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Excerpt

The Document Approvals Report displays a list of pages and blog posts with associated workflow approval information.

cdmdc_documentapprovalsreport_default_onpage_threeentries.png

The information in the reporting columns for the default report is

Page Name - includes a link to the page with the applied workflow with the approval
State - workflow state containing the approval
Last page update - an avatar for the user last updated the page, the date of the last page update
Approval name - the name of the workflow state approval
Approvers - avatars of users who have approved or rejected the named approval appended with an icon for their most recent approval decision
Pending Approvers - avatars of users assigned to the approval as a reviewer and are yet to undertake an approval decision
Status - the approval status and the page version of the latest approved version (if this currently exists) linking to the latest approved page version

One or more filters are available in the report, for example, filter the workflow information based on approval status for a named approval.

Once added to a page, the report macro dynamically updates the displayed information. It's great for keeping track of content workflow approvals across multiple spaces.

If a workflow approval has moved to a new state, the document approvals report does not show the completed approval.

Approvals with a status of Rejected or Approved are only visible if there has not been a transition out of the workflow state where the approval resides.

For instance, if no approval transition has been added for the state, or if multiple approvals are required for the transition to happen.

Permissions

Anyone can see this report. The report only shows information that matches the current user permissions for the page, blog post, and workflow state

View-only users only see results for content that has reached a Published (final=true) state, even if there are subsequent draft state edits. Content that has not yet been published, or under a workflow that does not define a published state, is not displayed.

Admins can make all results available to everyone by changing the Workflow Activity and Drafts Visibility settings. This can be set in the current space configuration, or for all spaces in an instance in the global configuration.

Adding the report

To add the report to a page select and add the Document Approvals Report macro to a draft page. This done by either

selecting Insert → Other Macros → Reporting → Document Approvals Report

typing {Document Approvals ... and select Document Approvals Report
Edit the configuration in the macro in the editor or choose Save to use the default macro settings.
Publish or Update the page to view the default report on the page.
The default report displays information for current workflow approval for pages and blog posts with an applied workflow in the current space.
Report filters and the Data Refresh option are displayed by moving the mouse over the report entries.
The Refresh Data option opens the space Refresh Data dashboard. This space dashboard is used to repopulate data properties for pages and blog posts with an applied workflow in the space. This data is used by Comala Document Management in-app reporting tools and reporting macros.
Editing the macro
On the draft page
select the macro and choose Edit
The macro editor displays the document approvals report macro configuration options and a preview of the default document approvals report for workflows applied in the current space.
In the macro editor, you can configure the report filters and column display settings.
Mouse over the preview to display the on-page filter buttons.
The filter and display options are alphabetically displayed in the macro editor's left hand scrollable panel.
the report filter options are
Approval name
Approval status (only if approval name is specified)
dropdown option to filter approval status: Any; Pending; Approved; Rejected
Assignee
use @self to display the current user viewing the report reviewer assignments
CQL filter
Label(s)
comma-separated list of one or more labels to filter
prefix list with & ampersand to filter requiring a match for all added labels
Parent page
default is blank
sets the space home page as parent page for the report
use @self to set current page as parent page for the report
Space(s)
default is @self for the current space
use @all to search all spaces
add a comma-separated list of space keys to search selected spaces
Workflow(s)
comma-separated list of workflow names to filter for the report
The display options for the filtered report are
columns displayed
by default, the comma-separated list title, state,approvers,pending approvers,last page update,status
Number of items to display, by default, is 20 items per page
On configuring the report macro filters and display options, choose
Save to update the macro on the draft page
Publish or Update the draft page to add the report on the published page
The report does not list pages with approvals in the Rejected or Approved status if a transition from the workflow state containing the approval has occurred.
Customizing the report
Edit the Document Approvals report macro to customize the report by
choosing the information to be displayed in each column of the report
adding one or more filters
Reporting columns
All columns are displayed in the default report.
The choice of columns in the displayed report can be customized in the macro editor except for Page Name; State; Last page update. These three columns are always shown in the rendered report and are displayed in the order shown below.
Report column macro editor
Report Column Heading
Notes
title
Page Name
Name of the page with the applied workflow that includes an approval.
Info
This column is always displayed in the report and is displayed as the first column in the report.
state
State
The workflow state that includes the named approval. Entry displays the
state name
state indicator circle
Info
This column is always displayed in the report and is the second column in the report.
last page update
Last page update
Avatar of the user who last updated the page
date of last page update
Info
This column is always displayed in the report and is the third column in the report.
approval
Approval Name
Approval name
This is the approval in the workflow state displayed in the same line of the report.
approvers
Approvers
User(s) who have undertaken an approval decision for the named approval
user avatar displayed with icon appending depicting the most recent approval decision for that use (tick - approved; cross - rejected)
pending approvers
Pending approvers
User(s) assigned to the approval and have not yet undertaken an approval decision for the named approval
user(s) avatar
status
Status
Approval status
Pending
Rejected
Approved
If a transition to a workflow final state has occurred, the version number for the last approved version is displayed.
this version number links to the last approved version of the page
Only the approval status is displayed in the document approvals report macro editor preview.
Report filters
The filters are listed alphabetically in the macro editor.
Report filter setting
Default
Notes

