Document Actions Report Macro
- Robert Alexander Marshall
- Alain Martínez
Overview
V2.2.0+
The Document Actions Report Macro displays details about pending workflow approvals for a given user in one or more spaces on each page.
The default report displays Document Actions (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 (approval name*)
page name link to the page (and the space name) with the document action assigned to the user
The report includes a Task option in the dropdown Type filter. However, workflow tasks are a feature that is only available in the Comala Document Management app.
* The approval name is Review this page in both Comala Document Approval workflow states with a review (the Review state and the Rejected state).
Permissions
Anyone can see the report, but the information displayed is filtered using your Confluence permissions for the pages and the workflow state.
View-only users see only 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 is 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 Report
choose Insert in the macro editor to add the default report to the draft page
type {Document Actions …
select Document Actions Report
Publish the page to view the default report.
The report displayed is for the current user in the current space.
Editing the macro
On the draft page
in the macro browser, choose the Document Actions Report macro
choose Edit macro
In the macro editor, scroll down in the left-hand panel to customize the report and configure the macro filters.
The default macro settings are
Assignee - default value @self
pending document approval actions assigned to the current user
Space(s) - default value @space
limits report to the current space
The pending approvals assigned to the current user in the current space are displayed in the default report.
Customizing the report
Customize the number of items displayed
Set the number of entries displayed in the report on the page.
The default setting displays 20 items.
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
Displays a report with multiple pages.
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.
Filter the report
In the macro editor, select one or more options to filter the report. These include options to filter the report. Filters include document action assignee, state(s), parent page, ancestor page, space key(s), label(s), workflow(s), or CQL filter (see Report filters below).
For example, filter report to the Assignee - user Elle Bracus
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
Filters | Default | Notes | Version |
Assignee | @self | User assigned to a document action
Filter displays pending approvals assigned to the user | Document Actions Report Macro is available from
|
CQL Filter | Blank | A comma-separated list of CQL filters - the values must be indexed. For CQL field references |
|
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
|
|
Parent page | Blank | Specify a page title to filter the report to its child pages
|
|
Ancestor page | blank | The report is limited to the descendant pages of the specified page.
| v2.4.0+ DATA CENTER |
Space(s) | @self | The comma-separated list of space keys to filter.
Specifying more than one space or all spaces disables live filtering. |
|
State(s) | Blank | Comma-separated list of state names to filter
|
|
Workflow(s) | Blank | A comma-separated list of workflows to be displayed. |
|
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
page name for each included document action
link to page
name of space containing the page
Exporting the page
The document actions report macro is rendered when a page that includes the macro is exported to PDF, Word, or HTML.
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 |
|---|---|
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
|
Assigned by | The user who assigned the user to the approval |
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 approval action was added
|
An example of the document actions report on a page exported to HTML is displayed below:
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