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Using workflow parameters to create reviewer teams in a space



Using workflow parameters to create reviewer teams in a space

Overview

You can use workflow parameters to create teams of users.



You can use these, for example in approvals, to manage your reviewers.


The values of the workflow parameterss can be managed by a space admin in the space tools Parameters dashboard.


Changes made by a space admin by editing the values in the Parameters dashboard will be used when a workflow is first applied to content in the space.

A workflow author can use a workflow parameter (set as either a user or group type) to allow their workflow to be used across multiple spaces by different teams of users

  • the workflow parameter values for the Confluence users or groups can be edited by the space admin for each space
  • changes made by the space admin to the workflow parameter values will be used when adding the workflow to content

Multiple team reviews in a state

You can add multiple reviews in a state and use each approval to assign different users using the workflow parameters.

For example, using workflow builder in a state Product Review, add three reviews DesignTechnical, and Quality.


This will create the following markup in the markup editor.

{workflow:name=Using Workflow Parameters for Team Approvals}
   {state:Product Development|submit=Product Review}
   {state}
   {state:Product Review|approved=Approved|rejected=Product Development}
      {approval:Design|description=Design approval team}
      {approval:Technical|description=Technical approval team}
      {approval:Quality|description=Quality Lead to be assigned for final approval}
   {state}
   {state:Approved}
   {state}
{workflow}

Workflow parameters for the review teams

We can create three workflow parameters, one to manage the reviewers for each approval.

In our example, the Design Team parameter is a user parameter and has a default value of two users.

{workflowparameter:Design Team|description=Design team members who must approve|type=user}
        matilde,suni
{workflowparameter}


Adding a default value for a workflow parameter when creating the workflow adds the workflow parameter to the space tools Parameters dashboard in the space where the workflow is added.

The second workflow parameter, Technical Team is also a user parameter.

The third  workflow parameter, QA Reviewers, is added as a group parameter. Its value will be one or more Confluence groups.



In our example the default value is set as two Confluence user groups in our instance.

In our example these Confluence user groups are

  • project-alpha-leads that is specific to the project and the space
  • project-quality-leads that is a cross project quality group

Adding the team parameters as reviewers

Approvals can use the workflow parameters (a value reference) to set the reviewers for each approval.

For the Design approval the Design Team workflow parameter is used to mandate the reviewers who must undertake the approval.



The Technical approval uses the Technical Team workflow parameter to mandate reviewers.



The Quality approval limits the assignment to one approver. The Quality Team workflow parameter is used to specify the list of reviewers from which the reviewer can be chosen.