Documentation Review

[ddimick]

I am curious as to whether or not the Confluence product would allow for an annual documentation review process?  Currently we have quite a bit of documentation stored in 100 different places and it would be nice to get it into one location, update it and create a process for review so that the information is current.

[Daryl Karan · Accepted solution]

Hi Ddimick, 

Unfortunately there's nothing built into native Confluence to help with having process and control with an annual documentation review. Having said that, this is where Atlassian's Marketplace can extend your experience with Confluence. 

Atlassian's Marketplace has some really cool tools to help fill the gap for your review process of your Confluence Documentation. Comala Document Management or Comala Document Control are an example of apps that available on the Marketplace and you can try them for free for 30 days either for Confluence Server or Confluence Cloud. 

Cheers, 
Daryl 

[ddimick]

Okay thanks I thought that was the case.

[gary]

I cannot see any instructions for recording the fact of (including date and person identity) and associated text (e.g. "Reviewed at time of annual review. Document still meets all requirements and no change requests made or identified. Review again in 12 months") in the support documentation for Comala Document Control.

There only seems to be this page https://docs.comalatech.com/space/CDCCL/7707595582/Content+review+transitions that doesn't show how to do this

It is possible to record a review by taking a document/page through an approval workflow (even though the content isn't being changed) but I can't find any help instructions that show HOW to do it and I think there must be a simpler way of doing it

This is out of the box functionality in most document control/QM apps like QPulse & Master Control & a pretty essential requirement for regulated/accredited environments

[Elena Cantero]

Hello,

I'm part of the Product team at Appfire and responsible for the Comala Document Management family of apps for Confluence Cloud.

Out of the 3 apps, Comala Document Approvals, Comala Document Control and Comala Document Management, this last one enables you to create your own ad-hoc workflows, with the ability to define expiry periods, assign reviews to specific approvers, automatically send them an email notification when they have to review the document, etc.

You can check out our public documentation here.

If you have any questions, please, do not hesitate to contact us back.

Kind regards,

Elena

[Kate Pawlak _Appsvio_]

If you have some repetetive information (for example warnings or notes), I recommend you tu try our app Content Template Macro for Confluence. Managing and making any changes will be easier bacause you have all templates in one place. This app also supports HTML.

[Aron Gombas _Midori_]

In addition to the Comala app, Better Content Archiving also offer automatic and manual alerts that can trigger reviews, or even archive outdated pages. Make sure you try this.

[Adrian Hülsmann - B1NARY]

Hi @ddimick 

Your use case is a perfect fit for Breeze - Content archiving made simple, available via the Atlassian Marketplace.

It establishes review and archiving workflows and provides tremendous help in identifying and removing outdated pages.

The feature set of Breeze includes:

• automated content analyses,
• page review and archiving workflows,
• page and space ownership,
• reports and notifications,
• bulk archiving and deletion,
• analytics,
• data export for processing all your content, ownership, and status information  via CSV
• and more to update outdated pages quickly and enhance collaboration.

👉 Feel free to give it a try or schedule an appointment with me for a personal demo.

Cheers, Adrian from B1NARY (we are the developers of Breeze)

[marc -Collabello--Phase Locked-]

There is also our free addon, Keep it up to date!, which allows you to create tables which show outdated documents.  I think it fits most or all of your requirements.  Just try it.

You could e.g. show all documents which have not been updated in 30 days, which are e.g. in a specific space.  And so on for the other periods.

Depending on your use case, you can also work with the page properties and the page properties report macro to build a system.

[Matt Reiner _K15t_]

In regard to bringing the documentation together in one place, maybe you could do some content reuse to keep it where people are used to reading it, but also have one centralized place to maintain it: https://www.k15t.com/rock-the-docs/content-reuse