Document Actions Report Macro

Owned by Robert Alexander Marshall
Last updated: Jun 25, 2024
7 min read
1 Overview | 2 Permissions | 3 Adding the report macro | 4 Editing the macro | 5 Customizing the report | 6 Report filters | 7 Reporting columns | 8 Exporting the page | 9 Related pages

Overview

V2.2.0+

The Document Actions Report Macro displays details about pending workflow tasks and approvals for a given user for each page in one or more spaces.

cdmdc_docactionsreportmacro_onpage_adminuser_task_pendingapproval.png
Document actions report for the user admin

The default report displays Document Actions (the pending tasks and pending approvals) in the current space for the user viewing the page.

The report includes

  • the user name (in the report title: <username> Document Actions)

  • each document action name (task name or approval name)

  • page name link to the page (and the space name) with the document action assigned to the user

Filter the displayed report on the page using the Type dropdown menu checkbox options to display either pending tasks or pending approvals for the user.

cdmdc_documentactionsreport_typemenu_options_nonchecked.png

Permissions

Anyone can see the report, but the information displayed is filtered by the user permissions for the pages and the 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 to that page. A page that has not yet been published, or a page with an applied workflow that does not define a published state, are not shown.

Admins can make all results available to everyone by changing the Workflow Activity and Drafts Visibility settings.

Adding the report macro

To add the report to a page choose the Document Actions Report macro on the draft page either by

  • using the macro editor

    • choose image-20240617-092419.png → Other Macros → Reporting → Document Actions Report

    • choose Insert in the macro editor to add the default report to the draft page

  • type {Document Actions … and select Document Actions Report

Publish the page to view the default report.

The report displayed is for the current user in the current space.

Editing the macro

On the draft page with the added Document Actions Report macro

  • choose Edit macro

Scroll down the left-hand panel in the macro editor to customize the report and configure the macro filters.

The default macro settings are

  • Assignee - default value @self

    • pending document actions assigned to the current user

  • Space(s) - default value @space

    • limits report to the current space

The default report displays all pending tasks and pending approvals assigned to the current user in the current space.

Customizing the report

Customize the number of items displayed

Set the number of entries displayed in the report on the page.

The default setting displays 20 items.

One item is a single page, not a pending document action. A single listed page may have multiple document actions.

Any additional items over this value paginate the report.

For example,

  • Number of items to display is set to 2

  • space has 3 pages with pending document actions for the specified user

  • some pages have multiple document actions pending for the user

Displays a report with multiple pages.

Two items (pages) are displayed for each report page

  • multiple pending document actions for the user on a page are shown as separate lines in the report

The total number of report pages is appended to the bottom right of the report.

Mouse over the report to navigate to other report pages.

Filter the report

In the macro editor select one or more options to filter the report. These include options to filter by document action assignee, state(s), parent page, space key(s), label(s), workflow(s) or CQL filter (see Report filters below).

For example, add a user as a value for the Assignee filter - user Elle Bracus

Report filters

One or more filters can be set for the report in the macro editor.

  • scroll down in the left panel to add one or more filters

  • use the Preview option to preview the report information

Filters

Default

Notes

Version

Assignee

@self

User assigned to a document action

  • approval

  • task

Filter displays pending tasks and pending approvals assigned to the user

Document Actions Report Macro is available from

  • v7.5.0+

CQL Filter

Blank

A comma-separated list of CQL filters - the values must be indexed.

For CQL field references 

 

Label(s)

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 a page 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

Specify a page title to filter the report to its child pages

  • the report includes the parent page if there is no parent page set

 

Space(s)

@self

The comma-separated list of space keys to filter.

  • default is @self for the 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

Comma-separated list of state names to filter

  • filters report to the current workflow state of the page

 

Workflow(s)

Blank

A comma-separated list of workflows to be displayed.

 

Reporting columns

All columns are displayed by default. There is no configuration option for the display of columns in the report.

The displayed columns are not named but the report displays the

  • assignee user name

    • displayed in the report title: <username> Document Actions

  • pending document actions for the specified user

    • approval name - approval icon and approval name

    • task name - task icon and task name

  • page name for each included document action

    • link to page

    • name of space containing the page

Mouse over the report to use the Type dropdown menu to filter the report on the page by pending document action for the user

  • approval

  • task

Exporting the page

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

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

Title - Rendered Report Column

Export render

Title - Rendered Report Column

Export render

Action

Displays text string for the pending document action type and name of the workflow action for the user specified in the document actions report macro

  • (APPROVAL) <approvalname>

  • (TASK) <taskname>

Assigned by

The user who assigned the user to the approval or task

Assignment date

Date the pending document action was assigned to the user

Due date

The due date for completion of the pending document action (if added)

Appears on

Page or blog post on which the pending document action was added

  • page name with link to page

  • space name

An example of the document actions report on a page exported to HTML is displayed below:

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