Official Version Workflows

Official version workflows allow users to bundle multiple confluence document versions (published edits in Confluence) into a single ‘official version’, which can be a major or minor version (1.1 → 2.0 or 1.1 → 1.2).

What are official versions?

Official versions allow you to create versions which are independent of Confluence page versioning. Each official version has an owner, a description, and is either a major or a minor version.

Creating an official version

If you have added a workflow to your page with a Create Official Version step included, you will need to transition it into the official version status, at which point you will see the following view:

Within this view, you can set a description for the official version you want to create, as well as select whether you want to create a major or minor version. If no official version exists for the page, selecting major version will result in version 1.0 being created and selecting minor version will result in version 0.1 being created. If an official version exists for the page, selecting major version will increment the leading number by one and reset the decimal to 0 (1.8 → 2.0), and selecting minor version will increment the decimal by one while leaving the leading number (1.8 → 1.9).

Next, you will be greeted with a confirmation screen, as the version description cannot be edited after creation:

Once you have confirmed the version description, the workflow will transition to the next step of the workflow executing all actions occurring between the official version step and the next logic step.

Approving an official version

After creation of the official version, the official version will be in a draft state. It will remain in this draft state until the version is approved using the Approve Official Version action, which will set it to an approved state.

You can choose at which stage of your workflow you would like to change the status of your official version. This can be done by placing the Approve Official Version action where you would like within your workflow. In the example below, the official version will be in a draft state until the workflow is transitioned from Review to Final.

While an official version is in a draft state, as many Confluence page edits as you want can be done (incrementing the Confluence page version each time) without affecting the current official version.

Viewing the current official version and its description

The current official version can be seen on the History page along with the version description. You can view this information by clicking on the button in the Official Version Description column. Here you can also see whether an official version is in a draft or approved state.

Integration with approval cycles

Official versions provide flexibility which allows you to integrate them with your existing approval cycles, regardless of how many cycles you have.

By placing the Create Official Version and Approve Official Version steps on your workflow, you choose your configuration. In the example below, we create an official version at the start of the workflow and approve it once both approval cycles are complete. Alternatively, you can decide to create and approve your official version after all approvals are provided.

Use the Approve Official Version action to change the status of your current official version from draft to approved.

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