Confluence Navigation: Optimize Search and Build a Catalog

July 25, 2023
#Confluence Tutorial#Confluence#Collaboration#How To
17 min

Confluence is a place where knowledge lives. Here we store guidelines for newcomers, documentation for power users, ideas and plans of various teams, and many more. It will depend on your company’s workflow, but you’ll normally find all the information you need in your Confluence if you use it. Effective Confluence navigation makes the process faster.

The ideal world would be like that… The truth is we live in real life where Confluence spaces are way too many, pages have inconsistent names, and data is hard to find. Things get even worse once you are new to Confluence or your team and have no idea where to look at.

This article covers tips on organizing Confluence navigation. You will learn how to optimize search in Confluence, organize pages, and build a catalog on an overview page for your team. Combine these tips to ensure effective knowledge sharing in your company.

Ensure better searchability in Confluence

What’s your first step in working with data? Find relevant information. We all use Google Search daily when we need to learn something. You can do the same in Confluence to quickly locate the needed page. Remember that your teammates are all unique and may have different levels of Confluence expertise, searching patterns, and navigation preferences. The goal is to ensure better searchability for any user.

Make Confluence navigation effective

Confluence has a search bar, and all teams use it to locate the required page quickly. Right? Wrong (smile)

Some users will use it inconsistently. Others will avoid it at all for many reasons. To name a few, they don’t know the page name, get frustrated with many search results, or forget about this search bar. So start with organizing the space page structure, as that’s where many users look at. They navigate through the space structure on the sidebar, deciding where to start their journey. For this reason, think about consistent naming patterns and easy-to-read parent page titles. The quick check is as easy as this: your mom should get the page idea by its title. Keep in mind that you write documentation for new readers. They can see your Confluence space structure for the first time, so keep it simple.Confluence sidebar navigation

 

Promote quick and advanced search usage

Using search functionality in Confluence empowers your users to easily find what they’re looking for. Think about it as a quick assistant in Confluence navigation. Start typing what you need, and get the results immediately. Confluence allows you to narrow down search results in a second with filters by space, contributor, date, or page label. The question is how to encourage your team to use this functionality.

We have a few suggestions on how to optimize search in Confluence:

  1. Educate your team. If you are a team lead or a project manager, you must be a Confluence power user. Let your team grow with you. Knowledge sharing can be fun and lead to efficiency growth in your company. Inform your colleagues how they can access Confluence quick search and benefit from advanced search. Demonstrate common Confluence search syntax queries and provide examples.
    access Confluence quick search and benefit from advanced search. Demonstrate common Confluence search syntax queries and provide examples.
  2. Add additional search fields. Confluence Cloud has the Livesearch macro. It adds a search box to any place on a Confluence page. To ensure narrower search results of more precision, you can set additional parameters on the macro creation. Customize the look and feel of the search field as well, providing your teammates with an intuitive solution. Once you have the Livesearch macro on a page, Confluence will dynamically display matching results as users type their queries.Confluence Cloud has the Livesearch macro. It adds a search box to any place on a Confluence page.

Structure content with templates, labels, and macros

You can enhance your Confluence content searchability by sticking to the same page naming, labeling, and structure patterns. We believe your team will find the better recipe for their workflow after some period of experimenting. Still, you can look at the best practices to structure content in Confluence Cloud:

  1. Stick to consistent page naming patterns across the space. Spend time with your teammates to decide what’s the best way for page naming in your company. You can enhance Confluence navigation by adding keywords, timestamps, or prefixes indicating the department or activity. To ensure you follow the same pattern, create guidelines and Confluence templates where applicable.
    Enhance Confluence navigation by adding keywords, timestamps, or prefixes indicating the department or activity
  2. Add related pages to highlight content that can be beneficial. Related pages in Confluence Cloud automatically generate suggestions for further reading. They are based on the reader’s personal preferences and configured by the space admin.
    Related pages in Confluence Cloud automatically generate suggestions for further reading.
  3. Assign labels to your pages.  Labels are a sort of hashtags in Confluence. They help you build reports, collect data from relevant pages, or search for the required page in seconds. Agree on the label usage in your company, and create a list of labels for their consistency. If you lack a systematic approach here, try the Handy Status feature of page label synchronization. This functionality allows you to assign labels to pages automatically. They will correlate with the Handy Status macro used on a page and update automatically after the status change. You can use Handy Status in a bundle of other features available in Handy Macros for Confluence.Labels are a sort of hashtags in Confluence. They help you build reports, collect data from relevant pages, or search for the required page in seconds.
  4. Use dashboards in Confluence. You can try the Recently Updated Dashboard macro or create a dashboard with other Confluence reporting macros. We love using the Page Properties Report macro. Labels will work as a means of reference perfectly here. Handy Status will automatically assign labels to your pages if you want to base your reports on the status value.

