States
- Comala Publishing
Contents:
Overview
A workflow state represents a specific stage in the document lifecycle within a workflow. When a workflow is applied to a page or blog post in your Confluence space, a workflow state byline is added to the page or blog post, which represents the current workflow state.
Here are a few examples of workflow states:
Draft – The document is being created or edited.
In Review – The document is awaiting approval from assigned reviewers.
Approved – All the required documents are approved.
Published – The content is finalized and published.
Rejected – The document did not pass review and needs changes.
Expired - The document has passed its expiration date.
A workflow state is a milestone in your documentation process. The document can only be in one state at a time.
Each state in a workflow has
a unique name
a colored state byline circle
an (optional) description
A state can also have several attributes, including
The transitions that are available from one state to another state
requirement to undertake a content review in the state
The ability to assign reviewers to the content review
The option to set a due date for the expiry of the state
A single state in a workflow can be set as the workflow’s final state.
Each state in a custom workflow can be edited using the workflow builder visual editor and the code editor.
Workflow state
The name of the current workflow state is displayed next to a colored status indicator circle on the page.
Click the state byline link to open the workflow dialog.
The workflow dialog displays the state's attributes (state name or the approval name if present, any added state description, and expiration period).
State select transition
Each workflow state can have rules or conditions associated with it, such as who can edit the page or what transitions are available. Some workflow states let a page editor select the destination state for the transition.
For a workflow state configured for this select type of transition, in the workflow dialog, a user can,
Select the destination state from a dropdown menu.
Click Submit to transition the workflow to the selected state.
In some states, the select transition lets you choose the destination state from one or more states in the applied workflow. You cannot add the select transition to a state with a content review.
Workflow final state
A single state in a workflow can be set as a final state. The default state byline circle for a final state is green.
The final state is your final approved workflow state for the document. A good practice is to have no transition in the final state that is actioned directly by the user, no content review, or select transition. In this case, the workflow dialog only contains a link to the document activity report.
If you want to view which workflow is currently applied to the page, choose Show Workflow from the page tools menu or the workflow dialog ellipsis menu.
Need support? Create a request with our support team.