Sharing a Confluence page with external users

[Akash]

Hi

I have written a few pages which needs to be shared with Investors from our organisation, the only issue is you are allowed 5 guests and we have more than that which need access.

It is a private page so Guest mode/public link is not ideal as we have confidential information. 

What is the workaround to this? I saw something in regards to JSM. We pay for one license, but again not sure on privacy.

When I export the page to PDF, it looks really messy.

[Peter_DevSamurai · Accepted solution]

Hi @Akash , 

Since you have 1 license for JSM, you can link Confluence pages as a knowledge base (KB) to a service project, allowing unlimited external "customers" to view them via a private portal without Atlassian accounts or counting as guests. As yes, privacy is maintained, access is invite-only or approval-based, and you control what they see (no full space access):

1. Set Up KB Link: In your JSM project > Project settings > Knowledge base > Link your Confluence space (must be same site). Select pages or use labels to filter confidential ones.

2. Add Investors as Customers: JSM settings > Customer access > Invite/add emails (or self-signup with approval). They get a portal link (e.g., your-site.atlassian.net/servicedesk/customer/portal/1). Or they can sign-up -> sign-in when accessing the Knowledge Base.

3. Share Pages: Investors view KB articles (your pages) in the portal, searchable, but restricted to approved content. No editing/external sharing.

This keeps info confidential (portal is secure, audited in Premium), and scales beyond 5. 

Refer to the below links:
- Link Confluence KB to JSM
- Manage Customers in Portal
- Guest Limits

I hope everything works out for you!

Best,

Peter

[Akash]

Thanks for your reply Peter. I started a new Service Management template but got this error:

[Akash]

Thanks for your reply Peter.

I am not sure if I am doing this right? 

I started a new Service Management template.

[Peter_DevSamurai]

Hi, you should establish the Knowledge Base on your current/old JSM. 

In Atlassian Cloud Premium, JSM templates can embed Confluence knowledge bases, but it requires a Confluence space on the same site.

[Teodora V _Warsaw Dynamics_]

Hi @Akash 

just as a future reference, there are 3rd party apps like External Share for Confluence and Share Links where you can securely share content outside your organization without setting up the portal scheme. :)

[Mehr_miniOrange]

Hi @Akash,

If you’re looking to share Confluence pages with people outside your Atlassian instance, you’re right that you can create up to 5 free guest users for each paid user on your Confluence Cloud site, and the total number of users (paid and guests) cannot exceed your site's user limit.

If your requirement is to share Confluence pages with several external users that exceed the guest user limit, we have a paid alternative that might be useful to you.

Using the solution, you would be able to share Confluence pages with external users who don’t have Confluence accounts.

Please feel free to reach out to us here

[Akash]

I have managed to successfuly make the portal - one question I have is how would a external portal user see more than 3 Knowledge Base articles?

I made a category and linked 4 confluence articles but only 3 are visible