Explain how options like selecting statuses or setting automatic reminders interval in global settings work - they are like default options which can be overrided on lower levels, they do not force these options on all levels.
Overview
Page version approval management allows admins to mange approval processes for different versions of confluence pages. In order to set up page version approval management, you will follow steps as below.
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Overview
Approval for current page version management allows admins to link approvals with Confluence page version. This feature also allows the system to automatically start the re-approval process when there are changes or modifications in the page without the need of manually rerunning the approval process. You can also view and manage outdated approvals and manually initiate them when necessary.
There are three levels of approvals settings. Global level is the highest level of configuration. Then it narrows down to Definition level and Page level where has parameterization option when creating an approval.
We'll begin by guiding you through the global level settings.
Global level settings
Navigate to Apps → Settings → General , and you will see → Approval for current page version section.
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First option is Current Page Version Approval.
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Current page version approval
This is the starting point for configuring how approvals will work for new pages or existing ones that have been updated. It’s important to note that if an option is disabled at a higher level, it cannot be enabled at a lower level.
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You can select the option that best fits your needs.
Enabled: Approving the current version of the page functionality will be enabled. This option value will be unchecked
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by default at the definition level.
Set as default
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: Enabled and value will be checked for each new definition
Required
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: Enabled and value will be mandatory for all definitions.
Disabled: Functionality of Approving the current version of the page
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Disabled
You can select the option that best fits your organization’s workflow needs.
The next step is managing automatic re-approvals when a page is edited and a new version is created.
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will be completely turned off and can’t be enabled for any definition or page.
Once you activate the “Current page version approval” option, after a change on the page, all associated approvals will be marked as OUTDATED.
All these outdated approvals will be added to the list, which you can view by clicking “Any” or “Outdated” in the status filter. Default status is “Up-to-date,” which means not archived and not outdated.
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If an approval was given in the past but now it’s outdated due to changes in the page, you can manually rerun the approval process. Find your outdated approval, and click “Rerun approval based on the current definition.”
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Approval statuses causing automatic re-approval after a change on the page
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In
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case you do not want to rerun approvals manually, you can specify which
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approval statuses (such as "Approved,"
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"Rejected,"
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or "In Progress") will automatically trigger a re-approval when a change is made to the page.
If the approval status is listed for automatic renewal based on the current version of the definition, the person who initiated the approval will be notified about the automatic renewal. If not, the initiator will receive a direct email with a link to open the approval on the Confluence page.
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These global settings, like selecting statuses or setting automatic reminders, can later be overridden at pages or definitions levels. |
Definition level settings
Navigate to Apps → Definitions.
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You can also enable/disable settings at the definition level."Approve
If you select “Approve the current version of the page
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,” the approval process will apply specifically to the current version of
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the page
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.
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“Approval statuses causing automatic re-approval after a change on the
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page” show statuses marked at higher level, which can be unchecked.page
Page level
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settings
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You can also manage these two options in the New tab from Approval Path in the parametrization mode.
“Approve the current version of the
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page” option can be changed only if
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“Current page version
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approval” is not set as Required or Disabled.
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“Approval statuses causing automatic re-approval after a change on the
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page” show statuses marked at higher level,
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Feature logic:
If the page version is changed, all approvals associated with the given version will be added to the approval_path_outdated (approval_id, changed_by, change_date) table.
if the approval status is on the list of automatically renewed run approval based on the current version of the definition, notify person who started approval about automatic renewal
if not, person who started approval will be informed by receiving a direct email message with a link allowing them to open the approval on the confluence page.
Outdated approvals should have the option to be manually restarted (based on the current version of the definition - this should be communicated to the user in a tooltip over the action icon).
In addition:
In the approval list view, we will display an additional status of OUTDATED for all such approvals.
The actions approve/reject/send notification will not be available.
The same should be added to the approval list for the per space and global views.
For external users, we should not display information about approvals with such a status.
On the Approvals tab, the option to filter by page version should be added.
Outdated status should be added to the filter parameters.
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which can be unchecked.