Best Practices for Сreating External Documentation Site in Confluence

February 24, 2022
#How To#Confluence Tutorial#Confluence
22 min

We all love Confluence so much for the ability to have the information at hand, open and well-organized. It makes cooperation easy as a pie and saves us a lot of time. But when it comes to creating external documentation in Confluence for our products, we can get stuck.

The good news is that all we need is already in Confluence, and documentation for our products can be ready in a few hours.  However, it can be challenging to quickly find the required information since it can be scattered across multiple Confluence pages and spaces. External users need to have limited access to all these pages and see only the relevant information. Moreover, an inexperienced user can easily be lost in Confluence. The interface we all love and find so convenient can appear not so intuitive for those who see a Confluence page for the first time.

You can be a little bit overwhelmed with all that given, however, the solution is simple yet powerful. Keep reading for the best practices for creating an external documentation site in Confluence Cloud.

Create a separate space for your documentation

For security and common sense reasons, we can’t let external users browse our whole Confluence instance. So let’s create a separate space for our product documentation and collect the information for our users there.

Confluence allows flexibility in access restrictions for separate spaces. You easily define what particular users or user groups can do across Confluence pages within a space.

As we create product documentation, we need all users worldwide to access it. Anonymous access works great for that. Navigate to the Confluence sidebar, locate Space settings > Space permissions, and click General.

space access restrictions in Confluence

Scroll down to Anonymous Access. Here you can choose the permissions for all external users of your Confluence Cloud documentation site. Be mindful that you can grant broad permissions to anyone outside your organization. Limiting anonymous access to viewing and commenting is reasonable to ensure information consistency and quality. You can read more about space permissions in the Atlassian Support documentation. We suggest enabling only viewing permission for a documentation site.

space permissions in Confluence Cloud

In this case, you can be sure that your product documentation pages remain clean and concise. Commenting is a great thing, but it can be distracting on informational pages. There are other better ways to communicate with your users, and we’ll cover them later in this article.

Organize the information in your Confluence documentation space

Once you’ve created a separate space for your documentation site in Confluence and given access to anonymous users to it, you need to think about the page structure. Even the most valuable information can become useless when readers can’t reach it effortlessly.

It’s a good idea to start your documentation site with the page tree in mind. Spend some time thinking about the logical structure of your space. You can go even further and create a quick draft on a sheet of paper to consult it while creating Confluence pages.

An apparent solution here is to create a home page with general information, parent pages for the main features of your product, and child pages for minor functions or details. You may also want to create separate sections for FAQs, releases, and other technical information. As a result, you’ll get a well-organized documentation site in Confluence that is easy to browse even for inexperienced users.

page tree in a Confluence Cloud

Other things to keep in mind

The devil is in the detail. All product owners know it for sure. When it comes to your product, you need to always be on top of things. Many great products remained unnoticed because of nuances like an irrelevant logo, title, or bad documentation.

Have you already created a product documentation space in Confluence? Presumably, you were even accurate enough in a space structure. It’s time to leverage your product documentation site with our tips.

Keep your page tree neat and skimmable

Create Confluence pages according to the chosen structure. Don’t make a complex structure where users can get lost. Believe it or not, 2-3 levels of child pages can be complicated enough for your readers. Don’t go overboard.

Keep page names simple

Don’t give readers a reason to quit. Create Confluence pages with short names. The ugly truth is that people are lazy by nature. Who would love to open the page with an academic name like “A technical documentation covering the engineering implementation, functionality, and out of scope issues of a Confluence inline macro for status tracking”? And what if you place the same information under the “Handy Status” title? It looks like this option has a much higher chance of getting read.

Be consistent

Choose the principle of page naming and follow it throughout your documentation. We love to see something known and traditional. No need to vary your page names from section to section. For example, you have a page “How to use Handy Status.” Once you create another one about Handy Date, you may write “Using Handy Date.” The idea is the same, but this inconsistency would distract readers. Stick to one model throughout your Confluence space.

Create a beautiful Confluence page for your documentation overview

Documentation sites in Confluence are easy to set up, but they can be plain and look boring for external users. A landing page with the Children display macro for navigation seems intuitive for you, but it can turn out to be unattractive in your readers’ eyes. In the end, the primary purpose of our documentation site is the satisfaction of our end user. They refer to our documentation expecting to get quick answers to their questions. Their customer journey on our public Confluence site depends on us so let’s make it a smooth adventure.

