Workflow state dialog

Overview

The workflow state dialog helps you track and manage workflow applied to a page or blog post. All workflow actions are accessed and performed from this dialog.

• The dialog displays the workflow name and enables you to view state transitions, manage approvals and rejections, and update workflow parameters.

• You can also view current workflow details, document activity, and view the last approved version of the page.

• Space Administrators can bypass workflow rules and override the current document state.

To open the workflow state dialog on any Confluence page, click the Document Management status indicator in the page byline.

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Workflow state dialog

Workflow details

• The dialog displays the name of the active workflow, for example, Basic Approval Workflow. To view the workflow details, click the workflow name.
  
  

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  Workflow details
  
  

• This opens a full visual diagram of the entire workflow structure.
  
  

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  Workflow details

Visual state flow

The visual state-flow diagram shows the current state and available transitions for the next state.

• Hover over Next State to view the available transition states, and hover over the state icon to view the tooltip.
  
  

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  Visual state-flow

Reviewers and approvals

1. To add reviewers for approval, in the workflow state dialog, click Assign.

2. The Assign to dialog opens. You can search for a user, add multiple reviewers, include a comment, and click Save.
   
   

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   Add reviewers for approval
   
   

3. The dialog displays the assigned reviewer. You can add multiple reviewers if required.
   
   

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   Assigned reviewers
   
   

4. To view the approval details, click any reviewer.

5. Multi-stage approvals: If a workflow requires multiple progressive approval stages, the dialog displays a carousel. You can add multiple reviewers for each approval stage.
   
   

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   Multi-stage approval carousel
   
   

6. Approvers can Approve or Reject and include comments. To add a comment, click Comment at the bottom left of the dialog.
   
   

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   Add comments

Actions menu

The workflow state dialog actions provide several options based on the workflow state and type. To view the options, click the Actions menu (⋯) in the top-right corner.

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Actions

• Current Workflow: Displays a visual diagram of the current workflow.

• State Description: Displays the current workflow state description. You can also view the state description by clicking the show state description icon () in the dialog.

• Document Activity: Displays a summary of workflow-related actions on the page, including who approved, rejected, or changed states and when. Refer to the document activity report.
  
  

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  Document activity

   

• View Approved Version: Displays the latest approved version of the page.

• Override State:

  • This option is only available to Space Administrators who have page edit permissions. Otherwise, the option is disabled.

  • It bypasses all workflow rules and overrides the page's current state.

  • Every override is recorded in the Document Activity log.
    
    

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    Override state