Idea Transcript
How to Use Confluence Johann Lohrmann | Solution Architect
Part One
Getting your feet wet
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Confluence at the Center of Document Control
Centralize Documents
Quickly Collaborate
Confluence
Organized Client Information
Version Control
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100% Public
Confluence’s Borders
Your Space
Confluence
Your Team
100% Private 4
1. 2.
Getting Started with Confluence
3. 4. A. B. C. 5. A. B. C. D. 6. 7. 8. 9.
Goal How GeorgiaGov Interactive uses Confluence Getting Started with Your Space Part of the Team -Working with Spaces, Pages, and Documents -Walking Through the Document Types Permissions Working with Documents When You Should Add, Edit, Draft, Upload, and Delete Naming the File Labels Permissions: Making a Document Private, Public, and Locked Searching Pro Tips A Few Exercises Dos and Don’ts
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The Goal
Right now, multiple versions of documents are housed in Google Drive, Drop Box, JIRA, and in Basecamp. Permissions are inconsitent. Using Confluence centralizes the documents and provides structure to the documenation system.
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Sweet Benefits
The Benefits
1. The latest documents are easy to use and easy to find. 2. Reduces the amount of uploading and downloading files in JIRA. 3. Team members can quickly complete docuentation without recreating templates. 4. Team members can collaborate on a document. 5. Align documentation practices with business. 6. Links documents specific to JIRA tickets. 7. Version control. 8. Serves as a reference center for the team. 7
How GeorgiaGov Interactive Uses Confluence
§ Share documents with the team § Update documents § Use Latest documents
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Part Two
Key Terms
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What’s a Space? A space is an area within Confluence, containing your pages, blog posts and other content. You can think of each space as a subsite, or mini-site, each with its own home page.
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What’s a Page? Pages are the primary means of storing and sharing information in Confluence. Pages are contained within spaces.
Spaces Pages
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Part Three
Your Space
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Getting Started with Your Space
1. Choose your profile picture 2. Choose Add Personal Space 3. Make it Personal or Private 4. Choose Create
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Sections & Macros
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Part Four
Working with Spaces and Pages
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Part Three: Working with a Space
Working with a New Space
Create a Space
Create a Page
Add the Document
Working with an Existing Space
Select Space
Select a Page
Update the Document
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General Guidelines: When to Add, Edit, Draft, Upload, and Delete
Is this a document for the team?
• Proceed
I need to share this document.
• Proceed
A team member will use this document.
• Proceed
The end-user will take action on this document.
• Proceed
The data contains graphics.
• Proceed with file upload 17
Create a Space
Before You Begin 1. Identify what type of space you need. 2. Think of how the space will be used. 3. Identify who will use the space.
After You Finish 1. Be sure to add labels. 2. Update the document tracker.
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Create a Page
Before You Begin 1. Identify what type of page you need. 2. Confirm that the page does not already exist. 3. Think of how the page will be used. – Privately or publically? 4. Identify who will use the page.
After You Finish 1. Be sure to add labels. 2. Update the document tracker. 3. Notify internal end-users
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Create a Page
Before You Begin 1. Identify what type of page you need. 2. Confirm that the page does not already exist. 3. Think of how the page will be used. – Privately or publically? 4. Identify who will use the page.
After You Finish 1. Be sure to add labels. 2. Update the document tracker.
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Naming the File
Organization
File Type
Status
#
Owner
Extension
Internal
q AM… q PM q Support
q Draft q Review q Final
V1
JL
q .png… q .xlsx… q xPDF q .docx….
External q Agency Name
q Hosting q Discovery q Requirements q SOW q DKAN
Draft Review Final
V1
JL
q .png… q .xlsx… q xPDF q .docx….
Sample Output: § LessonsLearnedPMFinalV2_KJ.docx § DDSHostingFinalV3_PL.PDF
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Labels: categorize, identify or bookmark content in Confluence
To Add a Label 1. Go to the page choose the edit icon beside the list of labels or press L on your keyboard 2. Type in a new label (existing labels are suggested as you type) 3. Choose Add
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Part Five
Permissions
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“ There are three levels of permissions in Confluence: Global permissions, space permissions, and page restrictions.
