For short, single-page Confluence content, you might only be concerned about who has access to a page a handful of times. Maybe once when it's created and then again when it needs to be published and shared. In fact, most teams try to follow the open by default approach that Atlassian recommends by leaving their Confluence pages open unless it's absolutely necessary to restrict them.
But many teams also manage content that can't be confined to a single page, as is the case with requirements documents, project documentation, proposals, and other documents that require a more defined structure in Confluence. This can be solved by breaking up your content into a tree of Confluence pages which offers a ton of benefits: improves readability, speeds up the feedback flow, enables you to publish changes faster, and offers better control over who can view and edit which section by setting individual page restrictions.
But as a page tree grows and restrictions become a concern, you'll need an overview of who has access to it – who can read, contribute to, and alter its content – and be able to apply changes to the page tree restrictions in a simple, reliable way. This is where Scroll Documents can help.
My team here at K15t built Scroll Documents for Confluence, an app which enables you to define a page tree as one unit of content – a document. You're able to containerize a collection of Confluence pages and perform more advanced document management functionality like:
Since the page tree represents a single document, Scroll Documents also provides a UI that displays which users or groups have access to that page tree. This makes it easy to define view or edit restrictions in a single overview and update the restrictions across all the pages of the document in one go.
No need to set view or edit restrictions on individual pages, which can be a pain when dealing with larger documents. Keep in mind that edit restrictions aren't inherited in Confluence, so this feature will save you time and provide some peace of mind when you need the edit permissions of a parent page to apply to the child pages as well.
Many teams need to create snapshots or record milestones of their Confluence content in order to support their workflow. Some examples include saving a version of your product documentation to accompany a new release, or recording a paper trail of requirements at different points in time as a part of your project documentation.
Scroll Documents makes it simple to manually save versions of your documents. You'll then be able to bulk update the restrictions to make a version read-only with just a few clicks, helping maintain the integrity of your content.
If you use Confluence like we do at K15t, then most of your Confluence pages will be open by default – in keeping with the Atlassian mindset (wink). But when your team needs to restrict content for whatever reason, Scroll Documents can help – especially when that content starts to span multiple Confluence pages. This is just one of the many great features of Scroll Documents, the app that brings better document management to Confluence.
Watch this short crash course video to see an overview of how the app works, or simply head to the Atlassian Marketplace where you can try it free for 30-days.
How do you currently handle restrictions in Confluence? Share your thoughts on this approach so we can continue to improve on this feature of Scroll Documents.
Shannon Meehan _K15t_
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