Document States Report Macro

Overview

The Document States Report macro displays lists of content and associated workflow state information.

This workflow information in the reporting columns can include

  • date of last state change

  • the user who actioned the last state change to the current state

  • approvals in the state and approval information, including reviewers and decisions

One or more filters can be added to the report macro, including workflow state(s), content label

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

Permissions

Anyone can see this report. However, Confluence view-only users see only results for content that has reached the Approved ( final=true ) state, even if there have been subsequent draft state edits to that content.

Admins can make all results available to everyone by changing the global Workflow Activity and Drafts Visibility setting.

Adding the report

Choose the Document States Report macro to add the report to a page.

In the page editor

  • choose Insert  → Other Macros → Reporting → Document States Report 

    • or type {Document States ...  on the page and select Document States Report

  • choose  Edit  the macro

cda_draftpage_adddocstatesreport.png
  • choose report filters and display column settings

cda_documentstatesreportmacro_macroeditor.png

From v2.0.5, changed, updated, and created are displayed as date and time, not as a period value.

  • scroll down the macro editor to add/edit report filter options

    • the report columns display options by default are the comma-separated list title,state,changed,updated by,updated

    • by default, the report displays 20 items per page

  • choose Save to update the macro on the draft page

  • select Update to add the report to the page

Here's how the report looks on your page.

Mouse over the report to display

  • the State filter option for the current report

  • the Data Refresh option to open the space Data Refresh dashboard to repopulate the data used for workflow reports and report macros v2.1

Each report column heading can be used to sort the report display alphabetically/chronologically, depending on the chosen column.

From Comala Document Approval v2.0.5, the report displays exact dates.

Customizing the report

Edit the Document States report macro to customize the report by

  • choosing the information to be displayed in each column of the report

  • adding one or more filters

Customize the displayed columns

In the macro editor, amending the listed columns to title, state, changed, approval status, approvals, updated by, updated, space, changed, or changed by displays details of approvals in each of the current workflow states.

The title column is always displayed.

Filter the report

In the macro editor, select options to filter the report.

For example, add a filter on the State filter using Review

The filtered report displays only the page(s) currently in the Review state.

Report filters

The filters are listed alphabetically in the macro editor.

Setting

Default

Notes

Ver

Setting

Default

Notes

Ver

CQL Filter

blank

A comma-separated list of CQL filters - the values must be indexed.

For CQL field references 

 

Label

blank

Should the report be filtered by content label(s)?

  • leave empty to include all content

  • add one label name to filter the report to content with the specific label

  • add 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 the content has all the labels. Otherwise, it will report pages containing any of the listed labels.

 

Number of items to display

20

The maximum number of results to show per page.

 

Parent page

blank

  • blank defaults to the space home (does not include the home page in the report as this is the default parent)

  • specify a title to list that page's children

  • @self applies the report using the current page as the parent page

@self from v2.0.5 DATA CENTER

Sort

Title

Sort defines the value to sort by with the following options

  • Title

  • Updated

  • Created

  • Created by

v2.0.5 DATA CENTER

Sort Order

ascending

Sort Order defines the order of the sorting as either

  • ascending

  • descending

v2.0.5 DATA CENTER

Spaces(s)

@self

Which space(s) should be included in the report?

  • default is @self for the current space

  • list multiple space keys, separated by commas, to report on multiple spaces

  • use @all to search all spaces

 

State

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)

blank

This is redundant as there is only one workflow in the Comala Document Approval app.

 

Reporting columns

All columns except Page Title can be added or removed from the displayed report. The macro editor's column entry order defines the page's column display order.

The default column entry for the column display is 

  •  title,state,changed,updated by,updated (no blank character spaces are required after each comma when adding a custom list of columns to display in the macro editor)

These can provide parity of report display when displaying state approval information.

Only the following columns are sortable in the report UI.

  • Title

  • Created

  • Read Confirmation

  • State

  • Updated

  • Created by

  • Workflow

The document states macro has two parameters to define the sorting of the report (from v2.0.5 DATA CENTER )

  • Sort: defines the value to sort by with the following options

    • Title

    • Updated

    • Created

    • Created by

  • Sort Order: defines the order of the sorting as either

    • ascending

    • descending

Report Column Entry

Description



Report Column Entry

Description



title

Page title (always displayed)

1.8.0+

approvals

Approval(s) in the current specified state

  • Single approval - shows assigned users

  • Multiple approvals - shows each approval.

Click each approval icon to show the assigned user(s)

1.8.0+

approval status

Displayed as an approval status lozenge

  • Approved

  • Pending

  • Rejected

If no approval is present in the current state, no approval status is displayed.

1.8.0+

changed

Date and time of the last state change

2.0.5+

changed by

The user that caused the page to enter the current state. In the case of a content review with multiple approvers, this is the final approver.

  • any user comment is added to the entry (from v2.3.1+)

1.8.0+

2.3.1+

created

Date and time of the page creation

2.0.5+

created by

The user that created the page

1.10.1+

space

The name of the space that the page is in

1.10.1+

state

The current state of the content with the state icon

1.8.0+

updated

Date and time of the last page edit

2.0.5+

updated by

The user that last edited the page

1.8.0+

Exporting the page

The document states report macro is rendered when a page including the macro is exported to PDF, Word, HTML.

The following columns (when included in the report macro configuration) are supported when exporting the page.

Report Column Entry

Export render

Version

Report Column Entry

Export render

Version

title

Page title with full link (including host Confluence instance name)

2.0.6 +

approvals

Not displayed

 

approval status

Not displayed

 

approved version

Version number in format - v1.1.0

  • link to the public version of the page (the last version created on the transition to the workflow final state)

2.0.6 +

approved version approvers

Comment separated list of usernames that approved the page

2.0.6 +

approved version date

Duration since the approved (final state) was approved

2.0.6 +

changed

Date in the preferred format of the user

2.0.6 +

changed by

Username

  • user who actioned the last change state change

  • a comment added by the user is included in the entry (from v2.3.1+)

2.0.6 +

 

 

2.3.1 +

created

Date in the preferred format of the user

2.0.6 +

created by

Username

  • user who created the page

2.0.6 +

 

 

readack status

Status of read confirmation:

  • Pending

  • Completed

2.0.6 +

state

The current state of the content

2.0.6 +

space

Space name with a link

2.0.6 +

updated

Date in the preferred format of the user

2.0.6 +

updated by

Username

  • user who last updated the page

2.0.6 +

workflow

Applied approval workflow name

2.0.6 +

 

When rendering the exported table for the macro, the document states macro filter settings are used to display the rendered report

  • Columns

  • CQL filter

  • Label

  • Number of items to display

  • Parent page

  • Spaces

  • States

  • Workflows

  • Sort

  • Sort order