confluence version

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

Info

See the Document activity macro page for further details.

Confluence Search Filters for Macros

Confluence provides macros that support CQL filters. These include the content by label macro and the page properties report macro.

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

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"