---
title: "Document Approvals Report macro (2)"
canonical: "https://support.appfire.com/space/COMALACDCLS/2205909055/Document%20Approvals%20Report%20macro%20(2)"
format: markdown
---
> Macro (aura-html)
## Overview
[v2.1.0+ Data center]
The **Document Approvals Report** displays a list of pages and blog posts with associated workflow approval information.
The information in the reporting columns for the default report is
- **Page Name** - includes a link to the page with the applied workflow with the approval
- **State** - workflow state containing the approval
- **Last page update** - an avatar for the user who last updated the page, the date of the last page update
- **Approval name **- the name of the workflow state approval
- **Approvers** - avatars of users who have approved or rejected the named approval appended with an icon for their most recent approval decision
- **Pending Approvers** - avatars of users assigned to the approval as a reviewer and are yet to undertake an approval decision
- **Status** - the approval status and the page version of the latest approved version (if this currently exists) linking to the latest approved page version
One or more filters are available in the report. For example, filter the workflow information based on approval status for a named approval.
Once added to a page, the report macro dynamically updates the displayed information. This is great for tracking content workflow approvals across multiple spaces.
> 📝 If a workflow approval has moved to a new state, the document approvals report does not show the completed approval.
> 📝
> 📝 Approvals with a status of **Rejected** or **Approved** are only visible if there has not been a transition out of the workflow state where the approval resides.
## Permissions
Anyone can see this report. The report only shows information that matches the current user permissions for the page, blog post, and workflow state.
> 📝 View-only users see the results for content that has reached a Published (** **`final=true`** **) state, even if subsequent draft state edits exist. Content that has not yet been published, or under a workflow that does not define a published state, is not displayed.
Admins can make all results available by changing the **[Workflow Activity and Drafts Visibility](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649564301)**** **settings in the current space configuration or for all the spaces in an instance in the global configuration.
## Adding the report
To add the report to a page
- select and add the **Document Approvals Report** macro to a draft page
- publish the updated page
You can do this by either
- selecting **Insert ** **→ Other Macros → Reporting → Document Approvals Report**
- type **{Document Approvals ...** and select** Document Approvals Report**
Edit the configuration in the macro in the editor or choose **Save** to use the default macro settings.
**Publish** or **Update **the page to view the default report.
The default report displays information for current workflow approval for pages and blog posts with an applied workflow in the current space.
Move your mouse over the report entries to display the report filters and the **Data Refresh** options.
> 📝 The **Refresh Data** option opens the[ space Refresh Data dashboard](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649861284). This dashboard repopulates data properties for pages and blog posts with an applied workflow in the current space. The Comala Document Control [in-app reporting tools](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649728975) and [report macros](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649629729) use this data.
## Editing the macro
On the draft page
- select the macro and choose** Edit**
The macro editor displays the document approvals report macro configuration options and a preview of the default document approvals report for workflows applied in the current space.
You can configure the report filters and column display settings in the macro editor.
Mouse over the preview to display the on-page filter buttons.
The filter and display options are displayed alphabetically in the left-hand scrollable panel.
- the report filter options are
- **Approval name**
- **Approval status **(only if approval name is specified)
- dropdown option to filter approval status: Any; Pending; Approved; Rejected
- **Assignee**
- use **@self **to display the current user viewing the report reviewer assignments
- **CQL** filter
- **Label(s)**
- comma-separated list of one or more labels to filter
- prefix list with the **& **(ampersand) to require a match for all added labels
- **Parent page**
- default is *blank*
- sets the space home page as the parent page for the report
- use **@self** to set the current page as the parent page for the report
- **Ancestor page**
- default is* blank*
- report only on ancestor pages of a specified page
- use **@self** to report on the ancestor pages of the current page
- **Space(s)**
- default is **@self **for the current space
- use **@all **to search all spaces
- add a comma-separated list of space keys to search selected spaces
- **Workflow(s)**
- comma-separated list of workflow names to filter for the report
The display options for the filtered report are
- **columns** displayed
- by default, the comma-separated list **title**,** state**,**approvers**,**pending approvers,last page update,status**
- **Number of items to display**, by default, is 20 items per page
On configuring the report macro filters and display options, choose
- **Save** to update the macro on the draft page
- **Publish** or **Update** the draft page to add the report on the published page
> 📝 The report does not list pages with approvals in the **Rejected** or **Approved** status if a transition from the workflow state containing the approval has occurred.
## Customizing the report
Edit the **Document Approvals report** macro to customize the report by
- choosing the information to be displayed in each column of the report
- adding one or more filters
## Reporting columns
All columns are displayed in the default report.
You can customize the columns displayed in the report using the macro editor. However, the columns **Page Name**, **State**, and **Last page update** are always shown in the rendered report and displayed in the order below.
| Report column macro editor | Report Column Heading | Notes |
| --- | --- | --- |
| **title** | **Page Name** | Name of the page with the applied workflow that includes an approval.