Approval name
blank
Name of the approval

Approval status
blank
This only applies if an Approval name filter is specified.
Filter by approval status from dropdown menu options
Any
Approved
Pending
Rejected

Assignee
blank
Name of the user assigned as an approver. Displays only approvals to which the user has been assigned as a reviewer or has already undertaken an approval decisions
@self for the current user viewing the report on the page
@self displays only approvals assigned to the user viewing the page with the document approvals report macro
CQL Filter
blank
A comma-separated list of CQL filters - the values must be indexed.
For versions v6.16.7+ the CQL format is Fieldname1=Value 1, FieldName2=Value2
Info
For versions prior to v.6.16.7 filter must be added in the form FieldName1:Value1, FieldName2:Value2
For CQL field references
Workflow CQL Fields
The only workflow CQL searchable fields are those listed in the Comala Document Management CQL Rest API page and Atlassian Confluence CQL fields.

Label
blank
Should the report be filtered by content label(s)?
leave empty to include all content
specify one label name to filter to that label
list multiple label names, separated by commas, to filter to content with any of those labels
If using a list of labels, you can prefix the list with &(ampersand) to require that content has all the labels. Otherwise, it reports pages containing any of the listed labels.

Number of items to display
20
The maximum number of results to show per page
max is 200

Parent page
blank
leave empty to set parent page as home page for the space
specify a page title to filter to its child pages
The report does not include the parent page.
Info
The parent parameter accepts the @self value reference.

Spaces(s)
@self
The comma-separated list of space keys to filter.
default is @self for current space
list multiple space keys, separated by commas, to report on multiple spaces
use @all to search all spaces
Specifying more than one space or all spaces disables live filtering.

State(s)
blank
Should the report be filtered to a specific state or state(s)?
leave empty to report on all states
specify one state name to report on that state
list multiple state names, separated by commas, to report on specific states

Workflow(s)
A comma-separated list of one or more workflows to display approval report information.
You can only filter this column on space workflow names. There is no option to filter on the name of a page workflow.
Exporting the page
Status
colour Green
title v7.5.0+
The document approvals report macro is rendered when a page including the macro is exported to PDF, Word, HTML, or using the macro in a send-email action macro in a workflow trigger.
The document approvals report is also supported when exporting a page using
K15t Scroll PDF Exporter for Confluence Cloud
Snapshot Publishing feature in Appfire Comala Publishing
The following columns (when included in the report macro configuration) are supported when exporting the page.
Report Column Entry
Export render
Version
Page Name
Page title with full link (including host Confluence instance name)
7.5.0+
State
Current state
Info
State indicator circle is not displayed.
7.5.0+
Last page update
Date of last page update
user name who undertook last update (user avatar is not displayed
date, using user preferred date format
7.5.0+
Approval name
Approval name (no link)
7.5.0+
Approvers
User(s) who have undertaken an approval decision for the approval
username
user decision approved/rejected
date of the approval/rejection in the user preferred date format
Info
The user avatar and approval decision icon are not displayed.
7.5.0+
Pending Approvers
User(s) who have not yet undertaken an approval decision for the approval
username
Info
The user avatar is not displayed.
7.5.0+
Status
Current status of approval
Pending
Approved*
Rejected*
*In most cases, this status is displayed as Pending. as for an Approved status the approval transition has usually taken place. An Approved or Rejected status is only displayed if the state transition has not occurred. For example, if the approval transition has not been added to the state or the state includes a second approval that has yet to be completed.
Confluence version number of the last approved version
in the format - v17
links to the public version of the page (the last version created on the transition to the workflow final state)
7.5.0+
When rendering the exported table for the macro the document approval report macro filter settings are used to display the rendered report.
An example of the macro on a page exported to HTML.
Image Added
If the column choice exceeds 12, the rendered table may be displayed with columns transposed as rows to ensure fit on the exported page. Export also may generate additional table(s) in the rendered export when there are 12 entries or more.
Send-email trigger export example
The following is an example of a workflow trigger to export the document approvals report on the change of the applied workflow state to Review.
Code Block
{trigger:statechanged|state=Review} {send-email:user=admin|subject=Doc Approvals Report} {document-approvals-report} {send-email} {trigger}
Related pages
Report macros
Child pages (Children Display)
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