Document Approvals
Overview
In Comala Document Management, one or more Document approvals macros can be added to a page to display workflow approval information. 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 shown as a table, with one header row per approval and one row per reviewer of each approval.
The macro can be configured to display
the approval(s) in a state
The overall status of the approval
The assignees for each approval
Details of the assignee decision
Several separate document approval macros can be added to the content to display information for different approvals in different states. If the named approval doesn’t exist (misspelled, renamed, or removed), the macro will ignore that approval.
When no workflow is applied to the page, the document approvals report macro displays the following message both when the page is being edited and on the published page.
Add the macro to a page
To add the document approvals macro,
Edit the page and type /document approvals.
Choose Document Approvals to add the macro to the draft page.
By default, the macro displays the current workflow state name and the approvals in the state.
Select the macro and click the edit icon to open the macro editor.
The State dialog box is empty by default, and the macro will display the approval information for the current workflow state.
With no checkboxes selected, the macro lists only the approval names for the state.
Select the Show status checkbox in the macro editor to display the overall approval status.
If a reviewer has been assigned, their information will be displayed in a separate row.
A separate column is added for each selected checkbox in the macro editor to display information for each approval.
When the approval is configured to require a minimum number of reviewers, a separate unassigned reviewer row is displayed for each required reviewer. These are populated when reviewers are assigned or when a review decision is recorded.
Transition 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, regardless of the current state.
Configure the macro
The macro can be configured to display approval information on the page.
Display approvals 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, regardless of the content's current workflow state.
Check the macro editor checkboxes to display one or more of the following
The overall status for each approval in the state (Pending, Rejected, Approved, or Approved and Signed) - Show status
The reviewers for each approval; check 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 of each reviewer’s last action (if any) - Show date
The page version at the time of each reviewer’s decision - Show version
Any comments added by the reviewer on the last recorded action
If the Show status is checked, both the status of the overall approval and (if the reviewer avatar or the reviewer name is checked) the current decision for each reviewer are displayed.
Display approvals, reviewers, and status information for the current workflow state
Leave the State dialog box empty to display approval information for the current workflow state.
The approvals for the current workflow state are displayed.
If a workflow transition occurs, the approvals macro displays approval information for the new workflow state.
Multiple approvals in a state
If there is more than one approval in a state, each approval is listed in a separate row.
Approval information is displayed for multiple approvals in a state, in alphabetical order by approval names.
Each reviewer for an approval is displayed in a separate row.
To limit or set an order for the display of selected approvals in a state, add the name of each approval as a comma-separated list (with no spaces) in the Approvals order dialog box.
Approvals are displayed in the order that they are added in the comma-separated list.
Use with other macros
The document approvals macro is compatible with the Confluence Page Properties macro and the Page Properties Report macro.
On the draft page, add one or more document approvals macros 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.
The date (if included in the macro configuration) is in UTC format in the PDF and Word exports.
Reviewer avatars are not included in the PDF or Word export.
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