Workflow Report Macro - Approvals

Owned by Robert Alexander Marshall
Last updated: Jun 05, 2024
4 min read
1 Overview | 2 Permissions | 3 Adding the report | 4 Report Columns | 5 Customizing the report

Overview

The approvals report is used to display lists of content review information. It's great for keeping track of the content reviews taking place across multiple spaces.

Permissions

By default, this report is only available to users who can Add content (pages or blog posts) to the space.

Admins can make it available to everyone by changing the Workflow Activity and Drafts Visibility setting.

Adding the report

To add the report to a page

  • choose Workflow Report in the macro browser


  • set the Type setting to approvals

  • choose Save

  • Publish the page


Here's how the macro looks on your page.

Filters can be applied to the report by a user on the page.

Filter

Description

Filter

Description

​View

View Pending, Approved or Rejected​ approvals

Approvals

Which approval (name) to filter by

Report Columns

Report Column

Description

Report Column

Description

​Title

Page title​

Last updated by

User who last modified the page

Updated

Timestamp of page modification

State

Workflow state page is currently in

Status

Displays one or more approval status icon(s) for approvals in the current state for each page and a hyperlink to the content version at the time when the approval became active.

This is only shown when a named approval is selected in the filter options above the report header. Details for the status will also be displayed in the last (No name) column of the report.

Status icon

Choose the Pending filter along with the named Approvals filter

  • active pending approval are displayed with a   (tick in circle)

The active pending status icon will also include

  • last approval decision  (star) is displayed indicates awaiting approval or the last approval decision for this approval was approved

  • last approval decision   (cross) is displayed indicates the last approval decision for this approval was rejected

If the approval is not active but pending (for example the approval limits reviewers to assignees and none have been assigned) the last approval decision will be displayed without the green tick.

Choose the Approved or Rejected filter is along with the named Approvals filter

  • completed Rejected approvals are displayed with a rejected decision icon (large red cross)

  • completed Approved approvals are displayed with an approved decision icon (green tick in check box)

Version link

A link to the page version that existed when the approval became active. If no further edits have yet been made then the link will be to the (Current) version.

If further edits have been made choosing the link displays a message warning the user that a more current version exists.

(No name)

Details of the Approval status showing any action required and recent activity related to the approval.

Only shown when an approval is selected in options above header.

The report content can be customized by editing workflow report macro settings.

The on-page report filters will still be available for users unless the report macro is edited to Hide Headers.

Customizing the report

You can customize the report macro with the following macro settings.

The settings can be used to display a report that lists approvals includes customizing the report

  • for specific a spaceKey(s)

  • on content with specific Label(s)

  • on content with a named parent (parent page filter)

  • by Approval name

  • for the current approval status for pending, approved or rejected (Filter )

  • for a specific Approver

The report can also be customized to sort on a specific column, the sort order and the maximum number of entries.

Setting

Default

Notes

Setting

Default

Notes

Space Key(s)

Current space

Which space(s) should be included in the report?

  • Leave empty to report on the current space

  • Specify one space key to report on a specific space

  • List multiple space keys, separated by commas, to report on multiple spaces

  • Specify any to report on all spaces.

Approval

approval name (required)

You must specify the name of a content review for this report to work.

The name is defined by the approval macro, and is shown in the workflow popup during content reviews.

Max Entries

20

The number of results to show per page.†

Filter

pending

Which stage of the content review should the content be in?

  • pending – the review is not yet complete

  • approved – the review was approved

  • rejected – the review was rejected

Label



Should the report be filtered by content label(s)?

  • Leave empty to include all content

  • Specify one label name to filter to a specific label

  • List multiple label names, separated by commas, to filter to content with any of those labels

If using a list of labels, you can prefix the list with & (ampersand) to require that content has all the labels.

Parent Page Filter



Should the report be filtered to a specific parent page and the child pages of the specific page?

  • Leave empty to include all content in the space

  • Specify a page title to include the specified page and its child pages

Approver



Should the report be filtered to content that the specified user can currently review?

  • Leave empty to include all content

  • Specify a username to filter to results which that user can review

  • Specify @self to filter to results that the current user can review

Sort

modified

Which column of the report should results be sorted by?

Sort Order

descending

Should the sort be in ascending or descending order?

† The macro has a 500-page limit for each report. If a larger report is required it may be useful to use the CQL REST API.

See also

User Guide

Workflow Authoring Guide