Reporting Tools

Overview

Users can view workflow events and actions for a page using

• the page activity report or document activity report

• the document report for the space

• CQL to search and report on workflow activity and information

Users can also see their Document Actions report in their user profile to view their pending assigned approvals.

Page Activity

To view the record of who has approved or rejected the current page select Page Activity from the Page Tools menu or the workflow popup. All approvals and rejections together with comments and expirations will be recorded in the page workflow activity history.

The report can be filtered using the tabs and exported as a CSV format file. It is also available from blog post content as well as for page content.

The pageactivity macro can also be added to content.

Document Activity DATA CENTER V2.0+

To view the record of who has approved or rejected the current page select Document Activity from the Page Tools menu or the workflow popup. All approvals and rejections together with comments and expirations will be recorded in the page workflow document activity report.

My Document Actions Report

The current user can view their pending approval actions in the Comala Document Management Actions report.

The report is can be viewed by a user accessing their User Profile.

It is also displayed for the current user on the Confluence dashboard.

Space Document Tasks Report

The space tools Document Tasks Report lists all tasks in the current space and allows you to filter by assignee and task status.

Choose Space Tools → Tasks to view the Tasks Report.

Here's what the report looks like:

Mouse over the report to display

• Assigned to filter option - filters the report to entries for a selected user

• Refresh Data option - opens the space tools the Refresh Data option screen to refresh the content properties used by the report tools and report macros in the space

Document Control Report

The report lists the current space content with workflow activity by page title and details of each page:

• the current workflow state

• the user who most recently updated the page

• the date of last page update

• the current workflow state

• the time the transition occurred to move to the current state

The displayed report includes

• filter options to filter by the current state

• the Data Refresh option opens the space Data Refresh dashboard to repopulate the data used for reporting tools and report macros

Customizing the report

Administrators can customize the report viewed by all users in a space.

Choose the Settings menu. 

• scroll and check or uncheck the required columns to display

• drag and drop checked column items to set the display order

The Settings menu is used to customize the report columns displayed for the report for all users in the space. This option is only displayed for an admin user.

Confluence Search Filters

The workflow status and assignees can be used as filters in the default Confluence search or macros that support CQL.

Confluence Search

 In the Confluence general search screen, you can add filters to perform an advanced search.  Comala Document Control adds filters for a workflow state and workflow properties.

For example

• searching for pages and content currently in the applied workflow state named Draft

http://<confluence_url>/rest/api/content/search?cql=state=Draft

• searching for workflow metadata properties

/rest/api/content/<pageid>?expand=metadata.properties.comalaworkflows

The following search returns the details of the workflow states

rest/cw/1/content/<pageid>/status?expand=state,states,approvals,actions,tasks

{"expand":"","workflowName":"Simple Approval Workflow","state":{"name":"Approved","nameTranslation":"Approved","initial":false,"colour":"#14892c","hideStates":false,"taskable":false,"changeDueDate":true,"transitions":{"updated":{"state":"Review"},"expired":{"state":"Review"},"select":[]},"final":true},"publishedState":{"name":"Approved","initial":false,"colour":"#14892c","hideStates":false,"taskable":false,"changeDueDate":false,"final":true},"approvals":[],"states":[{"name":"Review","nameTranslation":"Review","transitions":{"approved":{"state":"Approved"},"rejected":{"state":"Rejected"},"select":[]},"colour":"#ffab00","approvals":[{"name":"Review this page","approvers":{"minimum":"*"}}]},{"name":"Rejected","nameTranslation":"Rejected","transitions":{"approved":{"state":"Approved"},"updated":{"state":"Review"},"select":[]},"hideFromPath":true,"colour":"#ff5630","approvals":[{"name":"Review this page","approvers":{"minimum":"*"}}]},{"name":"Approved","nameTranslation":"Approved","transitions":{"updated":{"state":"Review"},"expired":{"state":"Review"},"select":[]},"changeDueDate":true,"colour":"#14892c","final":true}],"actions":[],"tasks":[],"messages":[],"displayProgressTracker":true,"displaySuppressReadConfirmation":false,"contributors":{"totalSize":-1,"result":[]}}

Several APIs are available and supported in the Comala Document Management for Data Center app.

For information refer to the Comala Document Management Developer Guides.

Macros

Confluence provides some macros that support CQL filters, like the Content by label macro or the Page properties report macro.

Related pages

Reporting tools

Report page macros

• Page Activity Macro
• Page Status Macro
• Document States Report Macro
• Document Stats Report Macro
• Document Actions Report Macro
• Document Tasks Report Macro
• Document Workflow Report Macro