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Inquiry about creating a shared space between two Confluence and Jira instances

ofir yahav

Hi,

I wanted to check the option of creating a shared space between two Confluence and Jira instances from two different companies.

We are collaborating with another company, and we’d like to work with them in a synchronized way so that both sides can edit the Jira and the Confluence space.

Is there a way to create such a shared setup, or do you have another solution for working in a synchronized manner?

Additionally, I do not want the other company to be able to view other spaces that exist within my company’s Confluence.

Moreover, our company uses the Gantt Chart Planner for Confluence plugin, and I need the other company to only have view permissions for it, without the ability to edit. Is there a way to achieve this?

Looking forward to your assistance.

Accepted answers

Cyrille Martin

Hi @ofir yahav

Not an easy question.

For Jira you can use either Elements Copy & Sync or Backbone to synchronize in both ways a project stored on 2 instances.

For Confluence it seems feasible with Space Sync for Confluence but I never tested it.

Regarding your question on Gantt, if the instance of your partner don't have the app, I don't know if they will be able to see the Gantt chart

The best option is, from my point of view, to open your instance to this partner and give them access to the specific space and project. But they will be able to use the Gantt chart plugin.

Regards,

Kristian Klima_gtcuat

Hi @ofir yahav

I'm a user of Space Sync for Confluence that @Cyrille Martin mentioned.

I think the app would solve your issue. Basically, you will have two spaces, one on each Confluence site - let's call them A and B. You link them with the app.

Changes you make in A, will be synchronized to B. And vice versa.

Each page will show you if it's behind or synced, you can control who can sync pages, etc.

You can also use Confluence page status to trigger automatic sync - for example, the page is synced automatically when you put it into Approved.

If you use inline links to cross-reference the pages, those will be 'converted' from space A to space B (and vice versa) so a reader will not be taken from A to B when clicking a link in A. Structures are synchronized too.

The app also syncs third party macros (created by apps) - just make sure you have the app installed and configured in both spaces.

You can also EXCLUDE pages from syncing, which is useful each team wants to have private / internal pages.

As best practice, I recommend deciding on the SOURCE space A (on any site) and then sync the content to an empty space B to establish the initial connection between the pages and structures.

Ricksoft (Space Sync makers) also have Pages Manager for Confluence - it's a free app and works very well with space sync - for example, you can change status of multiple pages at once, this triggering the sync.

All comments

Cyrille Martin

Hi @ofir yahav

Not an easy question.

For Jira you can use either Elements Copy & Sync or Backbone to synchronize in both ways a project stored on 2 instances.

For Confluence it seems feasible with Space Sync for Confluence but I never tested it.

Regarding your question on Gantt, if the instance of your partner don't have the app, I don't know if they will be able to see the Gantt chart

The best option is, from my point of view, to open your instance to this partner and give them access to the specific space and project. But they will be able to use the Gantt chart plugin.

Regards,

Kristian Klima_gtcuat

Hi @ofir yahav

I'm a user of Space Sync for Confluence that @Cyrille Martin mentioned.

I think the app would solve your issue. Basically, you will have two spaces, one on each Confluence site - let's call them A and B. You link them with the app.

Changes you make in A, will be synchronized to B. And vice versa.

Each page will show you if it's behind or synced, you can control who can sync pages, etc.

You can also use Confluence page status to trigger automatic sync - for example, the page is synced automatically when you put it into Approved.

The app also syncs third party macros (created by apps) - just make sure you have the app installed and configured in both spaces.

You can also EXCLUDE pages from syncing, which is useful each team wants to have private / internal pages.

As best practice, I recommend deciding on the SOURCE space A (on any site) and then sync the content to an empty space B to establish the initial connection between the pages and structures.

ofir yahav

Hi,

Thank you again for your insights!

I have a follow-up question regarding Jira permissions:
If I want members of the second company to only be able to add descriptions or edit existing tasks, but not create new tasks or delete anything, is that possible?

Also, both our company and the second company are already working with Jira, but we are both at the maximum number of users allowed on our instances.

What options do we have to handle this scenario?

Looking forward to your advice.

Best regards,

ofir yahav

Hi,

Thank you for your response and for the suggestions!
I’ll take a closer look at the options you mentioned, particularly Space Sync for Confluence, and see how it fits our needs.

I appreciate your help!

Best regards,

Clara Belin-Brosseau_Elevatic

Hello @ofir yahav

Welcome to the Atlassian Community!

Thanks @Cyrille Martin for mentioning our app!

Indeed @ofir yahav, if you’re trying to keep issues and projects in sync between two Jira instances I recommend trying our app Elements Copy & Sync.

It allows you to clone and sync issues with all their content across instances(summary, description, custom fields, comments, attachments...) so that every time someone makes a change, the update is reflected on the issue in sync.

Don't hesitate to check the documentation, it’s really quick and easy to set up.

The app is for free during 30 days (and it stays free under 10 users).

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