Track changes to a document over time and take your documents through a review and approval process, giving you control and oversight into which documents have been approved when and by whom.

You can do all of this from the Document Manager:

  • From the Document Library, click the actions menu ••• on a document and select Manage.


  • From a page in a document, click Document toolbox and select Manage.

Change the Status of a Document

You can assign a status to your document to indicate what state it's in. Use the “In Progress”, “Under Review”, and “Approved” workflow statuses to manage each document through a workflow. By default, all documents are set to “In Progress”.

  1. Click Settings.

  2. In Status, select a status.

  3. Click Save.

The status of the document has been changed in the metadata of the document. You can edit a status at any time as long as you have permissions to edit document metadata.

With the help of document restrictions, you can limit which users can change the status of documents, thereby restricting approval to only the users or groups with authorization to approve documents.

A status applies to a document as a whole and not the individual pages within a document.

Track Changes and Control Documents with the Activity Log

Use the Activity Log to see an overview of all changes to a document in one screen. In the Activity Log, you can see:

  • When a document was approved

  • Who approved the document

  • When major versions of the document were saved

To access the Activity Log:

  • Click Activity Log.

  • Drill into the document timeline to see which individual pages within the document were updated and the users who made changes. This gives you a more granular look at what has changed between review or approval or between when major versions were saved. 

  • Switch to the list view of the activity log to see a running list of changes made to the document: 

  • Filter by Versions saved, Status changed, and Page updated to see only specific changes made to the document: 

  • You can also Export to CSV to store this information or share with others outside of your Confluence instance. 

What’s Next?

Learn how to set restrictions on a document and manage document versions.