Automated email notifications to recipients in each Confluence page once a year

[Rupa Kiranmye Dundigalla]

Hi,

I want to set automated notifications within Confluence that send out emails once a year asking the individuals listed on each page to review and update the content on the page. Is there any way I can do that? I have content on over 600 confluence pages in my space. Any advice is greatly appreciated!

Thanks,

Rupa.

[Amanda Barber]

Hi, @Rupa Kiranmye Dundigalla - with Confluence Premium or Enterprise, you can definitely use automation triggers to achieve this goal. 

I believe you'd set up the automation with 

• trigger: SCHEDULED
• action: Notifications >> send Email (or slack or teams messages)

You could also add an action to change the page status to something like "needs review" which would stay until the person emailed changes it back.

This support article might help: https://support.atlassian.com/confluence-cloud/docs/what-is-confluence-automation/

[Rupa Kiranmye Dundigalla]

Hi Amanda,

Thank you for the quick response. Do all the users need access to that confluence space to receive email notifications and view the content on each confluence page? I only want the users to view the content and provide me with any updates.

Regards,

Rupa.

[Amanda Barber]

I guess the trick right now would be determining who you're emailing for each page. Hopefully someone else can chime in with some ideas!

There may be some benefit to using an app to achieve this as well. The following look promising, but may only work for notifying the page owners.

• https://marketplace.atlassian.com/apps/1221018/page-reminders-for-confluence?tab=overview&hosting=datacenter
• https://marketplace.atlassian.com/apps/123/better-content-archiving-for-confluence?hosting=cloud&tab=overview&utm_source=midori-blog&utm_medium=confluence-page-reminders&utm_campaign=content-marketing
• https://marketplace.atlassian.com/apps/1221449/update-this-for-confluence?hosting=cloud&tab=overview

[Levente Szabo _Midori_]

@Rupa Kiranmye Dundigalla 

For a dedicated and fully customizable Confluence page status and automatic notification experience, you should try the market-leading Confluence content lifecycle management app, Better Content Archiving for Confluence.

End-to-end Confluence content lifecycle management means that you don't only send a notification, but act automatically by deleting or archiving pages if recipients don't respond! This app is not just for Enterprise users, as the email and page status automation works even in free user tiers!

You can:

• Set up your own Confluence page statuses that match your team's workflow
• Have those page statuses refresh automatically based on your rules. This way you will be emailing not everyone with every page, just report the ones that need attention!
• Automatically send notifications to various recipients (page owners, last modifiers, etc) at your schedule. Watch the tutorial video below:

The recipient of the email will need view permission to view the page.

Once the status is updated and it's been in "Needs review" (or whatever is your status for stale content) for a while, you can set an automation to archive or delete those pages to clean your Confluence instance.

(Please note that Better Content Archiving is a free/paid, supported app and I'm part of the team developing it.)