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Centralized Media Database/CMS for Confluence

LS_fg3ojl

Hey everyone,

I'm a learning designer currently tasked with migrating our software documentation from Media Wiki to Confluence. As I am setting up first steps, I noticed there is no real way to manage content like videos, gifs, images etc.

Say, I had to update 10 screenshots. Rather than locating the screenshot on each page and re-uploading the image one by one, it would be nice to just update the content from a centralized space.

Is there such a feature available?
Every hint would be highly appreciated.

Kind regards,
LS

Accepted answers

Kris Klima _K15t_

Hi @LS

I wrote an educational blog about the very subject about 3 months ago

There's a section specifically about creating image libraries on Confluence.

You have several options, actually, and you don't really need a new app.

https://www.k15t.com/rock-the-docs/confluence-cloud-best-practices/how-to-use-images-in-confluence-effectively#Creating-&-Managing-Images-Libraries-in-Confluence

Actually, there's a new method being rolled out (a macro called Synced Block).

Feel free to ping back if you need details or clarification.

All comments

Ash H_

Hi @LS

Managing a centralized media database or CMS within Confluence can be a bit of a challenge since the platform is primarily designed for page-based content rather than structured asset management. One common native approach is to create a dedicated "Media Library" space or a specific parent page where all your master images and files are uploaded as attachments. You can then use the "Gallery" macro to display these images or the "Include Page" macro to pull content from those central pages into other areas of your site. While this helps keep things organized, it can sometimes be difficult to ensure that an update to a single image file automatically reflects everywhere that image is used without manual re-insertion.

(Disclosure, I work for Appfire! In case it helps - )

To help streamline this, MultiExcerpt is a great option for creating a "single source of truth" for your media. You can place your images or media assets inside a MultiExcerpt macro on a central page and then use the MultiExcerpt Include macro to display that exact content across any other page or space in your Confluence instance. The real benefit here is that when you need to update a logo, a diagram, or a specific piece of media, you only have to change it once in the original MultiExcerpt macro, and the update will automatically sync across every page where it’s included. This effectively turns your central pages into a manageable database where content remains consistent and easy to maintain.

If you're looking for a more visual way to browse and display these centralized assets, Image Slider for Confluence is a wonderful companion. It allows you to collect and showcase images from multiple pages—or even across different spaces—by using labels. This means you can tag your media files with specific keywords and then use the slider to dynamically pull those images into a beautiful, interactive gallery or slideshow. It’s a very effective way to manage visual content centrally while giving your users a polished way to interact with your media library.

Best wishes, and good luck!
Ash, Appfire Expert Services

Kris Klima _K15t_

Hi @LS

I wrote an educational blog about the very subject about 3 months ago

There's a section specifically about creating image libraries on Confluence.

You have several options, actually, and you don't really need a new app.

https://www.k15t.com/rock-the-docs/confluence-cloud-best-practices/how-to-use-images-in-confluence-effectively#Creating-&-Managing-Images-Libraries-in-Confluence

Actually, there's a new method being rolled out (a macro called Synced Block).

Feel free to ping back if you need details or clarification.

Arkadiusz Wroblewski

Hello @LS

Just to add important distinction from Technical and Practical point: Confluence isn't a full digital asset management system, so uploading an image to ten different pages creates ten independent attachments.

You need to establish a single source from the start by storing master files on a dedicated page and reusing them elsewhere via Synced Blocks, Excerpts, or the Include Page macro. Synced Blocks are especially worth testing here, as they are designed to let you update content in one central place and have those changes reflect everywhere automatically.

You should get in touch with @Kris Klima _K15t_ His company specializes in content management, so he is usually the one with the most current information on this topic.

Best,

Arkadiusz🤠

LS_fg3ojl

Hey @Ash H_ ,
Thank you for your reply!

I will definitely give MultiExcerpt a try as this seems like something that could be useful to us.

Kind regards and thank you again,

LS_fg3ojl

Hey @Arkadiusz Wroblewski ,

thanks for the clarification and your idea.

I can see how synced blocks may fulfill what I am looking for. Will definitely give this a try.

I've already checked out some of Kris Klimas apps. Real good stuff!

Best, LS

LS_fg3ojl

Dear Kris,

I have tried your approaches from the article and I have run into following problems:

When inserting as an excerpt, you can't adjust images, for example if you want them to be inline with a text or have the text wrap around them from left/right. Is that right?

With synced blocks, it's the same. You can't really change the image size or alignment of an image once it's within a synced block. I have also discovered that synced blocks don't work for other types of media. For example I have a vimeo video embedded via the widget connector macro which can't be put into a synced block. I also have an additional plugin called embed iorad which can't be used a synced block either.

The only viable option seems to be using the image link, but that requires a seperate image data base.

Maybe you have other ideas?
We are also looking into using some of your plugins and are currently testing some of them.

Best,

Kris Klima _K15t_

Hi @LS

Let me address your points one by one

Inserting excerpts / synced block and formatting images
Yes, that is a limitation. Insert excerpt macro works in a list (you can insert it with Shift-Enter in a new line within the list with a proper list indent without a bullet). Anyway, the idea is that you're re-using the final form of an image / content.
Nesting macros is hit/miss experience on Confluence Cloud - most of the time, it makes sense and actually prevents people from creating insanely complex, and error prone, multi-tiered macro constucts... But it surely is a limitation for content re-use macros.
Synced blocks and Excerpts should work with videos - try just dropping in URL select embed (if needed). I tested this with YouTube videos.
Using links and a database: it does seems so. There are apps that offer proprietary image management solutions but then you may run into compatibility issues with other apps. But a central Image DB is a common solution used across CMS systems in general - because it's scaleable.
Our apps - Excellent, thank you

If you need to reuse images in multiple shapes and forms, I think a central image repo is your best solution.

LS_fg3ojl

Hi Kris,

thanks for your reply and all the information.

I have actually compiled an email for your support. We're really interested in using your apps, but I need some help setting it up properly and figuring out, if we can use them for our use case.

Hope to get in touch with you soon!

Best, LS

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