Overview
A workflow with a final state differentiates between content in a draft state, content in the final state, and the final state version.
Adding a final state to your workflow supports same-space publishing of content. The workflow treats the published version of content differently to draft (unpublished) versions.
By default
- users with view-only permission will only see the most recently published version - the final state version. They also can't see draft content versions
- users who have edit or admin permission can see all versions, and easily switch between the latest published and draft versions using link breadcrumbs added to the page
In same-space publishing, the published version is the version created on a transition into the final state in the workflow.
Editing of content in the final state will create a new version but the final state version will remain as the version created on transition into this state.
This is why it is good practice to transition out of the final state if the content is changed, for example by adding an updated transition to the final state.
Byline links
The byline breadcrumbs on a page depending on whether you are viewing a draft state, the final state or the final state version.
Visibility of these byline breadcrumbs and links is configured by the app based on the Confluence user permission.
Draft state
If both published and draft versions are available, you will see an additional link, in parentheses, on the workflow status bar:
- the link with the state indicator circle (
Initial) is the version you are currently viewing. This is the content draft state - the link in brackets (view "Approved") will take you to the published version of the page. This is the version created on the last transition to the final state in the workflow - the final state version
Final state
A final state will be, by default, displayed on the page subtitle with a green state indicator circle (or green lozenge in workflow builder).
The transition to the final state sets the workflow final state version. When the content is in any other state in the workflow the content will be treated as draft content.
Editing of content in the final state will create a new version but the final state version will remain as the version created on transition into this state. No link will to the final state version is added to the byline on the content in the final state.
Final state version
In the published final state version, the status bar will also display an additional link if there is content being edited in a draft state.
This a view of the final state version and is NOT a view of the content in the final state.
- the name of the final state is displayed in the byline. This is not a link and does not access the workflow popup
- the current content is in the draft state shown in the link in brackets (view "Review")
In the default app configuration, only users with are space admins or page editors (Confluence 'edit and view' or 'admin' permission) will see these status bar links.
URL for published content
Users who have edit or admin permission when using the on-page workflow status bylines to view the last final state version (published version) and the current draft version, may view two different URLs . The different URLs differentiate between the versions of the content they are looking at.
For example, if the draft content was at the following URL:
https://confluence.yourcompany.com/display/SPACEKEY/Some+Page
The last published content (the last version created on transition to the final state) could be found at:
https://confluence.yourcompany.com/display/public/SPACEKEY/Some+Page
The published content URL includes /public in the URL.
This is also because if the workflow includes a final state, by default users with view-only permission will always see the content at the the URL that includes /public. These view-only users will also
not see any workflow byline/breadcrumbs on the page when viewing this content
not be able to view any content if no previous transition to the final state has occurred
App configuration
Setting | Where | Notes |
|---|---|---|
Workflow Activity and Drafts Visibility | Determines which users can see unpublished drafts when a workflow includes a final state. Default setting for the instance requires users to have have view and edit or admin permission (Space Administrators and Page Editors)to view content in a draft workflow state when a workflow includes a final state. View-only users will only see the latest version of the content created on the transition to the final state . If no previous transition to the final state has occurred view only users will not be able to view any content. Global configuration for an instance can be overridden for each space. | |
Default View | Determines whether published (last final state version created) or draft content is seen by default. The default app configuration for a space will direct a user to the latest version of the content. If the content is in a draft workflow state (in a workflow with a final state), only users with view and edit permission will see this latest version. | |
Published View Macro Transform | Determines whether |
See also
