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Finding old / outdated pages in a Confluence space?

Admin

Hi, maybe im missing something obvious but is there an easy way to find old pages in a space? we have quite a lot of content and i just want to see which pages havent been updated for a long time, page name + last updated would be enough maybe the person who updated it too. I know i can check history page by page but thats not really an option with hundreds of pages :) ideally it should update automatically, how are people doing this?

Accepted answers

Laura Campbell

Hi @Admin and welcome to Community. If you on Cloud and are a space administrator, the Content Manager (available from the space settings) is a great place to get an overview of content in that space and answer all those questions you have. This is however only available on Confluence Premium or Enterprise. You can see more here https://support.atlassian.com/confluence-cloud/docs/manage-your-content-tree/

Mia Tamm _Simpleasyty_

Hi @Admin Mia here from Simpleasyty. Just to be transparent and respectful of the Community rules: I'm part of the team behind Simple Tables.

What you're describing is actually a use case we support with the Confluence Content data source. You can create a table directly from the content already in a space, show fields such as page title and last modified date, and sort the oldest pages first.

So you wouldn't need to add Page Properties to hundreds of existing pages or keep a separate list up to date manually. You can simply leave the table on a Confluence page and come back to it whenever you want to review older content.

That seemed very close to what you described, so I thought it was worth mentioning.

Aron Gombas _Midori_

The use case you are describing is one the primary problems we address with the Better Content Archiving app. Our approach is based on continuously detecting and reporting outdated content, notifying the responsible parties to update or archive/delete it.

Give it a try.

(This paid and supported app is developed by our team. Free for 10 users.)

All comments

Evgenii

Hi

It depends from product, you're using, is it cloud or onprem.
I solved similar problem on onprem product with scriptrunner automation, it was running by schedule, searched for outdated pages, and sent lists of pages to responsible people.

Haven't done it in Cloud, though, maybe something similar can be done there too.

Arkadiusz Wroblewski

Hello @Admin

Jira undergoing active incident Atlassian Status

Kris Klima _K15t_

Hi @Admin

A couple of months ago I wrote a blog post that might help (if you're on Cloud)

The Hack: Create Your Own Command Center - it focuses on using the Cards macro to show things like….

Which pages were updated yesterday so you can find and review them fast.
Which content items were updated recently in specific spaces.
Which pages haven’t been updated since forever and you need to perform your ‘check for outdated content’ routine.

The point is that Cards are customizable.

You can also experiment with the iframe macro and/or the Confluence's native Content Manager. The links go to my articles on our (K15t) Learning hub.

Admin

Thanks @Evgenii Isaenkov. Yes, I'm on Cloud unfortunately, but good to know this can be done with ScriptRunner on-prem. I'll check if there is something similar for Cloud 👍

Admin

Hi @Arkadiusz Wroblewski, I think this reply might have landed on the wrong question

Admin

Thanks @Kristian Klima, this is actually pretty close to what I was looking for! I didn't know about the Content Manager option. I'll have a look at your article and play a bit with Cards too. Ideally I want something really simple that I can leave on a page and just check from time to time without having to maintain it.

Laura Campbell

Admin

Thanks @Laura Campbell I didn't realise Content Manager was only available on Premium / Enterprise, that probably explains why I couldn't find it 😅 I'll have a look at the docs anyway, thanks for the link!

Kris Klima _K15t_

@Admin and @Laura Campbell

Actually, Content Manager is available on all tiers but on Free and Standard it's basically view and filter only. Actions (bulk actions to archive, delete, change owner, status, etc.) are Premium and Enterprise.

Evgenii

You can use automation in cloud, and search for pages, not updated for some time.
And then send escalations, with this list, if you like. Or make changes in them, like moving to some spaces, etc…

Mia Tamm _Simpleasyty_

Hi @Admin Mia here from Simpleasyty. Just to be transparent and respectful of the Community rules: I'm part of the team behind Simple Tables.

That seemed very close to what you described, so I thought it was worth mentioning.

Aron Gombas _Midori_

Give it a try.

(This paid and supported app is developed by our team. Free for 10 users.)

Admin

Thanks @Evgenii Isaenkov, that’s helpful. I hadn’t thought about using Automation for this.

In my case I’m probably looking for something a bit more passive, basically a list I can leave on a page and check whenever I want, rather than getting notifications or triggering actions. But this is definitely useful to know, especially if we later want to turn it into a proper review process.

Admin

Thanks @Aron Gombas [Midori], this looks very complete. I can see how the owner, expiry and review status parts would be useful once you want a proper content lifecycle rather than just identifying old pages.

For now I'm probably looking for something a bit simpler, but I'll definitely have a look at Better Content Archiving as well.

Thanks a lot.

Admin

Thanks @Mia Tamm. The fact that I wouldn't need to add Page Properties to all the existing pages is useful. What I'm really after is exactly that kind of simple view I can leave on a page and come back to when needed.

I'll take a look at the Confluence Content option, thanks.

Evgenii

You can add this list to page, by automation, instead of sending escalations.
It's just one more scenario, what you can do with it.