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What is the process to keep pages up to date?

I'm trying to come up with a process or a workflow to audit all the pages in a segment of my work space and keep them valid or archive them. 

If my work space consisted of four main pages, I only want to set up and manage the fourth page and it's sub-pages.

  1. Main Page 1
  2. Main Page 2
  3. Main Page 3
  4. Main Page 3
    1. Sub Page 4.1
      1. Sub Page 4.1.1
    2. Sub Page 4.2
    3. Sub Page 4.3

 

2 answers

1 vote

Mark, what you've outlined in the other thread can be implemented with the Better Content Archiving app.

Hints:

  • If you want lifecycle tracking only on the 4th main page, then exclude the first 3 from the game.
  • Reviewers can confirm a page, which means that although it is expired and was found as a candidate for an update, it is still actually valid.
  • See the "page not viewed for N days" trigger in the archiving configuration.

(Discl. I'm a developer working on this paid and supported app.)

configuration-space

Hi @Mark Mendoza 

Depending on your host type - you could:

Search:

  • Go to the advanced search page (in Cloud, this is via the quick search bar)
  • On the right-hand side - locate "Last Modified" and select a date range - for example, select custom and look for all items modified up to 31/12/2019.
  • Refine the search - you could filter for just pages (via the "Type" field) - you could also search within a specific page tree (i.e pages under "Main Page 4") or if it's multiple pages in lots of trees, I'd suggest adding a label to each page such as "Content_Check" and searching via the label.

^ This way, you can search for when pages were last modified and archive them if they're not being regularly updated.

-----------------

Extend / Apps:

If you're looking for more advanced analytics - such as page views or similar, I'd suggest using an app or upgrade o help manage your content. For example:

  • Confluence Cloud Premium: If you're using Confluence Cloud Standard, upgrade to Premium. Premium includes analytics on how your pages / spaces are performing. See more on this page.
  • Scriptrunner: This is an application which - amongst other functions - allows you to schedule jobs to look for old content (in Server version) or add a comment to old pages (in Cloud version). Check out what each hosting type can do on this page
  • Better Content Archiving: This app (which is Server/DC only) allows you to set archive dates for content, check for unused pages, etc
  • Auto-Archive: This app (which is for Cloud only) allows you to track and automatically archive outdated content
  • Page View Analytics: This app (which is for Cloud only) displays page view analytics

-----------------

Once you locate the pages to archive, it's up to you what you do with them - you could utilise one of the app's approaches above, check out this page - Confluence: Archiving Content - for inspiration, or if you're using Confluence Cloud, check out the beta page on Archiving Pages.

^ Lots of choices, depending on your host type and your need :)

Ste

I'm really looking for is for someone to help me set up a "Content Review Workflow", can anyone help with this request?

Hi @Mark Mendoza 

What are you looking to achieve with the "Content Review Workflow"?

Ste

@Stephen Wright _Elabor8_ 

I'm trying set up a repeatable process to keep all of MC SRE confluence pages current: https://confluence.internal.salesforce.com/display/SR/MC+Site+Reliability

From my research, I think the best way to go about it would be to set up Content Review Workflow.

  • Set all the pages to expired and Needs Reviewed for an audit.
    • Assign a handful of pages out to each MC SRE for review.
      • They validate or update the page and set the page to Requires Approval or Obsolete
  • Then we create criteria to automatically set pages to Needs Reviewed
    • Example: After 90 days and 0 views, the page is set to Needs Reviewed

Does this help you understand what I'm trying to accomplish? If not, would you like to set up a quick meeting?

Thanks in advance for your help.

 

Mark Mendoza

Hi @Mark Mendoza 

These options aren't native to Confluence - you'd need an app to extend the functionality of your site to allow for content review workflows.

There are lots of options on the Marketplace - some of those I provided links to above :)

Ste

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