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Creating multi-user workflows in Confluence
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- An employee goes to a Confluence page that contains the workflow.
- Since the employee does not belong to the 'manager' Confluence group, he will only see the relevant portion of the form.
- The employee fills it in and clicks a Continue button.
- puts the task on the manager's task list, [optionally] notifies the manager by email and displays a confirmation message to the employee.
- When the manager logs in, she visits a Confluence page that contains her task list.
- The employee's vacation request will be displayed in the task list.
- The manager performs the task. Since she belongs to the 'manager' Confluence group, she will see the manager-specific portions of the form. The employee-specific portions are automatically pre-filled.
- She approves/rejects the vacation request, digitally signs the form and clicks Finish.
- The employee is notified by email, and [optionally] a PDF image of the form is sent to the internal document management system or to Google Apps or saved in ' submissions repository.
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| This is a one-time setup that will have to be performed by an administrator.You only need to create roles in corresponding to the Confluence groups that you actually want to use in your workflow |
View the multi-user workflows video to see details of creating these roles.
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Create the Vacation Request form
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View the multi-user workflows video for more information. Read the documentation on creating forms in Confluence. Read the general Live Forms documentation on designing forms for a detailed discussion of forms and their features. |
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Create the Vacation Request workflow
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View the multi-user workflows video for more information. Read the documentation on adding flows to Confluence pages. Read the general Live Forms documentation on designing flows for a detailed discussion of Live Forms workflows and their features. |
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Create the Task List page
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View the multi-user workflows video for more information if you are using Confluence v4.0 - v4.2. In Confluence v5.1, the Add Form, Add Flow, Add Submissions, and Add Task functions are located on the Tools Menu. Read the documentation on adding tasks to Confluence pages. Read the general Live Forms documentation on designing flows for a detailed discussion on using the task list |
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Use the workflow
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View the multi-user workflows video fto to see an example flow being used. |
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- Login to Confluence as an employee.
- Navigate to the 'Vacation Request Flow' Confluence page, to which you added the workflow.
- You cannot see the Manager Approval section since you do not belong to the 'manager' Confluence group.
- After signing the request, the 'Send to Manager' button will be enabled. Click the button to send the request to a manager. You can also send the request to a specific person rather than any user in the group managermanager
- Login to Confluence as a manager.
- Navigate to the 'Task List' Confluence page, to which you added the task list above.
- Expand the Vacation Request Flow row and you will see the task for the request we created above.
- Click the
icon to perform this task. - The form will be displayed in its original Confluence page.
- Fill in the Manager Approval section.
- You must sign the section before the flow can be completed.
- Notice that you cannot edit the employee's request data because of the digital signature. You can override this in the flow designer and allow the manager to remove the signature and edit the section.
- Once completed, the Finish button will be enabled. Finish the flow to send an email to the employee.