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This example workflow is available in versions 1.4.2+
The "Page approval with milestones" example workflow provides a page approval process that:
- always shows the last approved version to regular users,
- allows authorized users to securely work on the next (WIP) version and have it approved in the background. Once the WIP version gets published, it becomes the new public version.
This workflow can be configured by changing the initial value of the following variables:
|Variable name||Explanation||Default value|
|allowedViewers||Regular users who can view the "last approved" version of the page||confluence-users (group)|
|allowedCoAuthors||Additional users who can edit the page, in addition to the page author (version 1.4.4+)||nobody|
|allowedReviewers||Users who can review the page||confluence-users (group)|
|allowedAdmins||Superusers who can always edit the page||confluence-administrators (group)|
To cleanly mark the separation between "last approved" and "WIP" page versions, the workflow uses two states variables: "state" and "wipState".
Page visible to regular users?
|Page visible to reviewers?||Page editable by author?|
|WORK IN PROGRESS||WIP NONE||The page is a work in progress.|
|UNDER REVIEW||WIP NONE||The page is under review.|
|REJECTED||WIP NONE||The page has been rejected.|
|APPROVED||WIP NONE||The page has been approved, but not yet published.|
|PUBLISHED||WIP NONE||The page is published.|
|WIP WORK IN PROGRESS||The page is published, and a new version is in progress.|
|WIP UNDER REVIEW||The page is published, and a new version is under review.|
|WIP REJECTED||The page is published, and a new version has been rejected.|
|WIP APPROVED||The page is published, and a new version has been approved but not yet published.|
means "Last approved version only"
means "WIP version only"
From a Confluence point of view, the WIP version is a child page of the last approved version.
At each stage, the workflow applies the appropriate restrictions on both the "last approved" and "WIP" pages, in order to guarantee that:
- The "last approved" version cannot be edited while a WIP version exists
- Regular users cannot see the WIP version
WIP creation, publishing and deletion
- When a WIP version is created, the page (with its attachments) are cloned into the WIP version.
- When a WIP version is aborted, the WIP child page is simply deleted.
- When a WIP version is published, the WIP child page is cloned into a new version of the "last approved" page, and then the WIP child page is deleted.
Search and export
Thanks to the dual-page approach, this workflow is fully compatible with Confluence's built-in search and export features. For example, regular users who export the page to PDF will always receive the last approved version, and not the WIP version which they don't have access to.
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