Global View
The Global view is available only to the global administrators.
To access the Global view:
Click “Apps” on the left panel of the Confluence instance.
Click Approval Path.
Views
Approvals
Approvals - List View
In the “Approvals” tab, you can see a list of all approvals in all spaces.
You can filter it by:
space,
page name,
approval name,
originator,
assignee (a user in the current step),
status.
You can save filters and share them with your organization.
You can download the approvals list as a CSV file for easier management.
Quick action buttons
Hover your mouse over an approval to reveal a menu of available actions:
Open Approval: Opens the approval window in a new tab within the Confluence page.
View Approval Details: Opens the detailed view within the current tab.
View Activity: Redirects to the Activity tab to show the history of the selected approval.
Send Notification: Opens a pop-up to customize and send the subject and message.
Archive
Delete
Bulk delete or archived multiple approvals
You can bulk delete or archive multiple approvals at once.
Details view
Approvals - Details View
Review the full approval context and take action without navigating away, making day-to-day approval management faster and more convenient with Details View
How to find your pending approvals?
To view your pending approvals, simply click the My pending approvals icon.
Alternatively, you can apply the filter Awaiting decisions by - user name. This is especially useful when searching for pending approvals assigned to another user.
Activity
In the Activity tab, you can view all approval actions across all spaces, including:
Approval name
Originator(s)
Step
Decision (Accepted, In Progress, Rejected)
Page name
Page version — for completed approvals (Accepted/Rejected), this reflects the version at the time the decision was made; for in-progress approvals, it shows the current version
Date
You can download the approvals list as a CSV file for easier management.
Definitions
Toggle ‘Show global definitions’ in the filters to view only global definitions.
In the “Definitions” tab, you can see a list of all definitions in all spaces, add new definitions and edit existing ones, and also add global definitions.
To add a global approval path definition, you need to leave the “spaces” field empty.
Delegate
Toggle ‘Show global delegations’ in the filters to view only global delegations.
The “Delegate” feature serves the purpose of allowing internal approvers to delegate their approval responsibilities to another user. When an original approver (delegator) is unavailable, a designated user (delegatee) can step in and carry out the approval tasks on behalf of the delegator.
Global administrators are granted the authority to set up delegation for any project and can specify both the delegator (the original approver) and the delegatee (the temporary assignee).
This feature ensures the smooth flow of approval tasks within a system, promoting workflow continuity and efficiency.
Settings
General
Allow manual initiation of approvals
Once enabled, users can start new approvals directly from a Page.
Enable label condition filtering
Once enabled, you can configure conditions at the definition level to prevent approvals from starting, or at the step level to skip steps that don't match the specified labels.
Actions
The “Enable abstain action” option allows users to take action to abstain from voting. Once enabled, the Abstain button will appear as an available action in the active approval step. You can find the detailed documentation page here: Abstain Option
The “Enable quick action buttons” option enables an authorized person to decide directly from the list of approvals. Once enabled, all available action buttons will appear in the Action column, allowing that person to take an action directly from the list.
Quick action buttons
The “Require comment on all actions” option enables mandatory commenting for all or selected user actions(Approval, Rejection, Abstain) in the Approval Path. Once it’s enabled, it allows customization on the definition level.
Notifications
This tab allows you to configure general notification and reminder settings for the approval process.
The “Allow sending email approval reminders” allows users to send approval email reminders. Once enabled, a mail action button will appear next to each active approval and will allow to send reminders to users from the current step who haven't given their voice yet. The two notification mechanisms are direct email (default) and comment mention.
The “Enable automatic reminders” option sends reminders automatically to users who haven't voiced their input within the designated timeframe. It allows customization of definition and approval levels and has a maximum of three notifications.
The “Choose notification mechanism” defines how notifications are sent. There are two options:
“Direct email” is selected by default and allows sending emails directly from the Approval Path.
“Comment mention” - a comment with a user mention is created on the Confluence page from which the approval was triggered.
Expiration
Expiration date settings allow you to define values on three levels: global, definition, and during approval creation.
Optional – expiration date can be omitted at lower levels.
Required – expiration date is mandatory at lower levels.
Custom – allows setting the maximum expiration period (makes the expiration mandatory).
Page versioning
Approval for current page version allows the system to automatically start the re-approval process when there are changes or modifications in the page without the need to manually rerun the approval process.
This tab lets you configure and test email settings, including sender address and delivery method.
Email Carrier (By default, all emails are sent through our integrated, reliable provider.)
Sender Email: "From" address (e.g.,
no-reply@app.external-share.com)Custom Branding (HTML Wrapper): Take full control of your email design. You can upload a custom HTML template to match your company's branding.
Custom Logo: Replace the default app logo with your company’s logo by simply providing an image URL.
Messages templates
The Messages tab allows you to customize your notifications with dynamic content using OlivLang.
To learn how to configure settings, you can check the documentation about Notification templates.
Permissions
On the “Permissions” tab, you can grant or revoke permissions on the Space and Page level using roles and groups.
API keys
In the API Keys tab, you can see a list of API keys, create new API Keys, and edit existing ones.
You can find more details about it here.
Instance Errors
The Instance Errors tab helps monitor problems that occur during the approval process.
Includes a paginated list with a filtering option
CSV export: Allows downloading the error list
Each error entry includes hidden details that can be expanded to show more in-depth information (e.g., level, stack trace)