Document approvals macro
- Robert Alexander Marshall
Overview
One or more document approvals macros can be added to a page to display information on the approvals for the workflow on a page. Each macro can be configured to display the approval information for a different state in the workflow.
The document approvals macro information for a workflow state is displayed on the page as a table with one header row per approval and one row per reviewer (if present for the approval).
The macro can be configured to display the current approval status and each reviewer status; the reviewer name; the reviewer avatar; the date of reviewer decision; and any reviewer comment.
The default macro configuration only displays the approval name.
Adding the macro to a page
Edit the page and type /doc and select the document approval macro option.
Choose Document Approvals to add the macro to the draft page.
By default, the macro displays the current workflow state name and the approval in the state.
Select the macro and choose the pencil icon to open the macro editor.
If the State dialog box is left empty the macro displays the approval information for the current workflow state.
With no checkboxes completed the macro only lists the name of the approval for the state.
Select the Show status checkbox in the macro editor to display the overall status of the approval.
A separate row is added for each reviewer for the approval with a separate column for checkboxes completed for each of the approval/reviewer status, date of any action and reviewer comment.
The following macro option is redundant when using the macro to display approval information for an applied Comala Document Control workflow
Approvals order - the Review and Rejected states in the approval workflow only have one approval
Multiple approvals in a state can be added to a custom workflow in the Comala Document Management for Cloud app.
Transitioning the content
The information displayed by the macro is dynamic.
No state specified
If a state is not specified in the macro editor, transitioning the workflow to a different state will display the approval information for the new current state.
No approval in state
If there is no approval in the current state the document approvals macro will display the following message for the state.
State specified
Setting a state in the document approvals macro editor displays the approval information for that state, irrespective of the current state.
Configuring the macro
The macro can be configured to display approval information on the page.
Display approval information in a named state
Approval information can be displayed for a single named state added to the macro editor.
The macro will display the current approval information for this state irrespective of the current workflow state for the content.
Display approvals reviewer and status information
Select the checkboxes to display approval information.
the overall status for each approval in the state (Pending, Rejected, Approved or Approved and Signed) - Show status
the reviewers for each approval by checking one or both
Show reviewer avatar
Show reviewer name
the current status of each reviewer’s decision for the approval (Pending, Rejected, Approved, Approved and Signed, Unassigned) - Show status
the date each reviewer’s last action (if any) - Show date
any comment added by the reviewer on undertaking their last recorded action
Use with other macros
On the draft page, add one or more document approvals macro as table values in the page properties macro.
The page properties report macro can then be added to a page to report on the added values.
Exporting pages to pdf and Word
The approvals macro table of information is included when exporting to pdf or Word.