Highlight the key features of your product

You’ll be surprised, but the visitor of your documentation can know little about your fantastic product. Many users start the evaluation of the product with its documentation. They will walk through the functionality you describe deciding whether your product is worth a trial period. Use this insight to your advantage – create a top-notch documentation site demonstrating the best of your product.

The main page should be concise but informative. Create an attractive page with a brief product description, point out the key features with the bullet list, and add links to the detailed technical description.

Embed video in Confluence

We’re pressed with time and want to proceed with daily tasks as quickly as possible. Add a short demo video to help users learn more about your product. 

In Confluence, you can insert links to your Youtube videos in several ways.

First, you can insert the link to your video directly into the Confluence page. Choose the way the link is shown on a page. For better visibility, we advise the Display embed option.

Choose the way links look on a Confluence page

If public links are disabled for your Confluence instance and you want anonymous users to see them, use the Widget Connector macro. It allows you to embed Youtube videos, Flickr slideshows, Twitter streams, Google Docs, and other content from the web into Confluence pages in a few clicks. You can choose the source address and the preferrable size of your media. With this method, you can be sure that even anonymous users will reach the content on your page once you allow the public access to it.

Widget Connector macro to embed multimedia in Confluence Cloud

Add a call to action to your Confluence page

Our documentation is another touchpoint with our users. Let’s benefit from it. Add an effective call to action to your main page to trigger additional contacts between you and your site visitors. This could result in long-term relationships in the future. The only thing here is that your call to action needs to be appealing and easy to locate on Confluence pages.

At Stiltsoft, we use the Handy Button macro for that. It’s a part of the Handy Macros for Confluence app. It allows you to create Confluence-like buttons and customize their color and size. Another great thing is that you can easily reuse your Confluence content as Handy Button can lead to an external address or an internal Confluence page.

Handy Button to create clickable links in Confluence

We suggest creating noticeable links somewhere on top of your documentation page so that users can see them without scrolling the page.

external documentation in Confluence

Show the product roadmap

Your customers could be interested in the information about upcoming releases. The features you are working on can become your strength when your users know about them. Don’t go deep here, a short plan overview will be enough.

You can show a table with the product development progress from your product dashboard. Here’s an example that we suggest.

Create product roadmaps in Confluence

Simple as it is, this table gives an overview of what to expect from the product in the next few months. The user sees the feature itself, its status, and progress. To ensure that the information is always up-to-date, put the content from your product space into the documentation page using a combination of the Excerpt and Excerpt Include macros. This way, you can rapidly reuse the existing table on several Confluence pages. Once the values of the original table change, reused tables will be updated automatically.

Use Excerpt Include to reuse information in Confluence

You can effortlessly create these dashboards in your space. Your team will benefit a lot from focusing on the essential things. To start with, add the Excerpt macro to your page, create the table with statuses, add sliders for progress management.

Use Excerpt to reuse the information in Confluence

You can add the native Confluence Status macro. Type /Status to add it to the page.

Add statuses in Confluence

Another solution is Handy Status, a macro allowing you to create a custom set of statuses and easily switch them in the page view mode.

Create dropdowns in Confluence with Handy Status

Handy Slider is another macro from the Handy Macros for Confluence app. It can transform your table into an interactive infographic in a second. Just type /Handy Slider, insert it to the page, and set the value. The macro coloring changes based on its value, making progress tracking even more accessible.

Add interactive sloders to track and visualize changes in Confluence

You can change Handy Slider in the page view mode. But no worries here. Anonymous users won’t affect your data as they can’t change the Handy Slider value on a page.

Highlight the relevant content

Even though you have created an excellent documentation structure, it’s reasonable to put links to the pages frequently read by your users on the main page.

Use button lists to highlight information in Confluence

Keep these bullet lists short. Too many highlights can affect your readers in an opposite way leading to distraction from the key points.

Provide additional navigation

Your readers are newbies to your Confluence site. It’s your role to help them look around. Why not add some more navigational tools? Add the Labels list macro to create a list of labels used in your Confluence documentation space. If you’re accurate enough to update labels for your pages, you’ll get quick navigation by topic, like this one:

Users can browse Confluence content by topic with the Label list macro

A search bar is a must-have for an external Confluence site. It’s probably the best way to locate the necessary information in a few seconds. Use the Livesearch macro to embed a search box into your Confluence page to show search results as you type.