Build a catalog in Confluence

With the tips above, you can boost Confluence navigation in your company. Your team will find pages faster, run advanced searches, and browse through well-organized space trees. You can make content discovery and Confluence navigation easier with our suggestions in this section. Some tips include the usage of our Handy Macros for Confluence and Table Filter and Charts for Confluence apps. They are available on the Atlassian Marketplace for any hosting type – Cloud or Data Center.

Organize Confluence Pages

For cases when you create content for new Confluence readers, we advise thinking about creating a one-stop page aggregating the key information. It will guide your users and facilitate their Confluence journey, especially at their first steps in a particular Confluence space, company department, or company at all. Organize Confluence pages to make navigation easier.

Highlight Confluence content that will help your readers most with Handy Cards. This macro allows you to create cards with Confluence page previews in a minute. All you need to do is to select what pages to highlight, and our app will automatically generate appealing clickable page tiles in Confluence. You can select the card design, including its color, size, or images, to better fit your use case and corporate branding. Handy Cards from the Handy Macros for Confluence app is a good choice to start building a catalog in Confluence as your users will immediately focus on what matters most.Highlight Confluence content that will help your readers most with Handy Cards.

 

You can add sub-categories to help users navigate through pages faster. This is easily done with Handy Cards based on Confluence page labels. This way, you select the label for each sub-category of your Confluence content. Handy Cards will automatically update the information if you add a new page with this label. So you will keep the Confluence catalog up-to-date automatically.You can add sub-categories to help users navigate through pages faster. This is easily done with Handy Cards based on Confluence page labels.

 

Add an interactive Confluence table

Confluence navigation on a one-stop page can become even more productive with an interactive table used for quick data selection. You can add categories based on your use case and empower your team with a powerful search.

For example, once we build a catalog with Confluence products that the team can use in a company, we can create a table with filtration parameters. You can create columns for the target group, grade, and Atlassian product indication. To make it easier, add dropdowns for repeated values with Handy Status.you can switch values from the dropdown and reuse statuses on diverse Confluence pages.

 

Later, you can switch values from the dropdown and reuse statuses on diverse Confluence pages. This way, you get consistent data across all Confluence. The team works with information faster, making quick updates.

Adding Table Filter to an interactive table with a catalog makes Confluence data search a breeze. Just select what you need from the dropdowns of the filtration panel and immediately see the results.Adding Table Filter to an interactive table with a catalog makes Confluence data search a breeze. Just select what you need from the dropdowns of the filtration panel, and immediately see the results

Indicate Confluence page status

All right, now you have organized your overview Confluence page, added search bars, appealing cards with useful content, and an interactive table with filters. It’s high time to tell your users that the page is ready. It allows readers to differentiate between actual and outdated content in a second.

Confluence offers multiple ways to inform users about the page status. You can add a Panel macro, add a comment, or a Status macro. If you want the Confluence page status to stand out, try Handy Page Status. You can assign visible statuses on the top of Confluence pages so that readers will immediately understand if the information is worth reading. Status history makes reporting effective and indicates the page owner responsible for data updates.Indicate Confluence page status

 

Boost your Confluence navigation

You can find Handy Macros for Confluence and Table Filter and Charts for Confluence on the Atlassian Marketplace. Follow the links above to navigate the app listing pages and click Try it free. If you don’t see the button, please, contact your Confluence administrator to help you start with our apps. After the trial start, you will have at least 30 days to evaluate the app functionality in your company and see if it suits you.

