Workflow parameters
- Robert Alexander Marshall
Overview
Workflow parameters allow you to add dynamic information as a parameter value to your workflow—they are placeholders for information located elsewhere. The space administrator can set workflow parameter values for each space, letting you add and use values for the space without changing the workflow.
One or more editable workflow parameters can be added to a custom workflow. Their values can be changed at the space level. Each time the workflow encounters the workflow parameter, for example, in a trigger action, the value is retrieved.
Workflow parameters can help manage your reviewers or expiry dates for your approved pages. By using a workflow parameter, your workflow can dynamically adapt to changing situations.
For example, you want to use the same workflow in different spaces, but each space uses different team members as workflow approval reviewers
users or user groups can be added as a value for a workflow parameter, for example, the Team_Reviewers workflow user parameter
the workflow approval is configured to assign users as reviewers using the value of the named workflow parameter, retrieved using the @Team_Reviewers@ value reference
the parameter value used by the workflow is set by the space administrator in the document management space settings in each space when the workflow is active
The included Quality Management System Workflow uses a workflow parameter value to assign reviewers to the approval in the In Approval state.
Where can they be used
You can use parameter references in the following situations
in workflow approvals for the values of reviewers
in workflow states as a value for state expiry
trigger actions that support workflow parameters
Types of workflow parameter
You can edit a custom workflow to add one or more workflow parameters. When adding a workflow parameter, you can select one of several data types for the value.
string workflow parameter value is a string of characters
user workflow parameter value is one or more Confluence usernames
group workflow parameter value is one or more Confluence group names
duration workflow parameter value is a period or set date
list workflow parameter value is a list of values that are options for the value of the workflow parameter
You can create and edit workflow parameters using workflow builder.
You cannot use a workflow parameter as a value for another workflow parameter.
Example
You can use a user workflow parameter to manage the reviewers for your workflow approvals.
In a workflow, we have created the user workflow parameter named Team_Reviewers.
its value is the users Suni and Matilde
In the Approval content review, add the name of the workflow parameter as reviewers.
Here, we have configured the approval to use the workflow parameter value to set all the reviewers who must approve it.
The added workflow parameter name is enclosed in the @ symbol.
The workflow parameter added to a workflow appears as an option in the dialog box when typing "@Tea…"
When you apply the workflow to a document, the value(s) of the @Team_Reviewers@ workflow parameter is added to the workflow popup. These are the users who must undertake the content review.
When you make a workflow active, the number of parameters defined in a workflow is displayed in the app space settings.
You can change the values of the workflow parameters used in the current space by choosing the @ Parameters lozenge and editing the values.
Choose @ Parameters to display all workflow parameters in a dialog box.
The changed value is used when a workflow event next encounters the workflow parameter, for example, when the workflow is applied to creating a new page. This allows the use of a workflow in different spaces, with different values for the reviewers, the project team, or the expiration due date in each space.
If you add the workflow as a page-level workflow, you can edit the value of the workflow parameter using the Manage Workflow Parameters option in the page tools menu.