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Have you set up a Confluence page approval and review process without using plugins?

Matt Baker August 9, 2021

I know there ware plugins available for creating approval and review workflows in Confluence. I think we will eventually choose to use a plugin for this, but in the meantime we need to come up with a simple system that just uses out of the box Confluence Cloud features. I figure we can do this using temporary spaces or labels. Then use comments to collaborate on the approvals and reviews. If you've come up with something the seems to work well could you please share? Thanks.  

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Liam Green
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August 9, 2021

Hi @Matt Baker 

What you've suggested would work - if you wanted something a bit more structured, you could also combine it with a JSM or JMW project to track the approved articles.

I think the plugin is the best option, but I would not be surprised if this was eventually added as standard functionality to Confluence.

Hope that helps

1 vote
Kishan Sharma
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August 9, 2021

I agree with Liam, third party plugin is the best way to go.

If you want a way of performing document acceptance using out of the box functionality then you can think of setting up Page Restrictions, where in you create the page, and restrict the view of that page to editor/approvers, then once the edit/approvals are made you can remove the restrictions and open the page for other users.

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Jonathan Smith
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February 19, 2024

@Matt Baker 

I am attempting to make something like this using 3-4 Confluence automation. 

Required: Enable content status on the space(s).

For new pages:

[Automation #1] Identify new items in draft status (optional)

  • When: Page published
  • Condition:
    • {{page.contentStatus}}
    • equals
    • Empty 
  • Then: Change page status = Rough draft
  • And: Add label = rough-draft

[Automation #2] Approval Needed

  • When page status changed = review
  • Then Add label = page-review-required
  • And: Restrict page (the reviewers + admins)
  • And Send email to approvers
    • Page Approval Request: {{page.title}}
    • A page titled '{{page.title}}' has been published with the status 'page review' and requires your approval.

      You can view and approve/deny the page here: {{page.url}}

      This email was sent by Confluence automation.

  • And Send email to author
    • To: {{page.author.emailAddress}}
    • Subject: The page {{page.title}} is under review.
    • Your page titled '{{page.title}}' has been sent to Jonathan Smith for approval.

      Your page is still accessible, but it is restricted to you and the approvers.

      You will get an email when '{{page.title}}' has been approved.

      This email was sent by Confluence automation.

[Automation #3] Page Approved

I am going to work with my users on how the approval process actually works (Jira work management connection or tasks in the page template.

  • When page status changed = Approved
  • Then: Remove label = page-review-required
  • And: Restrict page = Anyone can view /edit (unrestricts)
  • And: Send email
    • To: {{page.author.emailAddress}}
    • Subject: The page {{page.title}} is under review.
    • Your page has been approved
    • Hi {{page.author.publicName}},

      This is an automated notification to inform you that your page '{{page.title}}' has been approved.

For existing pages

I would like Automation 4 to do the following, but I can't get it to work. If anyone can assist please help :) 

*[Automation 4] Modifying Approved Pages

  • When page is edited
  • Condition:
    • {{page.contentStatus}}
    • equals
    • Approved
  • Then: Change page status = Rough draft
  • And: Add label = rough-draft

*When an item transitions' from 'in review' to 'approved', it is currently going straight to Rough draft... when Automation 4 is enabled.

 

0 votes
James Conway
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August 16, 2021

Hello @Matt Baker 

When you feel it is time to consider a plugin to support your page approval and review process, one option you may want to consider is Comala Document Management which enables you build a completely customised review process. The app is available from the Atlassian Marketplace for a free 30 day trial. Check out our webinars to learn more. 

Kind regards

James
Senior Product Manager

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