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States act like milestones in your workflow – key stages of your process where something has to happen.

States are always implemented with the {state} macro. There must be at least one state in every workflow.


Let's assume we've got a really simple content production process where content is edited, then it goes through a review, and if the review is approved the content is published.

{workflow:name=Three states}

The boxes in the diagram above are the states, and the lines between them are Transitions.


States can handle several common Transitions directly, namely:

  • submit – a direct transition to one state
  • updated – an automatic transition which occurs when content is edited
  • approved and rejected – transitions triggered by completion of Reviews
  • expired  – triggered when a state expires – see Expiry Dates
  • completed  – triggered when the last remaining task is completed – see Tasks

For approved, rejected and submit transitions Workflow Parameter can also be required to be entered.

See: Transitions


You can add Reviews to states. When the workflow enters the state, the Workflow Popup will display options for Content reviews.

Reviewers must decide whether to approve or reject the content, and once they are in agreement the state will transition to the approved or rejected state as applicable.

See: Reviews


Tasks can be created automatically when a workflow enters a state, and states can automatically transition when tasks are completed.

In the example, a task to Check links is created when entering the Review state, and when that task is completed a transition will occur to the Publish state.

      {task:Check links}

See: Tasks

Note that tasks cannot be created this way in the initial state (the Editing state in our example).

For the task to be created, the state must be transitioned to from another state; it must be entered. When a workflow is first applied to content, the initial state is not entered and thus any tasks it contains won't be created.


States can be designated as a "final", Published state for the content.

When using this feature, called Same-space publishingView-only users will only see the most recently published version of content.

See: Publishing

Expiry dates

States can be given expiry dates. There are many uses for this, but one of the most interesting is to trigger periodical reviews of published content:

It's a really simple way to ensure that documentation doesn't go stale.

See: Expiry DatesState expiry date

'Read confirmation' for final states

Final states can be set to request specific users for 'read confirmation' of the published content.

Selected users will receive an email notification. On viewing the page, the user will be see a message asking for them to confirm reading of the content.

The invited user can confirm the reading of the content by choosing the following at the bottom of the page.

Read confirmations are added as a breadcrumb to the page content header. 

For multiple user invitations, choose the icon to show completed individual user confirmations and number of outstanding requests.

See: read-ack macro


By default, page watchers will only be notified if a state expires.

Additional notifications can be added if desired – see Notifications.



State transitions and expiry generate Events, which can be used to Trigger Actions.

  • statechanged
  • pagestatechanged
  • newsstatechanged
  • stateexpired

App configuration

State's Task BehaviourShould incomplete tasks be carried over to the next state during transitions?
State Expired NotificationShould page watchers receive a notification when a state expires?


See also

User Guide:

Reporting Guide:

Administration Guides:

Workflow Authoring Guide: