Overview
One or more approvals (content review) can be added to each workflow state in a custom workflow using the workflow builder visual editor in the space settings document management dashboard.
An approval in a state can be configured in the approval editor.
manage the reviewers for the approval
set the requirement for reviewer authentication
customize the workflow popup Approve and Reject button names
Approvals can only be added or edited for a custom workflow. To use a customized version of a bundled workflow, create an editable copy of the bundled workflow in the space settings document management dashboard.
Accessing the approval editor
For a custom workflow in the space settings document management dashboard
choose the Edit with Visual Builder icon to the open workflow builder visual editor
choose a state name in the workflow panel
Or the state lozenge in the navigator panel.
This displays the state editor for the chosen state in the left-hand workflow panel.
The state editor displays
the state name
the number of Transitions for the state
the number of Approvals for the state
Editing an approval
Choose Approvals in the state editor to display approvals in the state.
Existing approvals in the state are listed by approval name.
Choose the approval name to edit the approval
Use the editor to change the approval name and a range of attributes including
Reviewers - set the approval behavior for how one or more users can undertake a review
Minimum approvals - set the minimum number of approvals by reviewers required for the approval to be complete
Advanced options include
Credentials - set the requirement for a user to authenticate using an e-signature before they can undertake the approval
Set custom action labels - customize the approval Approve and Reject button names displayed in the workflow popup on the page
Reviewers
Reviewers for the approval are managed by choosing one of the check buttons in the approval editor.
In this example, the approval is configured to allow one or more users to be assigned as a reviewers using the workflow popup on the page.
A user must have at least view and edit permission for the page to undertake the approval.
Reviewers settings
Reviewers for an approval can be configured asAnyone can approve (no restrictions)
User can be assigned through UI (on the page using the workflow popup)
Set all reviewers that have to approve (users mandated as reviewers to undertake the approval)
Minimum approvals (minimum number of reviewer approval decisions to complete the approval)
The approval can also be set to Automatically assign users and Automatically assign groups as reviewers on the transition into the workflow state.
Anyone can approve (no restrictions) | Who can approve or reject | Workflow popup on the page |
 | No restrictions on who can approve or reject the approval. A single reviewer decision completes the approval. Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. |   |
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 reviewer (using the workflow popup on the page). Automatically assign reviewers Includes the option to preassign users as reviewers by adding one or more user names or user group names to the Automatically assign … options
Until a reviewer has been assigned
Once a user is assigned as a reviewer
If more than one reviewer is assigned
Until the approval is complete (all assignees have undertaken and agreed on the approval decision)
Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps. |     |
Set all reviewers that have to approve | Who can approve or reject | Workflow popup on the page |
 | One or more user(s) are assigned as a reviewer by the workflow on the transition to the workflow state with the added approval. Automatically assign reviewers At least one user name or group name must be entered in the Automatically assign dropdown menus in the workflow builder approval editor. Added users are preassigned as reviewers:
If more than one user is assigned as a reviewer
Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval. Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps. |   |
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.
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
All reviewer decisions must agree for the completion of the approval even if there is the required number of agreed Minimum approval decisions. |   |
Assignable approval
An assignable approval in a state can have one or more reviewers assigned manually by a user using the workflow popup.
The user assigning the reviewer requires Confluence view and . permission for the page.
To set an approval as assignable
open workflow visual builder
open the workflow state editor
choose Approvals
Open the approval editor by
selecting the approval name
Under Reviewers
check Users can be assigned through UI
If required
use Automatically assign users and/or Automatically assign groups to assign reviewers on transition into the workflow state
set the required number of reviewer decisions to complete the approval by adding a value in Minimum approvals
choose Apply
The workflow state approval icon in the workflow visual builder is appended with a user avatar and the "+" symbol.
Save the workflow and Exit the workflow visual builder
On a page with the applied workflow, the workflow popup in the edited workflow state displays the Add Reviewer option to assign one or more users as reviewers.
Preassigned users can be unassigned using the workflow popup.