Search for information in Confluence with a search bar

You can customize its look in the settings to satisfy your needs better.

Share the event agenda

If you organize webinars, meetings, or other events related to your product and best practices, you can promote them on your Confluence documentation site. The audience coming to read about your product is presumably interested in your educational content.

You can put an announcement of upcoming events in a table generated with the help of another Confluence native macro, Page Properties Report. When combined with Page Properties, it collects the tabular data across multiple Confluence pages based on the selected criteria.

Page Properties Report in Confluence

As a result, in our example, we get a brief table overview of the webinars described on three different Confluence pages.

With Handy Macros for Confluence, you can go even further and add some dynamic macros to this table.

Handy Date is a great way to highlight the dates of future events for our use case. This macro enriches your experience with date operations in Confluence. You can change the date in the page view mode and choose the date coloring.

Add Handy Buttons to create clickable buttons on your Confluence page. Once you do it and provide the links to your webinar registration or stream record, your users will be able to enroll and take part in your events right from the documentation site.

links on Confluence pages in Page Properties Report

Move on to your external documentation

Confluence empowers its users with great tools for any need or purpose. Now you see how to organize an external documentation site without any additional development or engineering skills. Just use the native Confluence macros in combination with Handy Macros for Confluence. You can try the app for free on the Atlassian Marketplace to see how you can benefit from it. If you still have questions, don’t hesitate to contact us.

Confluence Tips and Tricks: Using Interactive Sliders

May 6, 2021
#Confluence
4 min

If your team uses Confluence, you know that you have a single place to store your marketing strategy, product documentation, personal notes, and more. It’s easy to create and manage content with your team in Confluence, keeping project-related documentation up-to-date. However, when you need to change something, be it the status of your task or the date of your meeting, you need to switch to the page edit mode. However, we know some Confluence tips and tricks we want to share.

Our team is developing Handy Macros for Confluence Cloud to facilitate your work with commonly used macros and add more interactivity on your Confluence pages in the page view mode. Among the variety of macros, you can pick those ones that will better fit your everyday needs and will let you design appealing and eye-capturing pages for your teammates, as follows:

  • Handy Status allows you to add status sets to your pages and rapidly update them.
  • Handy Date helps you pick dates for your tasks, events, and milestones.
  • Handy Poll lets you collect feedback from your colleagues.

We’ve powered up this collection of macros with the Handy Slider macro.

How to work with Handy Slider

Now you can use sliders and change their values on the fly. Insert this macro while editing the page, set its parameters in the menu, and save the page.

add macro to Confluence page

And from now on, you can work with the slider while viewing your page. The usage of interactive sliders can be very efficient for monitoring long-running tasks. You can pre-define the values and instantly change them when work is progressing. Instead of describing your progress in words, you can just drag the slider.

Confluence tips and tricks: track project progress

Manage OKRs in Confluence Cloud

Moreover, your team can manage OKRs in Confluence Cloud with ease using Handy Macros. With the bundle of pretty simple, but powerful macros, you can create an OKRs dashboard in Confluence Cloud where you can track the current progress of your team.

managing OKRs in Confluence Cloud

Start your free trial of Handy Macros for Confluence Cloud and create interactive dashboards together with your team

The Data Center version of Handy Macros includes 12 macros and features that you can use to create engaging content, augment the whole Confluence experience for your colleagues or customers, and revamp your approaches to designing pages.

Here’s Why Your Confluence Instance Is Disorganized

April 22, 2021
#Confluence Tutorial#Confluence
10 min

Are you having trouble managing your content in Confluence? Is it difficult for users to search for a specific page or attachment? Do your teams have a hard time staying on top of important information? Or maybe your Confluence user adoption is at an all-time low?

Then your Confluence may be disorganized.

A lot of admins struggle to keep their Confluence organized, especially when the volume of content increases. With more information to manage, attachments to keep track of, wikis to groom, and a larger user base to administrate, it’s normal to feel overwhelmed.

You may not know where to start reorganizing and decluttering your instance, but identifying the reasons it’s disorganized in the first place is a great first step. From then onwards, it’s all about implementing the best practices and charting a Confluence management strategy that supports your business needs.

