2020-08-03 Levente Szabo, Midori: Keep Confluence up-to-date with content lifecycle rules

Owned by Joerg Mueller-Kindt (Unlicensed)
Last updated: Aug 06, 2020
5 min read

This is the 18th  of our Monday Night Specials, a series of virtual events with voices from the Atlassian ecosystem.

 

RSVP: https://ace.atlassian.com/e/m4mupp/

Video: https://youtu.be/txoWPtbIS7Q

Slides:

 

Presenter: Levente Szabo

Levente has spent his professional career in marketing and communications mostly at technology companies. He is currently specializing in customer success initiatives at Midori, one of the oldest app developer companies in the Atlassian Ecosystem. 

Keep Confluence up-to-date with content lifecycle rules

Midori is a long-standing, dedicated Atlassian app vendor based in Hungary. In the past more than 10 years the team has built 7 apps, many of which are consistently among the top-rated apps on the Atlassian Marketplace. Midori was one of the launch partners of the new Data Center Approved Apps Program of Atlassian.

Midori’s Better Content Archiving for Confluence app is a market-leading solution for content lifecycle management (CLM) for Confluence. Content lifecycle management is typically an area that only large enterprises care about. We think that it’s a mistake. Most of the teams who introduce Confluence don’t care about managing what happens with the content, simply because there are no painful problems in the beginning. The chaos caused by outdated content and abandoned pages only starts to bite after a year or two of active Confluence usage. Teams only look for a solution when there is so much old content, it’s hard to find what you need and easy to confuse old versions of a document with the current one.

We all know this feeling from many aspects of ou lives: instead of preparation, we only look for help when there is a problem.

We at Midori advocate for preparation and believe that every team introducing Confluence, should introduce a content lifecycle management at the same time. Better Content Archiving brings all the tools that will help your team prepare and avoid the chaos of an overloaded Confluence or will help you clean up if it’s in trouble.

By designing your content lifecycle rules for expiration and usage tracking, your notification schedules and archiving workflow, you will be able to maintain Confluence as a lean and useful content collaboration system, save hours for your team members, and make sure that nothing gets in the way of productive work.

If you rely on Confluence in your daily work and more people adapt Confluence as their document collaboration hub, then you can avoid the issues of tomorrow by learning about content lifecycle management today. Your future self will be grateful.

More Information

Show Notes

This is the 18th of our Monday Night Specials, a series of virtual events with voices from the Atlassian ecosystem.

Our guest today is Levente Szabo from Midori Global who joined as from Budapest to introduce us to the Better Content Archiving Add-On for Confluence Server and Datacenter and we discussed how to keep Confluence up-to date with Content Lifecycle Rules.

We discussed a number of feature requests – among others, how to (automatically) delete already archived pages from an archive – and Midori’s plans for the Cloud and many more.  

Q&A starts around 24:20

Some links to follow up:

Levente took notes about a number of questions and we will continue the discussion here: https://community.atlassian.com/t5/Berlin-Brandenburg/RSVP-Levente-Szabo-Midori-Keep-Confluence-up-to-date-with/gpm-p/1415248

All the details and slides from this talk here: https://aug-bb.atlassian.net/wiki/x/CYDhVw   

 Next week we welcome back Robert Panholzer and Felix Häusler to tell us about the Grape messenger and how it integrates with the Atlassian ecosystem. Details and RSVP here: https://ace.atlassian.com/e/m8uh3u/

Don’t forget our in-person (!) picnic next week. Join us, tell us about your home office and win! RSVP here: https://ace.atlassian.com/e/m2eru4/

Q&A

You can ask follow up questions or comment here: https://community.atlassian.com/t5/Berlin-Brandenburg/RSVP-Levente-Szabo-Midori-Keep-Confluence-up-to-date-with/gpm-p/1415248

Q: Can I create notification emails by space?

A: Notification emails for outdated, not-viewed, and archived pages can include multiple spaces. Sending out separate emails per space would mean an unnecessary flood of email for users, who have responsibilities in multiple spaces. So it's not supported outright. If you want to communicate different content for spaces, what you can do is modify the email templates with if statements. You can set up the content to be structured by space, so "if X space then show X content" and so on. This would still be one email, but content inside it is organized by space.

 Q: Can one node in a Data Center instance function as a dedicated instance for archive content?

A: Per Atlassian's Data Center architecture philosophy, every node in a DC instance should be equal. That's because if one node fails, theoretically any other node should be able to take its place. So in Better Content Archiving's case, using one node just to store the archive content of the Confluence instance would not even be technically doable, but would be an antipattern as well.

 Q: Custom page owner feature is coming to Better Content Archiving. Will I be able to select groups as page owners?

A: There will most definitely be a way to add multiple users as page owners. Maybe it won't be using groups, but there will be a way to do it.

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