Better Way to Handle Document Approvals in Confluence

If your company works in Confluence, you’re probably handling a lot of important documents like product specifications, technical documentation, internal policies, and more. And in the process, there’s a lot to keep track of. For example, who needs to approve it? In what order? How do you track the latest version? And what happens next?

Many teams rely on emails to request approvals, but as our customers often tell us, threads of emails are a nightmare! Monitoring who has approved which page, ensuring everyone is reviewing the latest version, and following up manually create unnecessary delays. Important feedback gets buried, and decisions become unclear.

For this reason, today we will explore Approval Path for Confluence which can solve all these challenges!

What can Approval Path for Confluence do?

• Customize page approval workflows to fit your unique approval process.

• Set up sequential, parallel, or voting-based approvals

• Automate actions like changing page statuses, adding comments, labels, property key.

• Include external users when approvals extend beyond your organization

• Automatically start approvals whenever a page is updated to match the latest version.

Use Case: Product Specification Approvals

Let’s say a tech company is finalizing a new product specification, and it should be approved before release.

Product specification is one of the most fundamental documents defining a product. A single product involves multiple stakeholders. Not only do engineers, designers, and product managers need to review it, but so do marketing managers, who ensure the product is effectively promoted and sold. Business manager and legal team should review it as well. With so many key stakeholders involved, an organized approval process is essential to ensure everyone reviews and approves the document efficiently.

Here is how you can build your own approval path:

Step 1: Add an Approval Definition

Start by creating an approval definition. You can name it however you like (e.g., Document Approval). Here, you can also enable or disable specific settings, such as:

• Approving the current version of the page

• Sending automatic reminder notifications

• Allowing the abstain option for neutral responses

Step 2: Add Approvers

Next, define the approvers and structure your approval process.

• Add approvers as individuals, groups, or external users via email. You can also create a voting group.

• Choose the role for each person: Approval, Consent, or Notification (for those not involved in decision-making).

• If feedback is required when an approval is rejected, enable the Request Comment on Rejection option.

Step 3: Add Additional steps

• Automation step: Trigger specific actions during or after the approval process.

• Webhook step: Send notifications or integrate with tools like Jira, Slack, and more.

• Success & Rejection Step: Trigger specific actions depends on the result of final approval at the end.

Let’s look at common approval challenges and how our app makes them easier to handle.

Approvals shouldn’t slow your team down. With Approval Path for Confluence, you can automate and streamline your approval workflows, saving time and eliminating confusion. If you still have concerns or new request, please contact via Customer Portal!