Continue reading to find out the causes of a messy Confluence and the most effective way to detangle the mess.

Cause #1: Inefficient space management

Confluence space structure says a lot about an organization. Without a clear structure, you will have a hard time arranging content and also make it difficult for users to navigate the wiki.

confluence space with no page structure

Setting up a lot of spaces without any form of categorization isn’t practical. It can crowd your wiki, reduce the searchability of content, and prevent users from staying on top of critical information.

On another note, spaces that store outdated information could mislead users looking for the latest updates. So, what can you do?

Structure spaces based on your needs

Start by structuring spaces around people and/or work. You can set a space for each team – development, finance, sales, content, marketing, HR, etc. Then, make sure to categorize your spaces using labels. Consistency in labeling must be prioritized here since you have to add them manually. Use the page tree feature to compartmentalize content and information into relevant sections like knowledge base, team calendars, and team OKRs.

If collaboration is more central for your teams, you can create project- or product-based spaces instead. For example, backend developers, who typically work alongside frontend developers, requirement engineers, and product managers, can operate more efficiently and communicate effectively when all the relevant information for a project is in one space.

Next, use Confluence’s analytics to help you identify unused spaces across your wiki – spaces that are least viewed or not used on a daily basis. Archive spaces that are no longer relevant to improve the navigability of content, enable teams to stay on top of critical and new information, and help establish a robust wiki.

archive Confluence spaces you do not use

Cause #2: Inconsistent labels and lack of metadata

When the use of labels is inconsistent, pages, blog posts, and attachments can end up drowning in the sea of content. Even worse, poor labeling causes search results to be irrelevant and inaccurate.

To avoid problems, avoid manual labeling. Having a clear, documented labeling convention can help. But it’s not a perfect system, and you’ll likely end up having to review regularly to address typos and other inconsistencies. Additionally, you’ll need to routinely update the labeling convention as the range of content grows.

The entire process is tedious because Confluence lacks effective metadata management capabilities. Labels are the closest thing to metadata that the platform offers, and even so, they are still unstructured metadata.

Leverage metadata management capabilities

Instead of settling for error-prone labeling practices, you can leverage metadata management capabilities instead. The most effective way to improve searchability, categorization, and organization of content is by using metadata – Forbes has highlighted this as well.

metadata consistency in Confluence

In your mission to tidy up your Confluence, metadata can help you:

  • make global metadata changes to swiftly remove label typos from content, which will then help deliver accurate search results
  • create predefined metadata fields to help users quickly find information by searching for relevant keywords
  • use said predefined metadata fields to pull critical information from a page and display them using Confluence macros
  • prevent users from entering page labels that are inconsistent, incorrect, or typo-filled.

Metadata for Confluence is an app that you can leverage to achieve the goals above and more. By managing your metadata, you can rest assured knowing that your Confluence will remain organized no matter how vast your instance becomes.

overviews based on metadata in Confluence

Cause #3: Undefined page structure

You have a Confluence space for a project in the making, so keeping comprehensive documentation is vital – how do you go about arranging information?

Are you using page hierarchy to categorize it into relevant topics and/or units of work? Is there a clear flow of information from the meeting notes to the quality assurance test? If a new user visits the space, will they get the latest information on the project?

If your answers are mostly “No,” then you don’t have a defined page structure across your spaces.

On the other hand, how do you ensure that all content contributors follow the standard structure of information display? Imagine if you have a set of product requirement pages with a clear format and structure – but when a new contributor comes along, the structure is no longer maintained. What happens then?

Use templates and macros to organize content

Firstly, coming up with a rough idea of how you want to structure your page tree in a space can tremendously improve organization. To do this successfully, you have to consider a few things; the objectives of the space, the longevity and types of content, and the flow of information.

For individual pages, the information structure can actually be maintained – all you have to do is use page blueprints; templates that come with macros, formatting, and sample content. You can customize them according to your organizational needs.

You can also benefit from predefined metadata fields here; you can pull important information from a page and have it displayed in the page overview using macros. This will help users see what’s under a parent page without going into every other page in the hierarchy. The page tree feature will also help you compartmentalize content and information into relevant sections like knowledge base, monthly reports, etc.

