Document Approvals Report Macro

Overview

v7.3.0+ Data center

The Document Approvals Report displays a list of pages and blog posts with associated workflow approval information.

cdmdc_documentapprovalsreport_default_onpage_threeentries.png

The information in the reporting columns for the default report is

Page Name - includes a link to the page with the applied workflow with the approval
State - workflow state containing the approval
Last page update - an avatar for the user last updated the page, the date of the last page update
Approval name - the name of the workflow state approval
Approvers - avatars of users who have approved or rejected the named approval appended with an icon for their most recent approval decision
Pending Approvers - avatars of users assigned to the approval as a reviewer and are yet to undertake an approval decision
Status - the approval status and the page version of the latest approved version (if this currently exists) linking to the latest approved page version

One or more filters are available in the report, for example, filter the workflow information based on approval status for a named approval.

Once added to a page, the report macro dynamically updates the displayed information. It's great for keeping track of content workflow approvals across multiple spaces.

If a workflow approval has moved to a new state, the document approvals report does not show the completed approval.

Approvals with a status of Rejected or Approved are only visible if there has not been a transition out of the workflow state where the approval resides.

For instance, if no approval transition has been added for the state, or if multiple approvals are required for the transition to happen.

Permissions

Anyone can see this report. The report only shows information that matches the current user permissions for the page, blog post, and workflow state

View-only users only see results for content that has reached a Published ( final=true ) state, even if there are subsequent draft state edits. Content that has not yet been published, or under a workflow that does not define a published state, is not displayed.

Admins can make all results available to everyone by changing the Workflow Activity and Drafts Visibility settings. This can be set in the current space configuration, or for all spaces in an instance in the global configuration.

Adding the report

To add the report to a page select and add the Document Approvals Report macro to a draft page. This done by either

selecting Insert → Other Macros → Reporting → Document Approvals Report

typing {Document Approvals ... and select Document Approvals Report

Edit the configuration in the macro in the editor or choose Save to use the default macro settings.

Publish or Update the page to view the default report on the page.

The default report displays information for current workflow approval for pages and blog posts with an applied workflow in the current space.

Report filters and the Data Refresh option are displayed by moving the mouse over the report entries.

The Refresh Data option opens the space Refresh Data dashboard. This space dashboard is used to repopulate data properties for pages and blog posts with an applied workflow in the space. This data is used by Comala Document Management in-app reporting tools and reporting macros.

Editing the macro

On the draft page

select the macro and choose Edit

The macro editor displays the document approvals report macro configuration options and a preview of the default document approvals report for workflows applied in the current space.

In the macro editor, you can configure the report filters and column display settings.

Mouse over the preview to display the on-page filter buttons.

The filter and display options are alphabetically displayed in the macro editor's left hand scrollable panel.

the report filter options are
- Approval name
- Approval status (only if approval name is specified)
  - dropdown option to filter approval status: Any; Pending; Approved; Rejected
- Assignee
  - use @self to display the current user viewing the report reviewer assignments
- CQL filter
- Label(s)
  - comma-separated list of one or more labels to filter
  - prefix list with & ampersand to filter requiring a match for all added labels
- Parent page
  - default is blank
    - sets the space home page as parent page for the report
  - use @self to set current page as parent page for the report
- Space(s)
  - default is @self for the current space
  - use @all to search all spaces
  - add a comma-separated list of space keys to search selected spaces
- Workflow(s)
  - comma-separated list of workflow names to filter for the report

The display options for the filtered report are

columns displayed
- by default, the comma-separated list title, state,approvers,pending approvers,last page update,status

Number of items to display, by default, is 20 items per page

On configuring the report macro filters and display options, choose

Save to update the macro on the draft page
Publish or Update the draft page to add the report on the published page

Customizing the report

Edit the Document Approvals report macro to customize the report by

choosing the information to be displayed in each column of the report
adding one or more filters

Reporting columns

All columns are displayed in the default report.

