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Creating Space Workflow

Creating Space Workflow

A step-by-step guide to design, publish, and use workflows in a Confluence space with Easy Workflow for Confluence.

On this page

Who can use this guide

  • Space administrators who design and publish workflows for their spaces.

  • Page authors and reviewers who will use the workflow on pages.

Before you begin

  • You must be a Space admin for the target space.

  • The app license must be active.

    • If the license is invalid or expired, you will see a warning:

Invalid License!
You don't have a valid license to use this app. Please contact the app administrator to obtain a valid license.

Open the Workflow Designer

  • Go to the target Space Settings → Integrations → Easy Workflow for Confluence

  • Page will show you basic workflow, with just one status as node “Create”

Key concepts

  • Create status node

    • The starting point of every workflow.

  • Status node

    • A normal step (no approvals).

    • Has one output (the next step).

  • Approval node

    • A step that requires approvers to approve or reject.

    • Has two outputs: Approve and Reject. Both must be connected.

    • Can restrict who can be approvers by selecting a Confluence group.

  • Edge

    • A connection/transition between steps (nodes).

Create a workflow for a space

  • Add steps

    • Add Status: click the (add new status) button.

    • Add Approval: click the (add new approval) button

  • Name step

    • Click a step to open the edit panel and set a clear, unique name.

  • Connect steps

    • Drag from a node’s handle to another node to add an edge.

    • Constraints enforced by the designer:

      • Create node: exactly 1 outgoing edge (at least one is required; only one is allowed).

      • Status node: max 1 outgoing edge; up to 5 incoming edges.

      • Approval node: up to 2 outgoing edges (Approve and Reject) and up to 5 incoming edges.

      • Approval nodes must have both Approve and Reject edges connected.

      • All nodes (except Create) must be reachable from the Create node.

      • Node names must be unique.

  • Edit a step’s details

    • Click a node to open the side drawer to configure:

      • Status/Approval name

      • Approval settings (only for Approval nodes)

      • Page editing rules (optional, for any node)

Configure approval steps

Only for Approval nodes.

  • Approval user group

    • Choose the Confluence group whose members can be approvers at this step.

  • Approvals required from

    • All users: every approver added for the page must approve.

    • Fixed users: set a number (e.g., 2) as the minimum approvals required. The transition occurs once the count is met.

You can bring back “older approvers” on a page approval panel if you previously used this step and want to reuse the same users.

Configure page editing rules (optional)

You can control who can edit the page while it’s at a given step.

  • Page editing

    • Block Editing: Editing is restricted; the page owner and the selected group can still edit.

    • Allow Editing: Only the selected group and the page owner can edit (others are restricted).

  • Select editing group

    • Pick one Confluence group that can edit at this step alongside the page owner.

Editing rules are applied when a page moves into a step that has these rules configured.

Save and validate your workflow

  • Click Save. The designer validates before saving:

    • Create node has an outgoing edge.

    • Approval nodes have both Approve and Reject edges connected.

    • No node is disconnected from Create.

    • Node names are unique.

    • Node edge limits are respected.

  • If validation passes, the workflow is saved for the current space.

Tips, limits, and troubleshooting

Tips

  • Keep names short and clear (e.g., Draft, Review, Approved, Published).

  • Use Approval nodes sparingly and clearly label them.

  • Consider a clear Reject path to a “Rework” or “Draft” status.

Limits and validations

  • As of now we support 1 workflow per space

Troubleshooting

  • “Cannot add more edges to this node”

    • You reached the limit for incoming/outgoing edges for that node type.

  • “All approval nodes must have both approve and reject edges”

    • Connect both outputs of each Approval node.

  • “All nodes must be connected to the create node”

    • Ensure every node has a path from Create.

  • “The create node must have at least one output edge”

    • Add a transition from Create to the first step.

  • “No workflow found for this page and space”

    • Make sure the space has a saved workflow.

  • No groups to select

    • You need Confluence groups. Ask an admin to create/populate groups or confirm that the app can read group membership.

  • Editing restrictions didn’t apply

    • Ensure the step has Page editing and a group selected. Move the page into that step again to apply changes.