If you need to manage documents and attachments in Confluence, try Smart Attachments for Confluence. The app improves how you organize attachments in Confluence, keeping your project documents and files organized the way you want. You can:

  • quickly download your existing folders with files into the space storage
  • embed documents or folders into the content of your Confluence pages
  • collaborate on project assets right in Confluence.

Instead of searching for specific files through numerous Confluence pages, you can rapidly find them in your space storage along with their revisions. Make document management in Confluence a breeze with the help of this solution.

Tidying up your Confluence space

A disorganized Confluence can be a reminder of how vast your instance is becoming. To sustain a bigger Confluence, you need to scale your content management capabilities. That includes leveraging metadata, acknowledging all the platform’s features and limitations, and understanding where you fall short. Only then can an action plan be formed.

To get more insights on how to make your Confluence instance more powerful, check out the Making Magic with Metadata ebook. You can also read about nine Confluence best practices your users should know.

Employee Performance Assessment and Training in Jira and Confluence

April 13, 2021
#Reporting#How To#Learning Management
12 min

The year 2020 has brought many new challenges that humankind did not expect. It has reshaped our vision and approaches towards life, communication, and, of course, work. We encountered problems that were unnoticeable when we were able to communicate with each other directly.

More and more companies have proceeded to robust digitalization of their businesses. Unfortunately, all these transformations were performed so fast that not all people could quickly get used to these abrupt changes. After a while, teams noticed that their internal communication and team collaboration were not so efficient as before. The management teams got another problem with making the companies work when there is no peer-to-peer communication, and all the processes must run remotely.

Companies have understood that they need to invest more into performance analytics, employee education, and training programs. Only these things can help them adjust their businesses to the changed circumstances and succeed in the new reality.

Shaping the problem is half the solution

Identifying the problem is a key to its solving. In most cases, we collect feedback about the work of our employees every quarter, which makes it almost impossible to track all the occurred issues and positive achievements. It is hard to recall all the good and bad moments that happened over a quarter. Some of our memories are polished, some are completely forgotten, some are replaced with our own hallucinations. As the result, we get some averaged assessments (or points of view) that may be far from reality.

How can we make the gathering of feedback on individual performance an ongoing process? So all the time we can track the actual information with minimal bias.

Realtime feedback collection in Jira Cloud

What is the most convenient moment to collect feedback about the completed task? Of course, once the task was checked and closed by a person who requested its execution. Here you can take advantage of the Employee Performance Ratings app.

For example, we have a development team that has started working remotely, and something has gone off course (smile) They cannot deliver within the expected timelines, and the quality of the implemented solution is not so good.  As a project manager, you need to identify the problems that do not allow your team to perform better. You can do this by identifying the metrics that can explicitly indicate whether your team performs well or has some issues to address.

Identifying the metrics that indicate team performance

Once this step is complete, all you need to do is create these metrics and enable their tracking for the project. Let’s say we want to track delivery speed, code quality, architecture and algorithms, code security, process adherence, and team collaboration. We save them as a metrics set and assign them to the project which our development team works with.

Tracking delivery speed, code quality, architecture and algorithms, code security

That’s done. Now you as a project manager or a team lead can proceed to the assessment of tasks in Jira. The performance evaluation process is pretty simple. You just need to put the score from 0 to 10 for each metric. While assessing a task, you need to pay attention to different factors, such as the difference between estimations and spent time, code smells, found security vulnerabilities, comments within pull requests, communication with teammates, and so on.

Assessment of tasks in Jira

Having assessed multiple tasks for the same person, you can check the individual progress over time and the overall trend. This way, you can quickly and easily elaborate a metric-specific development program for each teammate to increase the overall team performance and effectiveness.

If your team is working on multiple projects or products, you can track the individual performance in each project, in particular, to better see what tasks inspire your teammates.

Track the individual employee performance in each project

Once you have collected sufficient performance analytics, you can see what things you need to improve within your team processes and how every teammate can contribute. In addition, you can compare the metric changes over time for individual teammates and continuously improve them if noticing any problems.

In the next section, we will tell you how you can educate your development team and train employees with the learning management system (LMS) in Confluence Cloud.

My team has some problems. What should I do next?

Once you have found that your team does not perform as you expected, it’s time to help them by providing them with resources for self-education.

Since many of us are working from home, it’s almost impossible to organize an onsite training. At the same time, sharing related books or articles is not the case either as you can’t track understanding of the material.