Workflow assigned reviewers
Users can be preassigned to an approval by editing the approval in the workflow visual builder. The users are assigned on the transition into the state
An approval can be configured to pre-assign users as reviewers when the approval Reviewers setting is either
Users can be assigned through UI - automatically assign reviewers
For the Users can be assigned through UI setting - preassigned users can be manually unassigned in the workflow popup
Set all reviewers that have to approve - automatically assign reviewers
For the setting Set all reviewers that have to approve - preassigned users must undertake the approval and cannot be unassigned in the workflow popup
When the approval setting is Set all reviewers that have to approve
all reviewers must undertake the approval and agree on the approval decision for the approval to be complete
reviewer decisions are appended to the user avatar in the workflow popup
a user can amend an approval decision until the approval is complete
When the Minimum approvals value is set, the approval is set as complete when
the Minimum approvals number of decisions that agree are made
Additional preassigned reviewers are not required to undertake the approval if there are more preassigned reviewers than the Minimum approvals required.
If there is disagreement in the reviewer decisions, the approval is not completed until all existing reviewer decisions agree.
For example, an approval configured with Minimum approvals = 2 is not set as complete if
there are 4 preassigned reviewers
2 reviewers have a current Approve decision
one reviewer has a current Reject decision
The Reject decision must be changed to complete the approval.
To avoid blocks in a process, if an approval decision is not critical, add multiple preassigned reviewers and set the Minimum approvals=1. This requires only a single reviewer decision to complete the approval.
Reviewer credentials requirement
The approval can be configured to require an e-signature for each reviewer to authenticate their identity.
To set the requirement for user authentication, in the Advanced settings
navigate to Credentials
choose Requires e-signature
each reviewer is required to confirm their identity using an e-signature to activate the approval
Choosing the e-signature option means that a reviewer must configure the setup of an authentication token as part of 2FA Authentication for the site.
An approval that requires credentials is displayed in the workflow visual builder with a padlock appended to the approval icon in the state editor.
The Quality Management System Workflow bundled with the app includes approvals that require reviewer authentication.
In a copy of the Quality Management System Workflow, in the Draft state
On the page, a user undertaking the approval in the workflow popup must activate the approval options to approve or reject the content by entering
their email
and a time-based token generated by a third-party app
The first time a user opens the workflow popup in a state with an approval that requires an e-signature they are prompted to set up a personal code.
If the user has previously set up their third-party authentication app, the user
adds their email
the third-party-generated time-based authentication token
Adding the details enables the approval buttons in the workflow popup but the e-signature validation occurs when the user makes an approval decision.
Customize approval decision buttons in the workflow popup
The Advanced settings include an option to Set custom action labels to add context to an approval decision.
Use this option to customize the names displayed in the workflow popup for the Approved and Rejected decision buttons.
Adding an approval
For a custom workflow in the space settings document management dashboard
choose the Edit with Visual Builder icon
select the state to add the approval
To open the approval editor, next to Approvals
choose +add
Or use +Add Approval button in the workflow navigator window.
A name must be added for the approval to add it to the current state.
select the required Reviewers option
choose Add to add the approval to the state
choose Save and Exit to update the workflow in the document management dashboard
One or more approvals can be added and configured separately in the state using the workflow visual builder.
choose Add Approval
In the workflow builder approval editor
add a new approval name
Approvals in a state must have a unique name in the state. However the same approval name can be used for approvals in different states in the same workflow.
select the required Reviewers option
choose Add to add the approval to the state
Both approvals for the state are displayed in the workflow visual builder.
Save and Exit to update the workflow in the space settings document management dashboard
On a page with the applied workflow in the updated workflow state, both approvals must be undertaken to complete the approval process in the workflow state.
Deleting an approval
An approval is removed from a workflow state using the workflow visual editor.
select the approval in the workflow builder state editor
choose the approval name to open the approval editor
choose Delete in the approval editor to remove the current approval from the state
The approval is removed from the state and is no longer listed for the state.
Save and Exit to update the workflow in the space settings document management dashboard
Any Approved or Rejected transitions in the state must be removed separately using the workflow visual editor. Remember to theamend any other state transition to meet your workflow needs in the state.