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How to Create Powerful Spreadsheets in monday.com

May 30, 2023
#Project management#Task Management#Document management#Reporting#How To#Collaboration#monday
11 min

If you use monday.com, you know for sure that this tool can take your team’s collaboration and productivity to the next level. This powerful platform is designed to help teams work together more effectively, with features that support everything from project management to task tracking and more. In this article, we will share with you how you can empower your team to reach their business goals faster, with greater efficiency and accuracy than ever before, and create spreadsheets in monday.com.

Why choose monday.com?

One of the best things about monday.com is its ease of use. Simply create an account and start building your team’s boards and workflows. No programming or DevOps skills are needed to start. Just take the monday.com ready-to-go solution, and adjust it to your business goals. Whether you’re working on a small project with a few team members or managing a large-scale enterprise initiative, monday.com has the tools you need to keep everyone on the same page and working together towards success. And because it’s cloud-based, you can access your projects from anywhere, at any time.

One of the key benefits of monday.com is its ability to streamline team collaboration. With features like customizable boards and timelines, you can easily track tasks and projects across your entire team, ensuring that everyone is on the same page and working towards the same goals. With monday.com automations and deadline tracking, you can ensure that every member of your team is working efficiently and effectively towards your shared goals.

Why go to the marketplace?

If you need to make more complex operations like calculations, you can empower your monday.com with different integrations or marketplace apps. They will easily connect monday.com to the other tools your team relies on every day. The marketplace has loads of apps. So how do you choose the right one? And how do you add the app to your monday.com account?

Easy as it is, you need to look around for a start. Once all apps may look the same at the first marketplace visit, they turn different after a while. We suggest setting your business goals in advance so that you clearly understand what you are looking for when you’re headed to the app marketplace. It will prevent you from long-lasting listing browsing without any purpose. Instead, you can start your marketplace journey with a clear plan and save time.

Now that you know what you need, the app discovery on the monday.com marketplace turns from a chaotic action into a plan. Start with the keyword lookup using the monday.com search engine. Just type what you’re interested in, and here you have the appropriate apps to choose from.

Browse apps

After that, you can take the time and dive into the app details. To be sure of the quality of an app before you integrate it into your monday.com account, you can check the ratings left by other trusted monday.com users or look at the number of app installs on the marketplace. You’ll find these numbers next to the vendor name. Treat the number this way: the number of installs is equal to the number of monday.com accounts that initialized the app installation to their host. So whom do you trust more: the vendor with 500 installs or 1.5k installs? You decide!

Another thing to look at is the presence of the app appraisal signs, like Editor’s choice, Featured, or Best sellers. You’ll find those apps grouped in separate monday.com marketplace categories on the left sidebar. Another way is to look at the app marketplace page. The sign of being in one of the marketplace categories appears in the form of a respectful badge.

Marketplace categories

App ratings are also important. In monday.com, only commercial verified users can rate the apps they are using to ensure the accuracy of the app performance you can see on the marketplace. You don’t necessarily need to take the app rating for granted, as we are all humans with different expectations and business needs. Still, rating is something we definitely suggest looking at when you are reviewing the app.

App ratings

Now you have a better understanding of how to differentiate between the marketplace apps. It’s high time to think of the business cases that can be better managed in your monday.com account and find the right tool for that.

Why create spreadsheets in monday.com?

The boards of monday.com are awesome. They keep your daily work organized, make processes transparent, and even allow you to do simple math. If you want to use Excel-like formulas and functions to perform complex calculations, you can try our Smart Spreadsheet for monday.com.

This app helps you create, edit, and keep your Excel-like spreadsheets secure on monday.com. No more struggling to choose between real-time collaboration with your teammates in monday.com and powerful Excel functionality. Smart Spreadsheet brings it all together to your account. It can help your team work together more effectively and reach your business goals faster than ever before.