Having a comprehensive e-learning solution can come in handy. Managers all over the world use different learning management systems for internal training. LMS not only helps managers stimulate their team’s self-development but also saves their time as well as automates the process of training.

In this blog post, we’re describing solutions for Atlassian products, and we’d like to tell you how to turn your Confluence into an LMS.

Team training right in Confluence

izi – LMS for Confluence is a tool the can simplify employee training and improve your team’s performance in the short term. With this app, you can create courses, quizzes, and tests right in Confluence. Moreover, your team continues working with the tool they are familiar with, and you don’t need to configure anything to start since it works out of the box.

create courses, quizzes, and tests right in Confluence

Start from the Learning portal – a place where you can administer your courses and quizzes. Here you can also create training that will cover your team’s knowledge gaps. A familiar interface will help you build it from scratch like a shot.

Enrich course pages with eye-catching pictures and educational videos to make content easier for understanding. You can also add PDF, Word, Excel, and Powerpoint documents.

Engaging content in Confluence courses

Reuse existing Confluence pages for your training to save your team time and effort. It can be worthwhile if you already have some useful content in your Confluence.

When done with the course part, add a quiz for your teammates to test their knowledge. Adjust the quiz to your needs with plenty of settings, and don’t forget to include a few tricky questions (because life is a rollercoaster 🙂).

 add a quiz for your teammates to test their knowledge

That’s it; your training is ready. It’s time to assign it to your team and wait for the results. Each course or quiz has a report where you can track your team’s progress. Analyzing the results, you can decide if they need another training session.

 track your team's progress in courses and quizzes

Your teammates can track their performance themselves. On the Learning portal, they can find the list of all courses and quizzes they need to take and see their progress and results.

Having an LMS in Confluence, you don’t need to learn how to use another software, integrate anything or spend time for complex configurations. The app gives you a perfect balance between a familiar interface and powerful features that can cover many use cases as onboarding, internal and external training, pre-employment testing, or employee certification.

Track and improve your team’s efficiency

Nurturing high-performing teams is always a challenge, especially when we see each other only during video meetings. Basing on the experience of the hundreds of teams, we believe that only constant analysis of your team’s performance and improvement of their skillset leads to successful product delivery.

We hope that a combination of Employee Performance Ratings and izi – LMS for Confluence will help you deliver top-quality products and build a team with a strong knowledge of what they’re doing.

Choosing the Right LMS for Your Team

February 9, 2021
#Confluence#Learning Management
13 min

Today, when coronavirus puts a spotlight on remote working, a lot of companies show interest in eLearning. If your organization wants to build a remote learning environment, it’s crucial to find a user-focused solution that will not only correspond to the company’s business needs but will help you create top-notch training for the team, partners, and customers.

Remote-friendly companies of all sizes use different software to manage their tasks, communicate, and structure their work, including Confluence. Confluence is a shared workspace that allows teams to create, discuss, and share content. You can power up this software with different apps depending on your needs. For example, it can work as a learning management system.

Since we want you to have your options open, we’ll feature both Confluence apps and standalone tools that can help you create and deliver training courses:

Here is a brief summary of all the solutions we will describe in detail.

So if you are looking for more opportunities to improve your employee training, let’s learn a bit more about how you can deliver and track your online learning.

Google Classroom

This free solution can be a perfect match for those who already use other Google Workspace products. You need a Google Workspace account to create and manage content. The great thing is that you can use any existing Google document as a training material without fuss, be it a Google Sheet, Slide, or Form.

The Classroom helps you make the most of G Suit products when it comes to interaction between teachers and students. For example, you can perform face-to-face training with the help of integration with Google Hangouts and create quizzes using Google Forms.

The familiar and easy-to-use interface lets you start working without any problems. Just note that you need to create accounts in Google Workspace to access all the capabilities of Google Classroom.

It’s difficult to name the Classroom a full-fledged LMS since you can’t create courses or get extensive reporting on your students’ results. However, it’s a powerful platform for interaction between students and educators where they can share materials and stay in touch from school/university, from home, or on the move.

The Classroom is free to use.

izi – LMS for Confluence

Having an LMS in Confluence enables unlimited opportunities for eLearning right in Confluence. You can create courses and quizzes right after its installation. The great news for Confluence admins is that it works out of the box.

izi LMS app allows you to repurpose Confluence content and use existing pages for your training courses. It’s especially handy if you use Confluence as a knowledge base and have many pages with important information. You can structure this useful content as training modules, chunking all the information into digestible bites to ensure that users pass the course step by step.

