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Introduction

Here we will cover the entire life of a workflow, from its creation by a Confluence administrator to the very end of the workflow.

The people

For the purpose of this example, the roles will be defined as follows:

Confluence administratorYourself
Space administrator (for Publishing Department)Vyncent Chan
ReviewersAndrew Schwartz, Kelly McIntyre
Author of the test pagePaula Reese

On this page:


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Preparing the workflow

The Confluence administrator's part

  • Open the STRAD Workflows administration section.
  • Click "Pick a workflow to start from" and choose the Page approval workflow example:

  • In the list of variables, you will see "allowedReviewers". Click Edit:


In version 1.4.2+ the "READY FOR REVIEW" state has been renamed to "UNDER REVIEW".

  • Change the variable's initial value as follows:
    • Remove the confluence-users group (by clicking the small cross icon)
    • Add the users (or groups) who will have the ability to review pages
  • Click "Apply" to finish editing the variable
  • Click "Save workflow as..." to save this as your own workflow. You can name it "Page approval demo".

The space administrator's part

  • Navigate to the "Publishing Department" space
  • In the left pane, click the "Space tools" button at the bottom
  • Click "Add-ons"
  • Click the "Workflows" tab
  • Click "Select a workflow to bind" and choose "Page approval demo"
  • Click "Bind workflow to this space"
From now on, every page created in the Publishing Department space will automatically be bound to the "Page approval demo" workflow.

The page approval workflow

Page creation by Paula

  • Paula Reese creates a new page in Publishing Department, named "Groundbreaking press release".
  • She's currently working on the press release and it's not ready for prime time yet. But have no fear: the red lock icon confirms that only Paula has access to it:

  • During that time, the page remains in WORK IN PROGRESS state.
  • Once she feels that her work is ready, she clicks the "Submit for review" button. The state changes as follows:

First page reviewal by Andrew

  • Andrew Schwartz and Kelly McIntyre, the reviewers, are automatically informed that a reviewing job awaits them:

  • Andrew clicks the link inside the notification, to visit the page:

  • « What a disruprive press release! », he thinks. But look at the red lock icon: fortunately, the workflow has taken care of access rights, to ensure that only Paula and the reviewers have access to it.
  • Andrew rejects the current version of the press release:

Paula's reaction

  • As soon as Paula gets notified about what happened with her press release, she looks at the page again:

  • As she can see, the page is in REJECTED state and she has the option to resubmit it for review. To see what happened, she hovers over the "Workflows" area, which opens the workflow activity stream that we see on the screen shot.
  • Paula then performs the requested modifications to the page, and clicks "Resubmit for review".

Second page reviewal by Kelly McIntyre

  • The reviewers get notified again. This time it's Kelly who acts first.
  • First she has a glance at the workflow activity stream to see what happened. She sees what Andrew said about the first version and his rejection. She sees that Paula submitted a second version an hour later, hoping for it to get approved.
  • Then Kelly carefully reads the second version of the press release.

Final publishing by Paula

  • When Paula receives this notification, she hopes for the best. And yes, finally she's been allowed to publish the press release:




  • She looks at the page and sees that it has reached the APPROVED state.
  • She hits the "Publish" button that has appeared. Done!

And everyone can see that the page has no restrictions anymore:

Conclusion

Have you noticed?

If you look closely at the screen shots, you can see that at each step of the workflow, a corresponding label gets assigned to the page, for example "state-ready-for-review". This behavior is defined in the workflow and is entirely optional, but what an easy way to quickly find all pages that are in a given state...

As we have seen, the whole page approval process has been handled automatically by the workflow engine. Nobody had to ask themselves the question, « Am I really allowed to do this? » because if a user has the authority to perform an action, then he/she will see the corresponding button in the workflow.

We hope you have enjoyed this small demo as much as we enjoyed writing it.

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