Matthew Joslin_AppFox_ Insider

The fastest way to find safe-to-retire custom fields is to sort your field export by two signals at once - last-used date and screen/context count. A field with zero screens and no value changes in the last 12 months is almost always retirement-ready, and that combination catches far more than either signal alone. Two…

@Henry Collins Really good point, thanks for adding this. Workflows and statuses are for sure the ones that feel most stressful. A stale custom field is usually contained, but a status or workflow can be quietly load-bearing across dozens of automations and saved filters without it being obvious from the config screen…

Native Confluence doesn't give you a way to bulk-invite users to sign or approve multiple pages at once - signing/approval assignment is inherently a per-page action, so anything resembling a bulk workflow has to be layered on top with automation or a dedicated app, not something built into core Confluence. For tracking…

Native Jira doesn't have a single built-in feature that bundles several missing-field tickets into one message per person - you have to build it with Jira Automation using a scheduled JQL trigger, a Lookup Issues action, then branch/group by reporter before sending the email or comment, or hand the grouping off to an…

I believe native Jira Data Center covers half of this: when creating a new project, choose "create with shared configuration" against Project-A to copy its workflows, issue types, screens, and permission/notification schemes, no plugin needed. It won't bring across the issues though. For that you're stuck with Bulk Clone,…

Changing a page's status (like your custom "verified" status) is controlled by the same permission as editing pages, not a separate access category. So if this user can already edit but can't change the status, check for a page-level restriction (look for the lock icon next to Share) that overrides space permissions, and…

Good question @Abenezer Anglo. Optimizer isn't a single-click "offboard this person and move everything they owned to someone else" workflow - it's a broader admin and optimization toolkit. What it covers for offboarding is the heavy lifting: bulk-reassigning project and component leads across many projects at once,…

Really well-framed piece, @Gina Paciulli - XALT! And Prashanth's line that AI "helps you make mistakes faster" is exactly the risk we keep seeing. The point that most resonates is your framing that AI is only as effective as the data, processes and governance behind it. Once you add agents like Rovo (or external agents…

Getting ISO 27001 to actually hold up in Confluence is less about the templates and more about enforcing the controls around your pages. So things like classification, access restriction, documented review and approval, and an audit trail of who changed what and when. These types of ISMS packs are amazing at getting you…

Templates like this are such a valuable head start! Thank you, Sofia. They solve the blank-page problem and give you the SOPs and policy structure to work from! One area we often expand into, and the bit auditors tend to push hardest on, is proving those documents are controlled day to day: classified and access-restricted…

Native Jira doesn't tag issue link types by origin, but you can work it out. The full list lives at Settings → Issues → Issue linking; app-supplied link types typically appear when an app is installed and often carry app-specific names, so cross-referencing that list against your installed apps (and their docs) is usually…

There's no single native "hand over everything" action, unfortunately. Jira spreads ownership across several places, so the most reliable approach is to reassign in passes before you deactivate the account (deactivating first orphans shared filters and dashboards, which is the usual headache): Shared filters & dashboards:…

For a maintainable technical knowledge base in Confluence, the structure that scales best is: one space per product (or major audience), a shallow page tree organised by task/topic rather than by team, and labels for cross-cutting themes (e.g. 'faq') so the same page can surface in multiple filtered views without being…

Great playbook in the accepted answers - the discovery checklist especially. One step worth adding before execution: a cleanup pass on the source projects. Selective Cloud-to-Cloud migrations in Jira bring across whatever config the in-scope projects touch, so that means unused custom fields, stale automation, and orphaned…

Hey David! I would argue that fracturing your field configs is the painful route - worth auditing what's actually still in use first. In most instances that grew on Data Center, a large chunk of the fields carrying weight haven't held a value in months, or are near-duplicates that accumulated over time. Since you're mid…

No problem - feel free to reach out to our team if you have any questions!

Yes! Like Tobi flagged above, most of this is achievable in Confluence Data Center, and made much much easier with the help of a Marketplace app. Approvals for Confluence is available on DC (and Cloud) and covers the core pattern you've described: * Submit a page (or specific section) for approval, with named approvers or…

Hi @Yogesh Mude - good question. From what Atlassian have said, Max mode is a Rovo feature rather than a Rovo Dev one. It was announced at Team '26 as a new reasoning mode in Rovo Chat that breaks complex asks into multi-step action plans. Based on how Atlassian framed the announcement ("coming soon" / early access), it…

We speak to a lot of admins going through this and guaranteed - cleaning up before migration is much easier than after. Once duplicates land in Cloud they're harder to untangle, and you'll hit the 700-field cap faster than expected. Would recommend our app Optimizer for Jira here. It's designed for this prep phase as it…

Custom field bloat affects search performance, JQL load times, and the 700-field cap in Cloud, so trimming pre-migration is the right instinct. The native admin screens just make it hard to do at scale. You often have to look to the Marketplace for these things, but Optimizer for Jira is made for that pre-migration cleanup…

Worth a refresh on this one given the 700-field limit Jira Cloud now enforces! Our app Optimizer for Jira handles this exact issue directly - it shows every custom field in a smart table with usage data (last used, contexts, work item count) so you can quickly identify unused or duplicate fields, then bulk delete in a…

Jira Cloud doesn't support bulk custom field deletion natively so you'd be deleting one at a time, which gets painful past a handful of fields (and risky if you're near the 700-field limit...) Optimizer for Jira could be the simplest Marketplace option built for this: * Smart table showing every custom field with usage…

Great follow-up to the cleanup guide. There are some big accelerator tools out there beyond Site Optimizer, though, which is Premium/Enterprise only. Optimizer for Jira, for example, is a dedicated cleanup app available on every tier, which gives you an instance overview with automated health checks that trend over time.…

Native Confluence doesn't surface classification labels on exports, Atlassian confirmed that elsewhere in this thread. The workaround would be a Marketplace app that owns the classification layer itself. Compliance for Confluence does a lot of this! Visible classification banners on pages (Public, Internal, Confidential,…

A template alone tends to break down as the policy library grows, what we find usually causes the frustration isn't the structure but the lack of classification, access control, and audit evidence on top of it. Compliance for Confluence might help: * Custom classification levels (Public, Internal, Confidential, Restricted,…

Atlassian Guard handles Atlassian-native classification labels but doesn't extend Purview's DLP policies into Confluence content itself. If you need DLP-style classification and sensitive data detection inside Confluence directly, Compliance for Confluence can definitely help (at a competitive price!) Relevant features for…

Native Confluence templates don't carry workflows, they only carry content. To auto-apply a workflow when a page is created from a template, you need an added tool, likely from the Marketplace! Workflows for Confluence is one, which helps you build a workflow once (statuses, approvers, transitions), then assign it to a…

Sounds like you'll be needing something that covers the full document lifecycle, not just approvals. Workflows for Confluence is built for that: * Drag-and-drop workflow builder with custom page statuses * Templated workflows you can quickly customize and hit the ground running with * Single or multi-stage approvals by…

Short answer: yes, with the right configuration. Confluence handles the create/store/search side of DMS natively. Where it tends to fall short is structured approvals, version-locked sign-off, and lifecycle automation. If you hit those gaps, Workflows for Confluence is one way to extend Confluence into a FULL doc…

Confluence works well as a DMS for collaboration and search, but native gaps usually show up around lifecycle control, approval evidence, and controlled publishing. Workflows for Confluence on the Marketplace, adds those layers on top of standard Confluence, for a fraction of the stress of doing it natively: * Custom page…