If you need to perform a knowledge check or pre-employment testing, you can take advantage of quizzes right in Confluence. It’s a good idea to add quizzes to courses to reinforce the knowledge acquired by participants. Moreover, this app lets you reuse existing quizzes or just use them separately.

The Learning portal is one click away from the Confluence menu bar, it provides users with a bird’s eye view of their training progress and allows them to quickly access courses and quizzes. Learners do not need to switch between Confluence and a third-party LMS, they can find all the materials right in Confluence.

You can share courses and quizzes with existing Confluence users or people outside your Confluence. You do not need to pay extra for course participants without Confluence accounts. Course administrators have reports for tracking participants’ progress and course completion.

izi LMS is available for Confluence Cloud, Data Center, and Server. Your team will rapidly get a handle on how to create and take courses and quizzes because they already are familiar with the user interface in Confluence.

You can check the capabilities of the LMS in Confluence during a free 30-day trial.

Gilly – LMS app for Confluence

Another app that can power up your Confluence with courses is Gilly – LMS app for Confluence. This multifunctional solution is an integration of EduBrite LMS with Confluence. It helps you turn Confluence into LMS with the help of macros. You do not need to create accounts for your Confluence users because they automatically get EduBrite accounts when they start a course.

This app meets practically all of your training needs ranging from a robust knowledge base you can build to certification programs you can create by yourself.

Gilly is a free app that requires integration with EduBrite. This means that you will need a paid EduBrite account. Before using the app in Confluence, your Confluence administrator needs to perform additional configuration of the Gilly app. Only after that, you can create courses in EduBrite. Then you need to add them to your learning dashboard in Confluence.

Courses can contain multiple modules with several sections you can navigate with the help of buttons on the screen.

his app is available for Confluence Cloud, Server, and Data Center. You can check its capabilities during a free 14-day trial.

LearnUpon

Probably this solution has every possible feature you can think of when we speak about learning management systems. For example, it provides integration with Zapier and other tools to help users connect their LMS with CRM, webinar software, payment gateway, and more. Moreover, you can even sell courses and training created with the help of LearnUpon.

You can find many use cases described in the LearnUpon blog and discover a lot about how to adjust your existing processes to online classes and courses.

With LearnUpon, users can access a dashboard with the essential information about their courses, achievements, and live sessions.

You can create remote training and onsite classes in a blink of an eye. This app allows you to take advantage of gamification elements to better motivate and engage your teammates in the learning process.

This solution has no integration with Confluence. It has even more capabilities than a user needs, so it’s a good idea to give this app a fair 7-day free trial before you decide to purchase it.

How to choose your LMS

Obviously, your choice of the right LMS for your team will depend on your requirements and use cases.

For Confluence users:

  • izi – LMS for Confluence is for teams that want to work and learn without switching between different tools using Confluence. With this app, you can take advantage of existing Confluence content and reuse it for your courses. You will save your team time and effort because the UI of the app will be familiar to Confluence users.
  • Gilly – LMS app for Confluence can be a good fit for you if you are already using EduBrite and your company starts using Confluence. You can also choose this app if you do not want to mix your existing Confluence documentation with training materials. In this case, you can store courses right in EduBrite.

For those looking for standalone solutions:

  • If you need software that will help you keep in touch with your students and perform remote training, Google Classroom can work for you. It can also be useful for small teams with a low budget.
  • You can take advantage of LearnUpon since this learning management system is tailored to the needs of companies that want to level up their learning process.

How to Work With Tables in Confluence Cloud

January 13, 2021
#How To#Confluence Tutorial#Confluence
12 min

If you need to structure information and present it in a way that makes sense, you will probably start with a table. With the help of tables, you can perfectly organize any kind of data, be it a finance report or your wedding guest list. Today, when you need to get more from tables, you can use spreadsheets taking advantage of Microsoft Excel or Google Sheets.

If your company uses Confluence, you can create tables in Confluence to manage information about employees and customers, track your plans, KPIs, and software requirements, or get an overview of your meeting notes, tasks, to-do lists, hypotheses, and more.

However, when you get started with Confluence Cloud, dealing with tables can be a bit challenging. No worries, we will show you how to make any Confluence table you create stand out.

