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Report page macro displays pending tasks and pending approvals information for a given user - from v2.2.0+ |
Overview
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The Document Actions Report Macro displays details about pending workflow tasks and approvals for a given user for each page in one or more spaces.
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The default report displays Document Actions (the pending tasks and pending approvals) in the current space for the user viewing the page.
The report includes
the user name (in the report title: <username> Document Actions)
each document action name (task name or approval name*)
page name link to the page (and the space name) with the document action assigned to the user
Filter the displayed report on the page using the Type dropdown menu checkbox options to display either pending tasks or pending approvals for the user.
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* The approval name in both Comala Document Approval workflow states with a review - Review state and Rejected state - is Review this page. |
Permissions
Anyone can see the report, but the information displayed is filtered by the user permissions for the pages and the workflow state.
View-only users only see results for content that has reached the Approved state - the final workflow state for approved content. This occurs even if there are subsequent draft state edits to that page. A page that has not yet been published, or a page with an applied workflow that does not define a published state, are not shown.
Admins can make all results available to everyone by changing the Workflow Activity and Drafts Visibility settings.
Adding the report macro
To add the report to a page choose the Document Actions Report macro on the draft page either by
using the macro editor
choose
→ Other Macros → Reporting → Document Actions Reportchoose Insert in the macro editor to add the default report to the draft page
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type {Document Actions … and select Document Actions Report
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Publish the page to view the default report.
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The report displayed is for the current user in the current space. |
Editing the macro
On the draft page with the added Document Actions Report macro
choose Edit macro
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in the macro editor, in the left-hand panel scroll down to customize the report and configure the macro filters.
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The default macro settings are
Assignee - default value @self
pending document actions assigned to the current user
Space(s) - default value @space
limits report to the current space
The pending tasks and approvals assigned to the current user in the current space are displayed in the default report.
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Customizing the report
Customize the number of items displayed
Set the number of entries displayed in the report on the page.
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The default setting displays 20 items.
One item is a single page, not a pending document action. A single listed page may have multiple document actions.
Any additional items over this value paginate the report.
For example,
Number of items to display is set to 2
space has 3 pages with pending document actions for the specified user
some pages have multiple document actions pending for the user
Displays a report with multiple pages.
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Two items (pages) are displayed for each report page
multiple pending document actions for the user on a page are shown as separate lines in the report
The total number of report pages is appended to the bottom right of the report.
Mouse over the report to navigate to other report pages.
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Filter the report
In the macro editor select one or more options to filter the report. These include options to filter by document action assignee, state(s), parent page, space key(s), label(s), workflow(s) or CQL filter (see Report filters below).
For example, add a user as a value for the Assignee filter - user Elle Bracus
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Report filters
One or more filters can be set for the report in the macro editor.
scroll down in the left panel to add one or more filters
use the Preview option to preview the report information
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Filters | Default | Notes | Version | ||
Assignee | @self | User assigned to a document action
Filter displays pending tasks and pending approvals assigned to the user
| Document Actions Report Macro is available from
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CQL Filter | Blank | A comma-separated list of CQL filters - the values must be indexed. The CQL format is For CQL field references The only workflow CQL searchable fields are those listed in the Comala Document Management CQL Rest API page and Atlassian Confluence CQL fields. | |||
Label(s) | Blank | Should the report be filtered by content label(s)?
If using a list of labels, you can prefix the list with | |||
Number of items to display | 20 | The maximum number of results to show per page
One item is defined as a page. A page with multiple document actions for the user is a single item in the report. Each document item is shown as a separate line in the rendered report. | |||
Parent page | Blank | Specify a page title to filter the report to its child pages
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Space(s) | @self | The comma-separated list of space keys to filter.
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Specifying more than one space or all spaces disables live filtering. |
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State(s) | Blank | Comma-separated list of state names to filter
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Workflow(s) | Blank | A comma-separated list of workflows to be displayed.
You can only filter this column on space workflow names. There is no option to filter using a page workflow name. |
Reporting columns
All columns are displayed by default. There is no configuration option for the display of columns in the report.
The displayed columns are not named but the report displays the
assignee user name
displayed in the report title: <username> Document Actions
pending document actions for the specified user
approval name - approval icon and approval name
task name - task icon and task name
page name for each included document action
link to page
name of space containing the page
Mouse over the report to use the Type dropdown menu to filter the report on the page by pending document action for the user
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approval
task
Exporting the page
The document actions report macro is rendered when a page that includes the macro is exported to PDF, Word, HTML.
The document tasks report is also supported when exporting a page using another app, for example:
Snapshot Publishing feature in Appfire Comala Publishing
When rendering the exported table for the macro the document actions report macro filter settings are used to display the report.
Title - Rendered Report Column | Export render | ||
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Action | Displays text string for the pending document action type and name of the workflow action for the user specified in the document actions report macro
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Assigned by | The user who assigned the user to the approval or task | ||
Assignment date | Date the pending document action was assigned to the user | ||
Due date | The due date for completion of the pending document action (if added) | ||
Appears on | Page or blog post on which the pending document action was added
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The report title is not rendered on the exported page. The report title includes the assignee username. | |||
An example of the document actions report on a page exported to HTML is displayed below:
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By default, exporting to PDF or Word exports the last approved version of a page with an applied workflow with a final state.