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Permissions Review
Spaces > Space Tools > Permissions
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Private or Public
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Locked
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Searching
Search Type
Example
Matched phrase search
"cheese one"
OR search
chalk OR cheese
AND search
chalk AND cheese
NOT search
chalk NOT cheese
Excluded term search
chalk butter -cheese
Group search terms
(cheese OR butter) AND chalk
Wildcard searches
Search for /.*hum.*/ and find things like hum, human, and inhumane.
Single character
b?tter
Multiple characters
chick*
Multiple wildcards
c*c*
Want more search types? Visit the Confluence Search Syntax page. 28
Pro Tips
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Pro Tips New User q If you’re a new user who has been invited to Confluence by a teammate, start by checking out what spaces already exist. q Navigate to Spaces (top nav) > Look at the Space directory in the dropdown menu.
Rich Content q How to insert rich content. While in “edit” mode, click the + in the toolbar (Insert menu) to add content like files, images, macros, even JIRA issues. q Remember: you can also just drag and drop, or paste links directly into the page.
Using Templates q Starting with a blank page can be a little daunting. That’s why we created templates for the most popular and useful types of content people create in Confluence. q Try one of our templates like “Meeting Notes,” “Product Requirements,” “File lists,” or “JIRA Reports.” q Templates will help you get familiar with how pages work and, when you’ve got the hang of it, you can even create your own!
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Pro Tips @Mentions q Use @mentions in comments to alert teammates to your remarks. q Confluence also sends an email to the owner of the page and all “watchers” of the page with the content of the comment. (More on watchers below.)
Files Living Together q Rather than keeping related files in repositories or cloud storage systems, attach them to Confluence pages. This way, all your files live alongside the work they pertain to.
Notify Watchers q Uncheck the “notify watchers” box at the bottom of the screen before clicking “save” for minor changes that don’t warrant your teammates’ immediate attention. They’ll appreciate your thoughtfulness.
q Attach a presentation to a meeting notes page, for example, so all meeting attendees have it handy. Or, attach mockups and wireframes to your product requirement docs to give everyone involved the proper context. q With file comments, you can engage in discussions on the embedded file itself.
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Confluence Tasks
Getting Started q Make yourself feel at home in Confluence and upload a profile picture. q Create your first space. If you’ve started a trial by yourself start by creating a personal space, if you’re trying with others start with a team space. q Get familiar with your first space. We provide a task list to help you get started. Complete the tasks, and edit your space homepage to make it your own. q Once you’ve got a feel for your first space, try creating a page.
Your Team q Start with a Meeting notes page. Use the template we provide, and create an agenda for your next meeting. Use it to take notes, and add action items that you need to follow-up on. q Experiment with some of the other page templates and try adding rich content like images, video, and macros. q If you haven’t already, invite some other people to use Confluence with you. q Share a page that you’ve created with a colleague, and ask for them to provide feedback with comments.
Finding Resources q Search labels
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Best Practices
Getting Started q Make yourself feel at home in Confluence and upload a profile picture. q Create your first space. If you’ve started a trial by yourself start by creating a personal space, if you’re trying with others start with a team space. q Get familiar with your first space. We provide a task list to help you get started. Complete the tasks, and edit your space homepage to make it your own. q Once you’ve got a feel for your first space, try creating a page.
Your Team q Start with a Meeting notes page. Use the template we provide, and create an agenda for your next meeting. Use it to take notes, and add action items that you need to follow-up on. q Experiment with some of the other page templates and try adding rich content like images, video, and macros. q If you haven’t already, invite some other people to use Confluence with you. q Share a page that you’ve created with a colleague, and ask for them to provide feedback with comments.
Finding Resources q Search labels
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Helpful Resources
Description
URL
Webinar: Setting up Confluence for success
https://www.atlassian.com/blog/archives/webinar-settingconfluence-success
Confluence 101
confluence-101-getting-started-in-confluence.pdf
Searching for Labels
https://confluence.atlassian.com/doc/add-remove-and-search-forlabels-136419.html
Confluence Cloud Documentation
https://confluence.atlassian.com/confcloud/confluence-clouddocumentation-724764511.html
Macros
https://confluence.atlassian.com/confcloud/macros-724765157.html
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