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Page Statuses
Statuses are the key part of Workflows for Confluence, and all your document workflows require at least one.
What are statuses?
Statuses are the different stages a document workflow can transition through. You can customize their name so they align with the document management processes in your organization. For example, you may want documents to start in the Draft status before they begin proceeding through the workflow, and this is easy to do with the Page Statuses feature.
How statuses display on Confluence pages
Once a workflow has been applied to a Confluence page, the status will automatically update in the Confluence page byline (D).
If you move your page through the various statuses of the workflow, you will notice the page status automatically updates so you get a real-time of its progress. This also makes it really clear for other users what stage of a workflow the page is currently in.
Configuration settings
Workflows for Confluence has been built to be flexible so you can adjust workflows to your needs. As a result, there are a bunch of configuration options that you can use and these are all optional. To open the configuration menus, click on the status (E) and the menu will open on the right-hand side (F).
General
The General configuration settings are where the majority of options can be found.
Let’s take a look through each one in detail.
Configuration Setting | Description |
|---|---|
On Page Edit Options | Select which workflow status you want the page to transition to if it is edited. You will be able to select from the following options in the drop down menu:
Please note, this “On Page Edit” configuration will only be active for this stage of the workflow so you will need to configure the other statuses in a similar way if you want this to apply throughout your workflow. |
On Page Expiration Options | Select which workflow status you want the page to transition to once it expires. This expiration occurs on a timed basis (see the Time to Page Expiration setting below) and you will be able to select from the following options in the drop down menu:
Please note, this “On Page Expiration” configuration will only be active for this stage of the workflow, so you will need to configure the other statuses in a similar way if you want this to apply throughout your workflow. |
Time To Page Expiration | You can select the time period you want the workflow to expire using the selector. |
Email on Expire | Once a page has expired, you may want specific people to be notified. This setting allows you to choose which users are notified when a page expires. |
Email on Transition | When a page transitions to the next stage of a workflow you want want specific people to be notified. This setting allows you to choose which users are notified when a page moves to the next stage of a workflow. |
Conditions
Conditions allow you to control which users or groups can transition pages to the next stage of a workflow once it's in the status.
Configuration Setting | Description |
|---|---|
Users to Transition | You can restrict who can transition a workflow to the next stage to specific users. Enter the name of the group(s) in this field if you want to restrict the transition permission to them. |
Groups to Transition | You can restrict who can transition a workflow to the next stage to specific Confluence groups. Enter the name of the group(s) in this field if you want to restrict the transition permission to them. |
User must be Page Creator | This will allow only the Page Creator to transition the page to the next stage of the workflow. |
Top tip: if you use multiple options in the Conditions settings, such as the group, user and Page Creator, then it behaves as an “OR” operator. If the user fits any of the criteria then they will be able to transition. Alternatively, if you leave all the fields empty then any user will have the ability to transition the page.
Extra
The Extra tab allows you to select the colour for this status in the workflow. This colour will appear on the Confluence page once the workflow reaches this status
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.