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Overview

Define who can take part in, or be assigned to, a content review. These examples show a number of configurations of the {approval} macro parameters which control who can take part in, or assign users to, a content review.

View-only users

Users who only have View content permission can take part in a content review so long as they can see the Workflow Popup (requires Workflow Activity and Drafts Visibility option to be set to Anybody).

No assignment

By default, a content review will not allow reviewer assignment.

Any single user with Edit content permission can Approve or Reject the review.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review}
   {state}
   {state:Published}
   {state}
{workflow}

Assign anyone

To allow anyone to be assigned, add the assignable=true parameter.

The Workflow Popup will show an + Add reviewer button:

In this scenario:

  • If there are no assignees, any single user can complete the review
  • Users in the confluence-users group (all registered Confluence users) can be assigned to the review.
  • If anyone is assigned, only the assignee(s) can complete the review
  • If multiple people are assigned, they must all agree, either Approve or Reject, to complete the review
{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|assignable=true}
   {state}
   {state:Published}
   {state}
{workflow}

Excluding reviewers

You can use the exclude parameter to define one or more users who can not take part in the review. The Approve and Reject buttons will appear disabled for the excluded users. However, if the review is assignable, they will still be able to assign other users to the review.

The excluded parameter takes precedence over the group, selectedapprover, selectedapprovers and user parameters.

A common exclusions is the person who created the content. This can be achieved with the @creator@ User reference.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|assignable=true|exclude=@creator@}
   {state}
   {state:Published}
   {state}
{workflow}

Minimum reviewers

You can specify how many people must be assigned to complete the review with the minimum parameter.

The Workflow Popup will indicate that at least two reviewers are required, and that more can be added if desired.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|assignable=true|minimum=2}
   {state}
   {state:Published}
   {state}
{workflow}

Note: If you removed the assignable=true, two reviewers would still be required, but they wouldn't need to assign. As with all multi-user reviews, all reviewers would have to agree on either Approve or Reject in order to complete the review.

Limiting assignment

If you want to limit which users or groups are allowed to assign in an approval i.e., who can be an assigner, use the allowedassignusers and/or allowedassigngroups parameters.

{workflow:name=Allow Assigners}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|assignable=true|allowedassignusers=auctor|allowedassigngroups=assigners}
   {state}
   {state:Published}
   {state}
{workflow}

In the example above, any member of the group assigners or the user auctor can assign in the Review approval. 

These parameters can be combined with other parameters like for example, user or group if you want to automatically assign a user beforehand.

Note: the assignable parameter must be true unless selectedapprover or selectedapprovers parameters are used. 

You can use the ! operator if you want to allow any user except the listed ones. In the example below any user except auctor and bacon will be allowed to assign:

{approval:Review|assignable=true|allowedassignusers=!auctor,bacon}

Limiting selection

If you want to limit which users or groups can be assigned to a review, use the user and/or group parameters.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|assignable=true|minimum=2|group=reviewers,authors|user=johndoe,janedoe}
   {state}
   {state:Published}
   {state}
{workflow}

In the example above, anyone from the listed groups and users can take part in the review, and optionally be assigned beforehand. A minimum of two reviewers is required to complete the review.

If the cumulative number of users specified by these parameters is 15 or fewer then they will automatically be listed, without the need to search, when Assigning reviewers.

Note: If you don't require users to be assigned prior to reviewing, you can remove the assignable parameter. Only the users listed by the group and/or users parameters will be able to Approve or Reject, without the need for assignment.

Automatic assignment

If you want to automatically assign one or more users and/or groups, use the group and/or user parameter(s) but prefix the value with & (ampersand).

Note: The assignable=true and minimum parameters will be ignored when automatic assignment is applied.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|group=&reviewers,authors|user=&johndoe,janedoe}
   {state}
   {state:Published}
   {state}
{workflow}

In the example above, all users from the specified groups, and all the individual users also listed, will be automatically assigned to the review.

At least one assignee

The selectedapprovers parameter allows you to specify one or more users and/or groups, and automatically sets minimum=1.

The two examples below have the exact same effect.

{approval:Review|selectedapprovers=user1,group1}

{approval:Review|user=user1|group=group1|minimum=1}

Exactly one assignee

If you want to mandate that one person is assigned, and no more, use the selectedapprover parameter.

{workflow:name=No assignment}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review|selectedapprover=reviewers,authors,johndoe,janedoe}
   {state}
   {state:Published}
   {state}
{workflow}

In the example above, only one person from the listed groups and users can take part in the review, and they must be assigned before they can Approve or Reject.