> ℹ️ This column is always displayed in the report. It is the first column in the report. |
| **state** | **State** | The workflow state with the named approval.
Each column entry displays the
- state name
- state indicator circle
> ℹ️ This column is always displayed in the report. |
| **last page update** | **Last page update** | - Avatar of the user who last updated the page
- date of last page update
> ℹ️ This column is always displayed in the report. |
| **approval** | **Approval Name** | Approval name
> 📝 Reports on the approval in the listed workflow state in the same report line. |
| **approvers** | **Approvers** | User(s) who have undertaken an approval decision for the named approval
- user avatar displayed with icon appending depicting the most recent approval decision for that use (tick - approved; cross - rejected) |
| **pending approvers** | **Pending approvers** | User(s) assigned to the approval and have not yet undertaken an approval decision for the named approval
- user(s) avatar |
| **status** | **Status** | Approval status
- Pending
- Rejected
- Approved
If a transition to a workflow final state has occurred, the version number for the last approved version is displayed.
- this version number links to the last approved version of the page
> 📝 The version number is only displayed on the published page, not in the macro editor preview. |
## Report filters
The filters are listed alphabetically in the macro editor.
| Report filter setting | Default | Notes | |
| --- | --- | --- | --- |
| **Approval name** | *blank* | Name of the approval | |
| **Approval status** | *blank* | *The filter is only applied if an ****Approval name**** filter is specified.*
Filter by approval status from dropdown menu options
- **Any**
- **Approved**
- **Pending**
- **Rejected** | |
| **Assignee** | *blank* | Name of the user assigned as an approver. Displays only approvals to which the user has been assigned as a reviewer or has already undertaken an approval decisions
- **@self** for the current user viewing the report on the page
**@self** displays only approvals assigned to the user viewing the page with the document approvals report macro | |
| **CQL Filter** | *blank* | For CQL field references
- [Workflow CQL Fields](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650250829)
- Comala Document Management [document states report macro](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649956057)
> ℹ️ From [v1.12.6](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649861010), filters can be added using Confluence CQL format and can include **OR** and comparison operators
> 📝 Before [v1.12.6](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649861010), the CQL filter must be in the form `FieldName:Value` | |
| **Label** | *blank* | Should the report be filtered by content label(s)?
- leave empty to include all content
- specify one label name to filter to that label
- list multiple label names, separated by commas, to filter to content with any of those labels
Using a list of labels, you can prefix the list with the **& **(ampersand) to require that the content has all the labels. O*therwise, it reports pages containing any of the listed labels.* | |
| **Number of items to display** | 20 | The maximum number of results to show per page
- max is 200 | |
| **Parent page** | *blank* | - leave empty to set the parent page as the home page for the space
- specify a page title to filter to its child pages
The report does not include the parent page.
> ℹ️ The** parent **parameter accepts the @self value reference. | |
| **Ancestor page** | blank | The report is limited to the descendant pages of the specified page.
- use **@self** to report on the descendant pages of the current page
- specify a page title to include only its descendant pages
> 📝 If specifying an ancestor page, you cannot list multiple space keys. The report defaults to the descendant pages of the added page. | v2.4.0+ [DATA CENTER] |
| **Spaces(s)** | @self | The comma-separated list of space keys to filter.
- default is **@self** for the current space
- list multiple [space keys](https://confluence.atlassian.com/doc/space-keys-829076188.html), separated by commas, to report on multiple spaces
- use **@all** to search all spaces
> 📝 Live filtering is not active when more than one space is specified. | |
| **State(s)** | *blank* | Should the report be filtered to a specific state or state(s)?
- leave empty to report on all states
- specify one state name to report on that state
- list multiple state names, separated by commas, to report on specific states | |
| **Workflow(s)** | | - comma-separated list of one or more workflows to display approval report information
> 📝 You can only filter this column on space workflow names. There is no option to filter on the name of a page workflow. | |
## Exporting the page
[V2.2.0+]
The document approvals report macro is rendered when a page that includes the macro is exported to PDF, Word, or HTML.
> 📝 The document approvals report is also supported when exporting a page using:
> 📝
> 📝 - [K15t Scroll PDF Exporter for Confluence Cloud](https://marketplace.atlassian.com/apps/7019/scroll-pdf-exporter-for-confluence?hosting=datacenter&tab=overview)
> 📝 - [Snapshot Publishing](https://appfire.atlassian.net/wiki/spaces/AHP/pages/650215885) feature in [Appfire Comala Publishing](https://marketplace.atlassian.com/apps/143/comala-publishing?hosting=datacenter&tab=overview)
The following columns (when included in the report macro configuration) are supported when exporting the page.
> ℹ️ The exported table is rendered using the filter settings in the macro.
An example of the document approvals report macro on a page exported to HTML.
> 📝 If the column choice exceeds 12, columns might be transposed as rows to ensure fit on the exported page. When there are 12 entries or more, a page export can generate one or more additional tables in the rendered export.
## Related pages
> Macro (children)