The choice of columns in the displayed report can be customized in the macro editor except for Page Name; State; Last page update. These three columns are always shown in the rendered report and are displayed in the order shown below.

Report column macro editor	Report Column Heading	Notes
title	Page Name	Name of the page with the applied workflow that includes an approval.
state	State	The workflow state that includes the named approval. Entry displays the state name state indicator circle
last page update	Last page update	Avatar of the user who last updated the page date of last page update
approval	Approval Name	Approval name
approvers	Approvers	User(s) who have undertaken an approval decision for the named approval user avatar displayed with icon appending depicting the most recent approval decision for that use (tick - approved; cross - rejected)
pending approvers	Pending approvers	User(s) assigned to the approval and have not yet undertaken an approval decision for the named approval user(s) avatar
status	Status	Approval status Pending Rejected Approved If a transition to a workflow final state has occurred, the version number for the last approved version is displayed. this version number links to the last approved version of the page

Report filters

The filters are listed alphabetically in the macro editor.

Report filter setting	Default	Notes
Approval name	blank	Name of the approval
Approval status	blank	This only applies if an Approval name* filter is specified.* Filter by approval status from dropdown menu options Any Approved Pending Rejected
Assignee	blank	Name of the user assigned as an approver. Displays only approvals to which the user has been assigned as a reviewer or has already undertaken an approval decisions @self for the current user viewing the report on the page @self displays only approvals assigned to the user viewing the page with the document approvals report macro
CQL Filter	blank	A comma-separated list of CQL filters - the values must be indexed. For versions v6.16.7+ the CQL format is `Fieldname1=Value 1, FieldName2=Value2` For CQL field references Workflow CQL Fields
Label	blank	Should the report be filtered by content label(s)? leave empty to include all content specify one label name to filter to that 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. Otherwise, it reports pages containing any of the listed labels.
Number of items to display	20	The maximum number of results to show per page max is 200
Parent page	blank	leave empty to set parent page as home page for the space specify a page title to filter to its child pages The report does not include the parent page.
Spaces(s)	@self	The comma-separated list of space keys to filter. default is @self for current space list multiple space keys, separated by commas, to report on multiple spaces use @all to search all spaces Specifying more than one space or all spaces disables live filtering.
State(s)	blank	Should the report be filtered to a specific state or state(s)? leave empty to report on all states specify one state name to report on that state list multiple state names, separated by commas, to report on specific states
Workflow(s)		A comma-separated list of one or more workflows to display approval report information.

Exporting the page

v7.5.0+

The document approvals report macro is rendered when a page including the macro is exported to PDF, Word, HTML, or using the macro in a send-email action macro in a workflow trigger.

The following columns (when included in the report macro configuration) are supported when exporting the page.

Report Column Entry	Export render	Version
Page Name	Page title with full link (including host Confluence instance name)	7.5.0+
State	Current state	7.5.0+
Last page update	Date of last page update user name who undertook last update (user avatar is not displayed date, using user preferred date format	7.5.0+
Approval name	Approval name (no link)	7.5.0+
Approvers	User(s) who have undertaken an approval decision for the approval username user decision approved/rejected date of the approval/rejection in the user preferred date format	7.5.0+
Pending Approvers	User(s) who have not yet undertaken an approval decision for the approval username	7.5.0+
Status	Current status of approval Pending Approved* Rejected* Confluence version number of the last approved version in the format - v17 links to the public version of the page (the last version created on the transition to the workflow final state)	7.5.0+

When rendering the exported table for the macro the document approval report macro filter settings are used to display the rendered report.

An example of the macro on a page exported to HTML.

Send-email trigger export example

The following is an example of a workflow trigger to export the document approvals report on the change of the applied workflow state to Review.

{trigger:statechanged|state=Review}
        {send-email:user=admin|subject=Doc Approvals Report}
        {document-approvals-report}
        {send-email}
    {trigger}

Report macros