How to Create an Approval Definition
- 1 Create an Approval Definition
- 1.1 Who Can Create Definitions?
- 1.2 Access the Definition Page
- 1.3 Define Approval Definitions Details
- 1.3.1 1. Name
- 1.3.2 2. Space
- 1.3.3 3. Add Approval Steps
- 1.3.4 4. Additional Settings (Optional)
- 1.3.4.1 Allow Abstain action
- 1.3.4.2 Priority
- 1.3.4.3 Label Condition
- 1.3.4.4 Availability
- 1.3.4.5 Page versioning
- 1.3.4.6 Send automatic reminders
- 1.3.4.7 Expiration date and time
- 1.3.4.8 Slack notifications
- 1.3.4.9 Webhook notification
- 1.3.5 5. Save the Approval Definition
- 1.4 Managing Definitions
- 1.4.1 Audit panel
- 1.4.2 Quick Actions on the Definition List
- 1.4.3 Deleting Definitions
- 1.4.4 Definition Size Limits📌
Create an Approval Definition
Approval definitions define how approvals are structured and executed in Approval Path.
They consist of approval steps that determine how and by whom approvals are required.
Approval definitions are reusable and can include complex structures such as parallel groups and automation.
Who Can Create Definitions?
Space admins can create approval definitions limited to their space.
Global admins can create approval definitions available to one or more spaces, or globally across all spaces.
The available options depend on your permissions and the context from which you access Approval Path.
Access the Definition Page
You can access the Create Approval Definition page in two ways:
From a Space (Space Scope)
Open a Confluence space.
Click Approval Path in the left navigation of the space.
Go to the Definitions tab.
Click Create.
From Global Settings (Global Scope)
Open Confluence.
Go to Apps → Approval Path.
Open the Definitions tab.
Click Create.
Define Approval Definitions Details
1. Name
The definition name is required. Use a clear and unique name, as approval definitions are selected when starting an approval from a Confluence page.
A description is optional, but you can use it to add internal notes for other administrators.
2. Space
When creating an approval definition, select where it should be available:
This Space
The approval definition is available only in the current space.Selected Spaces (global admins only)
The approval definition is available in the selected spaces.All Spaces (Global) (global admins only)
The approval definition is available across all spaces. If no space is selected, the approval definition is treated as global.
If you are a global admin, select the space or spaces where the approval definition should be available. Leave this field empty to make the definition global.
3. Add Approval Steps
Click Add step and choose the step type you need.
Approval definitions can include multiple steps and parallel groups.
For detailed information about each step type, see the Step Types documentation. → Step types
4. Additional Settings (Optional)
You can further customize the approval definition using the following options to perfectly fit your Confluence workflow needs.
Allow Abstain action
Enable voters to abstain.
Priority
Set a priority level (Highest, High, Medium, Low, Lowest) to help approvers easily identify the urgency of the request. Defaults to "Medium".
Label Condition
With labels (required): Specify which labels the page must have.
Match mode: Choose whether the page needs Any label (OR) or All labels (AND).
Without labels (excluded): Specify labels that will prevent the approval from starting if they are present on the page.
Definition level – If the condition isn't met, the approval won't be created at all.
Step level – If the condition isn't met, that step is skipped from the approval flow.
Availability
A collapsible section that controls when and how this definition can be used.
Allow manual initiation: Enabled by default. If unchecked, this definition cannot be started manually and will be hidden from the "New" tab for all users. Use this when you want the approval to be triggered strictly via Automation.
Page versioning
Approve the current version of the page: Ensure that the approval is strictly tied to the version of the Confluence page exactly as it was when the approval started.
Send automatic reminders
Send automatic reminders
Choose the frequency of reminders (hourly, daily, weekly).
Expiration date and time
Approval decision deadline: Set to Optional, Required, or Custom. You can define a default deadline timeframe (e.g., hours, days, weeks, months, or years).
Validity expiration setting: Define how long an approved decision remains valid. After this date, automatic actions can be triggered (like requiring a re-approval).
Slack notifications
Override the default workspace settings to send notifications for this specific definition to a custom Slack workspace and Channel ID.
choose Slack workspace
Type Channel ID override
Webhook notification
Send webhook notifications: Enabled by default. Control whether approvals started from this definition trigger webhook events.
This setting is evaluated at the start of an approval; changing it mid-approval will not affect currently active workflows
To create a parallel group, click the Add parallel group button. Drag and drop step/steps in the marked area.
5. Save the Approval Definition
Click Save to finish creating the approval definition. The saved definition will appear in the Definitions tab.
Managing Definitions
Audit panel
You can find numeric definition ID, and current definition version creator information.
Quick Actions on the Definition List
From the definition list, hover over a definition to access the following actions: Edit / Duplicate / Delete
Deleting Definitions
When you delete an approval definition, the definition is permanently removed from the system. However, all existing approval paths that have already been started using this definition will remain active and unaffected. Modifying or deleting a definition only applies to future approvals.
Definition Size Limits📌
To ensure optimal performance and system stability, approval definitions are subject to the following maximum limits. Exceeding these limits will prevent the definition from being saved:
Total steps: 200
Steps per category: 100 (applies individually to the Approval, Success, Rejection, and Expiration sections)
Parallel groups: 50