Logic
The Logic section of the workflow provides the two main features - Status and Approval Status.
General
Both the Status and the Approval Node share the same General Configuration and Extra tab. These tabs consists of the key features of the Status and what occurs on certain events when the page is in this Status.
Page Expiry & Page Edit
The designer defines the amount of time the page can stay in this Status using the Time to Page Expiration dropdown (from 1 day → 2 years), and what happens to the page in this Status once that expiry is met.
The options for what happens when the Page is Edited are the same and self explanatory:
Stay on Current Status
Transition to Previous Status
Transition to Initial Status
Transition to Next Status
For Page Expiry, these are the same except with an additional No Expiry setting.
Emails
There are two available emails that can be sent using the general configuration
On Transition
On Expire
Users now have the ability to specify which groups of users will receive these emails, Page Creator, Collaborators and Watchers
Extra
The extra tab gives the user the opportunity to give the Status a colour. The colour you choose will be used in the Search and Workflow Info pages, making it easier to differentiate between your workflow Statuses.
Status
The unique tab for the general Status is the Conditions tab, where you define which users/groups can transition the page once it’s in this Status.
Field Name | Field Type | Description |
|---|---|---|
Users to Transition | User Select | Enter a list of users who should be able to transition from this status to the next. |
Groups to Transition | Group Select | Enter a list of groups who should be able to transition from this status to the next. |
Page Creator | Boolean | Toggle this on if the Page Creator should be able to transition. |
If you set multiple options such as a group, user and the page creator as your conditions then it behaves as an OR operator. If the user fits any of the criteria then they will be able to transition.
If you leave them all empty then any user will have the ability to transition the page
Approval
The unique tab for the Approval status is the Approval tab, here you can specify what is required for the Status to be approved.
Field Name | Field Type | Description |
|---|---|---|
Approvers (Users) | User Select | Specify the users you want to approve this status |
Approvers (Groups) | Group Select | Specify the groups you want to approve this status |
Approved Quorum Size | Number / All | Total number of approvals before the page transitions to the next Status in the workflow. If you select "All" then all the users must approve, to transition. |
Rejected Quorum Size | Number / All | Total number of rejections before the page transitions to the next Status in the workflow. If you select "All" then all the users must reject, to transition. |
Require Comment on Action | Boolean | Enforces the Approver to add a comment as to why they’re approving/rejecting |
Require Token on Approval | Boolean | Enforce All Approvers to use an Approval Token when making their Approvals |
Email Assigned Approvers | Boolean | Send an email to all the users who a required to approve the Page |
Email Page Creator on Action | Boolean | Email the Creator of the Page once any approver approves/rejects the page. |
Using the Approvals Quorum
The Approvals Quorum is the number of users you need to approve or reject a Confluence page before it transitions to the next status in a workflow. For example, you may send a page to 6 reviewers but only 4 are required to approve it before it can transition. In this scenario, you would choose an Approval Quorum size of 4.
Please note, if you are using Confluence groups to add your approvers this may introduce more complex use cases. For example, let’s say you have a user who is in Confluence Group A and Confluence Group B, and both of these groups are added in a single approval stage. This does not count this individual as 2 different users and it will still count them as a single user. Therefore, even if the user (in both Confluence groups) approves, another user would also need to approve to meet the requirement of “Approved quorum size”.