What to start with

If you are in any doubts about whether tables can boost your productivity at work, let’s start with a simple example of displaying the same data in different ways. As you can see, the table allows you to categorize and interpret your business data in the blink of an eye.

tables in confluence

In this post, we will address the FAQs about tables in Confluence Cloud and will show you how to get the most out of tables.

How to copy a table in Confluence Cloud

If you are using the new editor, make sure to click the upper left corner of the table first. Then you can press Сtrl+C in order to copy your table and Сtrl+V to insert it wherever you feel it belongs.

copy a table in Confluence

If you are using the old editor (or need to copy some information from the old editor to the new one), your need to put the mouse pointer over the table, hold down the Shift key, then put the mouse pointer under the table and after that press Copy and Paste.

To copy data from Excel, you can easily copy it in the new editor by pasting the table right from Excel to Confluence. However, in the old editor, you need to insert one cell of the table to the Confluence page, place the mouse pointer into it, and then press Paste.

Pro tip:

Learn more about using Spreadsheets in Confluence

How to attach files with table data

If you have data in the CSV (or JSON) format, you can display it in Confluence with the help of the Table from CSV or Table from JSON macros bundled in the Table Filter and Charts for Confluence app. You can either attach a file or output dynamic table data by URL.

attach file with table data in Confluence

You can also output tables from Google Sheets and Google Drive on Confluence pages with the help of the Table from CSV macro. Check this documentation for more details.

Table from CSV macro Confluence

Working with tables in Confluence

Confluence doesn’t support data filtration and aggregation out of the box. Table Filter and Charts for Confluence can help you make your tables much easier to use, share, and update. You will also discover how to turn your Confluence tables into something really useful with the help of filters or provide dashboard-like reporting with pivots or charts, just let the app do the work (smile)

How to filter table data

The Table Filter macro will be a real catch for users who work with large tables created manually or fetched from external resources to Confluence. This macro provides a set of five filters allowing you to split your data into independent data sets grouped by specific filtration criteria.

filter table data in Confluence

You can rapidly apply all types of filters and remove them saving all the modifications on the fly. Moreover, these filters are always at hand in the page view mode.

How to build pivot tables

When you have a table with repeated labels and some financial data, you may find it useful to get it summarized and aggregated by labels. This is where a pivot table will be an ideal solution. The Pivot Table macro allows you to generate pivot tables on the basis of your source data tables created from scratch in Confluence or imported from an external resource or data feed.

pivot table Confluence

To configure the Pivot table macro, select two table columns, one with repeated labels and the other with data values for data summarization or aggregation. Then you can select the appropriate operation type, define decimal and thousands of separators. And that’s done!

How to create charts and graphs

It is not a secret that the native Confluence Chart macro can be a bit inconvenient when you have to change the macro parameters on the fly. When you use the Chart from Table macro, you just need to insert the data table into the macro body and configure its parameters even in the page view mode.

chart in confluence

You can select the columns with labels or dates and the column with data values and then choose the appropriate chart type. The set of available chart types includes pie, donut, column, bar, area, timeline, and more. Optionally, you can define the decimal separators, date format, dimensions of the chart, as well as hide the source table and the chart management pane.

How to export your filtered table data

You can swiftly export your filtered data into CSV, PDF, or Word. You need to click the Filter icon, choose the required format, check the export options, and click the Export button.

export filtered table data in Confluence

The great thing about the Table Filter for Confluence app is that all the macros can be easily combined with each other. When you have a large table, you can easily bundle all the above-mentioned macros and get an insightful chart on the basis of a pivot table with filtered results. If you change your filtered table, your pivot table and charts will update the data in realtime.

table toolbox macro confluence

Things to keep in mind

As you can see working with tables in Confluence can be easy and tables can be fun. Table Filter and Charts for Confluence helps you set up a single base table and create multiple pivots and charts from it giving everyone in your company a reason to view content.

The available capabilities will satisfy most users, and the intuitive interface will not puzzle newbies in Confluence. The bundled macros will always help you filter table data, get the aggregated and summarized values, visualize table data with charts of different types, or combine all macros at once.

To try out this app and discover its features without installation, use our demo site.

If you have any questions or would like to suggest a topic for the next blog post about working with tables in Confluence, feel free to contact the Stiltsoft team.