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Confluence is an incredibly powerful content creation and management system, but there are few drawbacks when it comes to traditional document management.
If you still rely on other tools like SharePoint or Google Docs to create and manage your documents – at least documents in the 'traditional' sense like Word or PDF files – then you're not alone. We've found that folks are reluctant to fully move their documents to Confluence because they still need the core features that these other tools offer, like:
The downside to this is that your team ends up with content in multiple places which creates extra processes, hinders collaboration, and wastes a lot of time and resources. But what if you were to manage your document process from start to finish in Confluence instead?
Have you ever tried to fit a 20-page document onto a single Confluence page? It creates quite a mess.
Documents need a logical structure, they need to be readable, and most importantly, you need to be able to manage them. More specifically, you need to be able to:
So when faced with this 20-page document dilemma in Confluence, you would naturally break up those 20 pages into a tree of Confluence pages to make them more readable and manageable. Each page in the tree represents a separate topic in the document, which replicates the kind of structure you'd find in other document management tools.
But breaking up content into a tree of pages introduces new challenges:
It's not ideal for readers either. They first need to find the right page tree, which is tough when the Confluence search only identifies individual pages. They then need to determine how the pages in the tree fit together in context before reading each page separately, rather than the entire document at once.
With these limitations, it's no wonder some teams fall back on clunky document management systems. But this is where Scroll Documents comes in.
K15t will be releasing Scroll Documents to help tackle some of these document management hurdles in Confluence.
As vendors of the popular Scroll Word and PDF Exporter apps, we know a thing or two about how our customers try to bridge the gap between their content in Confluence and the documents they use in their daily business. This page tree approach to a document is the most common way users define their export scope: a page and it's children.
Scroll Documents makes this Confluence → document gap even narrower by helping you define and manage a tree of pages as a single unit of content – a document. Once defined, you can collaborate on your content across multiple Confluence pages, and create versions or copies, track changes, manage multi-page templates, add document metadata, and export to PDF and Word as one unit.
Scroll Documents features a documents overview which serves as a browsable, interactive home for all documents in a Confluence space. Access all of your documents in one place, and organize and filter based on metadata like dates, document contributors, and customizable labels.
Each document is also equipped with a details view to help you visually dig deeper without needing to open each Confluence page to understand what it's about. The details view showcases a description of the document, along with other metadata and interaction points.
You can also open each document in a dedicated viewer. The viewer helps you stay in context by reading and interacting with all the pages and versions of a document at once, without the distraction of the surrounding Confluence UI.
The viewer also recognizes the page titles and headings in your document and converts them to a scrollable, interactive document outline. No more clicking through multiple pages to read specific sections of your documents; the viewer ensures you never lose context.
Scroll Documents helps break down content silos by extending Confluence to teams who still rely on traditional document formats. Here are a few examples of content that can be better managed in Confluence with Scroll Documents:
Head to our website to learn more about Scroll Documents and how it can help modernize your team's document management process. Subscribe for updates to be the first to know when we release, which will be at or around Atlassian Summit in Las Vegas. This new version will replace the existing version of Scroll Documents for Confluence Cloud, and will be available for Confluence Server for the very first time.
We're also looking for Confluence users who are interested in testing early versions of the app. If you'd like to participate, please email firstname.lastname@example.org and we'll be glad to send you more details.
Are you looking for specific features or functionality to improve your document management process in Confluence? Let us know in the comments!
Shannon Meehan _K15t_
Product Marketing Manager