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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).
Let’s take a look through each one in detail.
Configuration Section | Configuration Setting | Description |
|---|---|---|
Transition options | Transition on page edit | If checked, this will enable automated workflow transitions when the page is edited, and enable the below configuration option. |
Transition options | Transition to status | 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:
Please note, this transition 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. |
Transition options | Email on page 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. These emails will be sent for user triggered transitions, page edit triggered transitions, and time-based expiry triggered transitions. |
Expiration options | Expire status after set time | If checked, this will enable automated workflow transitions based on a time period after entering the status, and enable the below configuration options. |
Expiration options | Time until expiration | You can select the time period after which you want the workflow to expire using the dropdown. |
Expiration options | Transition to status on expiration | Select which workflow status you want the page to transition to when it expires. You will be able to select from the following options:
Please note, this 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. |
Expiration options | Email on page expiry | 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. |
Restrict who can transition | Users and groups who can transition | You can restrict who can transition a workflow to the next stage to specific users and groups. Enter the name of the user(s) and/or group(s) in this field if you want to restrict the transition permission to them. |
Restrict who can transition | Roles which can transition | You can restrict who can transition a workflow to the next stage to specific roles. Select the role(s) in this field if you want to restrict the transition permission to them. |
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.
Colour
You can also select the colour for this status in the workflow. This colour will appear on the Confluence page byline once the workflow reaches this status. Select the colour by clicking on the icon at the top of the configuration panel.
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.