How to send one single email with a list of pages not updated in X time

Isis Bertini October 11, 2024

I created the 2 automation below, but none of them is working properly.

I need help to create an automation that sends me an email containing a list of pages in a Confluence space that have not been updated in the last three months. I have created two automations, but neither is working correctly.

For instance, I have tried various solutions, including using "For Each" with "Variables", but none have worked.





First Automation:

It works, however, it retrieves only the pages that I own. I need to retrieve all the pages, regardless the owner.

My automation:

1. When: Scheduled

2. BRANCH

  • Branch rule / for each inactive page
    • 3 months

3. IF

  • if: matches
    • First value: {{inactivePages}}
    • Condition: does not equal
    • Second value: Empty
  • Then: Send email
    • {{#inactivePages}}{{title}} at {{url}} was last updated on {{dateLastUpdated.shortDate}} and its author is {{author.fullName}}{{/}}

4. ELSE

  • Send email
    • There are no pages that need to be changed in the {{space.name}} Confluence space.

Second automation:

It works, but it sends one email for each returned page, resulting in multiple emails. I need to receive a single email containing a list of all the pages. I have tried using "For Each" with variables, but nothing seems to work. 

My automation

1. When: Scheduled

2. BRANCH

  • Branch rule / related entities
    • CQL: lastmodified < startOfMonth("-3M") and type=page
  • Then: send email
    • To: user@email.com
    • Subject: Pages Not Modified in Last 3 Months
    • Content: {{page.title}} at {{page.url}} was last updated on {{page.dateLastUpdated.shortDate}} and its author is {{page.author.fullName}}

Please, send help :) 

2 answers

2 accepted

2 votes
Answer accepted
Aron Gombas _Midori_
Community Leader
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October 12, 2024

@Isis Bertini Automation rules are definitely helpful to a point, but then you will quickly reach their limits in terms of usability.

I would strong suggest to try the Better Content Archiving app. It is an app developed for the exact use case you mention. It can detect outdated pages (much more intelligent than an automation rule) and can send personalized custom emails. One email with the exact page list custom tailed for the recipient:

confluence-cloud-notification-email-outdated.png

Make sure you watch the tutorial videos!

(Discl. it is a paid and supported app developed by our team. Free for 10 users!) 

0 votes
Answer accepted
John Funk
Community Leader
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
October 12, 2024

Hi Isis - Welcome to the Atlassian Community!

See the section on lookup pages: 

https://support.atlassian.com/cloud-automation/docs/actions-in-confluence-automation/

 

Barbara Szczesniak
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October 14, 2024

@Isis Bertini In addition to the page that @John Funk mentioned, this article specifically addresses your question: https://community.atlassian.com/t5/Confluence-articles/New-batch-notifications-and-look-up-capabilities-%EF%B8%8F/ba-p/2757589 

Isis Bertini October 15, 2024

Hi @John Funk and @Barbara Szczesniak 
Thank you both for your response and the helpful information. I was able to get it working by using the Lookup Pages action, as you suggested. 

Like Barbara Szczesniak likes this

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