Confluence Spaces are containers for related information. This simple framework allows us to split up the information that your company relies on, into logical chunks. When you separate your company information into logical Spaces, it’s easy to link pages in one Space to Pages in another. You can also apply simple Labels, to Pages or any other content, including file attachments, which ties together related information across multiple Spaces. Watch our episode on the Power of Labels to learn more.
Create a Confluence Space
In the Space Directory, click on the Create Space button, which pops up the Create Space box. From here you have a choice of several Space Templates, containing different features, to help you get started. Choose the one closest to your needs.
- The Blank Space allows you to create any content that you need, after the Space is created.
- The Documentation Space template simplifies the process of building complex technical documentation, or manuals for your products or services.
- The knowledge base will let us build an online help and support system, allowing you to store and organise solutions to common problems with products or services. This template organises “Troubleshooting” articles.
- The Team Space is a good starting point when you know at least some of the people you’re going to be working with. It helps set up your Space Permissions for individual users, and includes a Blog for communicating Project and Team Updates.
The Space Key
The Space key will form the last part of the website address for this Space. You can change this to make it more memorable, but keep it short.
It’s important to add a clear Description for all of your Spaces. This helps all of your Colleagues, browsing in the Space Directory, to understand what this Space contains.
Inside a Space
Inside a Space, on the left of the page is the Space Sidebar. As you create content in the Space, the Sidebar automatically build a Navigation structure for your pages and other content.
Editing Pages & Automatic Version Control (Page History)
To Edit a page, click the Edit button at the top of the page. Editing Pages is a non-destructive process. This means that whenever you edit and Publish changes to any page, even if you delete content on the page itself, the page will not be overwritten. Instead, a new version of the page is created. The original version of the page, before any editing changes were made, is always retained as an older version.
Page History & Previous Page Versions
To see all the versions of this page that exist, click on the Page Menu button, and select Page History. All previous versions of the page remain completely unchanged. This allows you to restore any previous versions of your page whenever you need to. You can also compare any two versions, and see the differences between them.
- You can check Space Permissions by clicking the Space Tools Button, and selecting Permissions.
- In the Groups section, is usually the group name “Confluence Users”. This group literally means all confluence users in your organisation. It is normally included automatically when you create a Space. By including this group, other users in your company can browse inside this space, and see updates on the Dashboard, such as Blog Posts or content changes.
- Confluence is an Information sharing and collaboration Platform. However, there may be times when you might need a more Private Space. To make this Space Private, simply Edit and change the permissions for the “all confluence users” group, plus any individual users or other groups that you want to remove, and uncheck all of their Permissions. When you press the Save button, the group, or the user, will disappear. This will block their access entirely to the Space. They will also not see anything on the Dashboard related to the Space, such as updates or blog posts.
- If you do make a Space Private, by removing groups or individual users, just be careful not to remove yourself, otherwise the Space could become locked, even to you. Your Confluence Site Administrator will be able to unlock the Space for you, but that could be embarrassing.
What are Confluence Blogs for?
Blogs are used for Communications within Confluence. Blogs are a great way to share things like Project or Content Updates, Regular Project Status Reports, or Project or Team News. Blogs remain permanently attached to each Space. They remain visible, instead of getting lost in email. The Blog post will show up on the Confluence Dashboard, for other users to view. This generates feedback from your teams, through Comments and Likes.
If you need to restrict who can see the Blog Post, for security, or to reduce spam, you can do this by clicking on the Page Restrictions Padlock, on the top of the page.
Labels cross the boundaries between Spaces. Sometimes Team Members may need to make changes to Pages, or other content, in seemingly unrelated Spaces, but for reasons related to a particular Project. Labelling content, which only takes a moment to do, ties all related content together. It also makes content visible to Macros that have a Label option, which allows these macros to look across your entire Confluence site, such as the Task Report.
Labelling content is one of the best habits to get into. Watch our episode on The Power of Labels for more information.
Pages can sometimes get out of Order. The first time you use any Page Templates, for example the Meeting Note template, which creates two Pages when first used, these pages can end up in the wrong order – but only the first time you use that particular page template. New pages are always created directly underneath the location of the current page that you have open. So, reordering pages is something that you will need to do from time to time, but it’s quite easy.
To do this, just click on the Space Tools button, and select reorder pages.
Parent & Child Nesting – Benefits
Pages that are created directly underneath another, will appear slightly indented in the Page Tree. Nesting pages this way, is called Parent and Child nesting. It’s neat, but it also allows you to easily restrict access to groups of pages, or move groups of pages, with just a few clicks. Whatever happens to the Parent page also happens to the children, nested underneath. If you Restrict Access to a Parent Page – all the Child pages automatically become Restricted also. You can also Move groups of Pages, to a new location, or new Space, using Parent & Child nesting. Just moving the Parent – the Children will follow.
The Create (content) pop-up box
- From anywhere in Confluence, using the Space drop-down menu inside the Create pop-up box, you can select in which Space your content will be created, regardless of where you currently are inside Confluence. However, if you are new to Confluence, it’s probably best to open the Space where you want to add your content first, then press the Create button from there. This ensures that your content is published in the correct Space.
- Page content will be created directly beneath the Page that you have open.
- If you create a page, and it is in the wrong position on the Page Tree, simply use the Reorder Pages option, and drag your page content to the correct location. All links in the page, or too the page will still work.
- The page template list can be customised. So, there could be more, or less, templates available on your own Space.
- Page Templates are designed to make life easier, by automating common tasks that most teams need to do.
- Pick and choose whatever templates will help you, and simply add them to your Space.
The Page Editing Toolbar
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