How to send automated email reminders based on Page Property “Review Status” and Confluence Page

[shaily_mehta]

Hi everyone,

I’m trying to set up an automation rule in Confluence that sends an email reminder to the reviewer when a page needs review.

Here’s the scenario:

• Each page has a Page Properties table with a field called “Review Status”, which will be set to needs-review.

• The Confluence page itself will also have a Page Status set to Needs review.

• I want the automation to send an email to the reviewer (whose details are stored in the same Page Properties table) whenever both of these conditions are true.

Has anyone implemented a similar automation?
Specifically, I’d like to know:

• How to correctly filter pages based on a Page Property value (e.g., “Review Status = needs-review”).

• How to check the Page Status condition in the same rule.

• How to dynamically send the email to the reviewer listed in the Page Properties table. It will be the Confluence user name

Any guidance or example configurations would be appreciated.

Thanks!

S.

[Jad Saliba]

Hi @shaily_mehta @Aron Gombas _Midori_ @marc -Collabello--Phase Locked- 

We have been thinking about the problem you have described and eventually also solved. We feel that this problem is a common one and that Confluence deserves a better, more user-friendly solution. As an app vendor we were thinking about whether it is worth to implement a streamlined solution. It would look something like this:

• There is a new Automation action which extracts content from the Confluence page and associates it with Smart Values. These data can come from Content Properties (formerly Page Properties)
• The new Smart Values can then be used in subsequent actions, for example, email notifications

Do you think this would have helped you solving the problem? Do you think it generates value for Confluence Cloud users?

Thanks!

[Aron Gombas _Midori_]

Automation rules on Cloud cannot scale to large Confluence sites and process tens or hundreds of thousands of pages. Period. We tried and failed with it.

[Jad Saliba]

Hi Aron, 

Thank you for your response! Could you share what was the limiting factor there? Were you running into timeouts?

[Aron Gombas _Midori_]

There are multiple limiting factors, but the most painful is that a single "for each page" block will not process more than N pages. N used to be some very low value, and although Atlassian increased it last year, it is still something like 150. 

See here.

It silently (and randomly?) chooses 150 pages from the matching result and skip the others...

[Jad Saliba]

I see, thank you for the answers!

[Aron Gombas _Midori_]

Related to your use case, you may want to have a look at the Better Content Archiving app.

It maintains page status, allows choosing owners (reviewers) per page or even per page tree and send custom notifications to owners, authors, etc. to solve your use case. Plus, it offers dashboards to see status reports on pages to review or status overview to browse the page lists.

And, it can scale to very large Confluence sites as it doesn't rely on the automation rule execution quota.

(Discl. this paid and supported app is developed by our team. Free for 10 users.)

[marc -Collabello--Phase Locked-]

As far as I know, you can't directly read a page properties table from an automation (However if it is possible, I'd like to know).