Using workflow builder
Overview
Workflows are scripted using macro notation, which is stored in a template. But working with this markup notation is not always simple, unless you are an advanced and experienced user.
The workflow builder visual editor is a graphical way to create custom workflows without using markup language.
You can also use a workflow builder to help understand and communicate the document lifecycles within your organization, or when starting a new project with a customer or stakeholder.
You can toggle between the workflow builder visual editor and the markup editor using the workflow builder and markup editor icons.
Using workflow builder
Workflows are stored at the global, space, and page levels in Confluence. Workflow builder can be accessed at each of these levels for the workflows, but you need the appropriate Confluence permissions:
Global scope workflows - global administrator
Space scope workflows - space administrator
Page workflow (added to a page) - administrator or page edit permission
The workflow builder includes a contextual editor for each workflow element. The editors can be used to add a workflow component or edit existing components. The workflow builder right-hand navigation panel displays a visual overview of the workflow and options to save the template or toggle between the visual editor and the markup editor. The left-hand workflow panel displays the workflow components, which can be selected to view further details or open a contextual editor.
Access workflow builder
Workflow
Workflow parameters
Workflow value references can be added for different value types, such as users, groups, list values, durations
Workflow triggers
Workflow triggers are not supported directly in the workflow builder visual editor. A trigger is created using workflow markup notation. The markup can be added to the Triggers box in the workflow editor or using the markup editor.
Read Confirmations
A read confirmation can be added to the document on the transition to the workflow’s final state. Workflow builder can be used to make the read confirmation active. The read confirmation editor can be used to edit it, for example to automatically assign readers.
Workflow states
Transitions, approvals, and tasks are added to each workflow state from the state panel using a contextual editor
Transitions
Transitions are added to each workflow state from the state panel using a contextual editor
Approvals
Approvals are added to each workflow state from the state panel using a contextual editor. The approvals editor includes options to manage reviewer assignment.
Tasks
Workflow tasks are added to each workflow state from the state panel using a contextual editor
Workflow translator for Cloud
Workflow builder includes a tool to translate a data center app workflow to a cloud-compatible JSON workflow template. This JSON code template can be copied and pasted from the translator tool to the code editor in our Confluence Cloud app.
Save as template
The workflow builder includes the option to save workflow templates at the page level as global scope templates or space scope templates. A workflow template at the space level can be saved as a global scope workflow. To save a template to a different level, you need the required Confluence administrator permissions.
The workflow builder does not support deprecated elements in legacy workflows. If this occurs, the workflow builder warns you, and you then need to use the markup editor to update the workflow.
Need support? Create a request with our support team.