Once the app is installed, you can add it to any monday.com component: dashboard widget, item view, custom object, docs, and board view. Click Add view > Apps > Installed Apps and select Smart Spreadsheet. The blank spreadsheet will immediately appear, but you can import external or monday.com data to it if needed.Сreate spreadsheets in monday

You can reuse your data from external sources like Google or Excel by importing it to our Smart Spreadsheet for monday.com. Just select File > Import and add the required file to add its data to the spreadsheet. Your external data will immediately appear in the spreadsheet, so your teammates will need no other switch between several resources. You can take advantage of powerful Excel formulas, add filters, and build pivot tables and charts directly in monday.com.Import Google or Excel files

Marketing and product teams, project managers and business owners, HR and IT teams – whatever your role is, you will work with your data faster in the Smart Spreadsheet. This app has advanced calculating capabilities and flexible filtering and sorting. You can format your table content in the spreadsheet to make it more digestible or add data type to your cells. The intuitive controls on the top bar of Smart Spreadsheet will help you do it in a few clicks. Your team will streamline the data processing with time-saving shortcuts to copy, cut, and paste the spreadsheet data or undo and redo operations.Advanced calculation

If you want to work with the data you already have in monday.com, you can also import the board to our spreadsheet. To do so, you need to select File > Import board and add the information from the connected board will be imported to the spreadsheet immediately. This way, you can enjoy the intuitive monday.com board view and work on complex data in one place without leaving the platform.Import board

For cases when you need to share a particular piece of data from the monday.com account, you can export spreadsheets. To do so, click File > Export and select the name and format for your file. This functionality is required for easy sharing and further usage of your data.Export spreadsheet

Why wait?

Smart Spreadsheet makes it possible to import Excel and Google Docs files into monday.com to keep them secure and work on them with ease. No more switching between platforms to work with table data or struggle missing the calculations for complex business cases. You can try the app for free on the monday.com marketplace and see if it adds to your team’s productivity. The app has a flexible pricing model making it the perfect choice for teams of all sizes and industries.

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    Atlassian moves to Cloud. What will happen to Server?

    October 26, 2020
    #News
    36 min

    Last week, Atlassian announced their plans for the future introducing changes to their Server and Data Center offerings. They made a decision to sharpen their focus as a cloud-first company. In short, they will end the support and sales of Server licenses.

    As of February 2, 2021, Atlassian will no longer sell new Server licenses and will switch to subscription licensing only. They will also be implementing new prices for Server renewals and upgrades as well as new prices for Data Center subscriptions.

    Things are changing fast in the tech world, and probably in a couple of years, your company will willingly move to Cloud or Data Center. But until then, you still have three years to take advantage of Server and Server apps.

    What will happen to Server products?

    We will briefly highlight the key changes to Server products and how they will affect our Server apps.

    Customers can renew their existing Server licenses for 3 years.

    Existing Server customers can purchase Server apps until February 2, 2023.

    Data Center

    Atlassian will increase the Data Center pricing. If you have an existing subscription (purchased or quoted before February 2, 2021), you will receive a price increase on your next renewal. You can check Data Center roadmap for more details.

    Our apps vs Hosting options

    We will continue to develop and support our Server apps until February 2, 2024.

    Most of our apps already are available for Cloud and Data Center. Below you will find the list of all Stiltsoft solutions for Confluence, Jira, and Bitbucket with the hosting options that are available at the moment.

    If there is no required hosting option for our Server app, please, let us know your questions/concerns, feel free to contact us.

    • (plus) option is available
    • (minus) – option is not available
    • (lightbulb)– option will soon become available

    Our Server apps will be available for download until Feb 2, 2023. We will end Server app support on Feb 2, 2024.

    App

    Server

    Cloud

    Data Center

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    Useful resources to check:

    We are here to help you, please, feel free to contact us at info@stiltsoft.com in case you have questions.

    Please, let us know if you are planning to migrate to Cloud or Data Center.

    StiltSoft Cloud Add-ons are Cloud Security Compliant and Atlassian Verified

    August 23, 2016
    #News
    1 min

    We at StiltSoft have some great news to share with you! Our team is happy to announce that all our Cloud add-ons have been verified as Cloud Security Compliant in the Atlassian Marketplace.

    Continue reading “StiltSoft Cloud Add-ons are Cloud Security Compliant and Atlassian Verified”