Limit reviewers who can approve
Editing approval reviewers
In workflow builder, you can use the approval editor to manage the assignment of reviewers for approval.
In the Reviewers options, you can limit who can approve or reject an approval and who can assign reviewers by choosing Limit who can approve.
When choosing to limit who can approve, the Minimum approvals value can be set with all the options except for Only one user must be assigned.
Limit who can approve and/or assign reviewers
Depending on your needs for the approval process in the workflow state, the approval can be configured to limit the users who undertake the approval and/or assign users as reviewers.
Choosing the Limit who can approve and/or assign reviewers option displays the following options to manage limiting reviewers who can approve or users who assign reviewers.
Users cannot be assigned through UI
Available as a Reviewers option when choosing to Limit who can approve and/or assign.
Prevents any user from undertaking the approval unless the user is added as a reviewer in the approvals editor.
This option can be used to add users who can undertake the approval by adding either or both of:
One or more Confluence users as Users that can review.
One or more Confluence user groups as Groups that can review.
Only one user approval decision is required to action the approval approved or rejected transition.
You can also add one or more users to the Users that are not allowed to review option to prevent them from undertaking the approval.
This option is useful if you need to exclude a user who is a member of a Confluence user group added as a Group that can review.
You can also use the Invert option in the Users that can review and Groups that can review options to exclude users from undertaking the approval.
When viewing the page or blog post in the approval state, the approval buttons are only active for the users added in the approvals editor.
The approval buttons are inactive for all other users, including any user not allowed to review. If a user is added as an allowed reviewer and excluded from the review, the excluded setting takes priority.
To apply this setting to the approval, at least one user or user group must be added in one of the three dialog boxes in the workflow builder approval editor.
This option is similar to Anyone can approve - one user decision actions the workflow approval transition, but this one reviewer can only be a user from the list of users or a member of the Confluence user group added to the approval editor in the workflow builder.
This option can be configured to require the decision of more than one reviewer by adding a value for Minimum approvals.
Users can be assigned through UI
Available as a Reviewers option when choosing to Limit who can approve and/or assign.
This allows one or more users to be manually assigned as reviewers by another user using the workflow state dialog box.
The avatar for each assigned user is added to the workflow state dialog box.
Until a user is assigned as a reviewer, any user (with edit permission) can approve or reject the document.
When one reviewer is assigned, the approval buttons become inactive (greyed out) for any other user. However, you can assign additional reviewers while the approval is pending. A reviewer can be unassigned if they have not undertaken an approval decision.
Adding users and/or user groups to the approval can limit the users who can be assigned as reviewers and the users who can assign reviewers.
When adding users or groups, you can use the Invert option to:
Exclude users and/or user group members from being assigned as a reviewer.
Exclude users and/or user group members from assigning a user as a reviewer.
You can also add usernames to Users that are not allowed to review to exclude these users from undertaking the approval.
Minimum approvals can be set to require a minimum number of reviewers to undertake and agree on the approval decision.
Setting a Minimum approvals value prevents a single initial approval decision from a user before any user is assigned, causing the related approval transition.
In the workflow builder, the approval name is displayed with an icon appended to indicate the review is assignable.
Users must be assigned to approve
This setting requires that a user be assigned to undertake the review using the workflow state dialog box. The choice of assignees is limited to the users or members of the user groups added to the approval editor.
Available as a Reviewers option when choosing to Limit who can approve and/or assign.
This allows one or more users to be manually assigned as reviewers by another user using the workflow state dialog box.
The approval setting can only be saved if at least one user or group is added to One or more reviewers must be assigned from this list.
You can:
Set the Users that are not allowed to review by adding users or groups to exclude these users from undertaking the approval.
Add Users who can assign reviewers or Groups who can assign reviewers.
Check the Invert option to exclude users or user group members who can assign reviewers.
Set a Minimum approvals value to require this number of reviewers to undertake and agree upon the approval decision before the approval transition can take place.
Setting a value for the Minimum approvals value prevents a single initial approval decision from a user who has not been assigned, causing a transition.
Only one user must be assigned to approve
Allows ONLY one user to be manually assigned as a reviewer by another user using the workflow state dialog box. The assigned reviewer’s decision transitions the workflow.
The approval on the page or blog post is inactive until a single user is assigned as the reviewer. Once the assignment is made:
No other users can be assigned as a reviewer.
The assigned reviewer can be unassigned if they have not yet undertaken an approval decision.
The approval configuration can only be saved if at least one user or user group is added in Only one reviewer must be assigned from this list.
You can also:
Exclude users by adding one or usernames to Users that are not allowed to review.
Add Users who can assign reviewers or Groups who can assign reviewers.
Check the Invert option to exclude users or user group members who can assign reviewers.
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