Configuring Communardo Metadata Approvers in Workflows for Confluence

This guide walks you through how to configure approvers in Workflows for Confluence using metadata from Communardo’s Metadata for Confluence app. This feature is useful for dynamically assigning approvers based on metadata fields on your Confluence pages.

Prerequisites

Before proceeding, ensure you have:

Product admin access to your Confluence Cloud instance.
Communardo’s Metadata for Confluence Cloud app installed.
The Workflows for Confluence app installed.

Configuration of metadata categories is out of scope for this guide. For details, refer to the Metadata documentation.

Step 1: Create and Assign Metadata

Create a Metadata Category using Communardo’s Metadata app (see official documentation).
Configure Metadata Fields of type User or Multi-User Select.
Assign the Metadata Category to a Confluence Page and populate the fields with test user data.

Make the number of user values distinct in the case of Multi-User Select fields for easier identification later.

Save the page.

Step 2: Retrieve Metadata IDs

To configure approvers, you'll need to extract the metadata and field IDs.

2.1 Open Page Content Properties

Copy your page URL.
Modify the URL:
- Replace /spaces/space-key/ with /api/v2/
- Replace the page title with /properties

Example:

CODE

From: https://yourdomain.atlassian.net/wiki/spaces/SPACEKEY/pages/123456789/Page+Title
To:   https://yourdomain.atlassian.net/wiki/api/v2/pages/123456789/properties

In Chrome, there will be a tick box in the top left corner of the screen to pretty-print the response which will make it easier to read.

2.2 Identify Required IDs

From the JSON response:

✅ Category ID

Look for the object with the key communardo_metadata.

CODE

{
  "key": "communardo_metadata",
  "value": {
    "id": "id_6e9b0110_33fa_4725_8a34_b1bf6f10ccdb"
  }
}

Save: id_6e9b0110_33fa_4725_8a34_b1bf6f10ccdb

✅ Field ID(s)

Look for the key communardoMetadata_<categoryId> and identify your user fields:

CODE

{
  "key": "communardoMetadata_id_6e9b0110_33fa_4725_8a34_b1bf6f10ccdb",
  "value": {
    "id_54fe5376_fb96_4035_be94_8dc0c09d0e7a": {
      "accountIds": ["6061fdc11613f30068e23e72", "5f1ff06ee8c45600222c9cbf"]
    },
    "id_5def6685_2c03_4bf7_bd8d_732679f00ba9": {
      "accountIds": ["6061fdc11613f30068e23e72"]
    }
  }
}

In this case the first ID represents a Multi-User field and the second ID is for a single User field. Save the relevant field ID(s) for the User or Multi-User fields.

Step 3: Configure the Workflow

Navigate to the Workflows Editor in the Workflows for Confluence app.
Select the workflow you want to edit.
Click on the Approval Node where you want metadata approvers to be added.
Scroll down to Advanced Configuration.
- This section is visible only if Communardo’s Metadata app is installed.
Add Approvers from Metadata:

Category ID: Paste the category ID
Field ID: Paste the field ID (user or multi-user select)
Display Name: Give the field a friendly name (e.g. "Finance team") - you will still be able to hover over the field once added to view the original IDs

Repeat for each field you want to use for approvals.
Save the workflow.

Troubleshooting

Ensure the field contains valid Confluence user account IDs.
If Advanced Configuration doesn't appear, verify that the Metadata app is installed.
Metadata must be saved on the page before values appear in the content properties.

Related Resources

Need support? We’re here to help 🧡

As you can see from the page above, there are many configuration options in Workflows for Confluence. If you have any questions or would like assistance with any of these configuration options, please don’t hesitate to contact our Support team.