This guide is for people who want to use Confluence for an Intranet. You'll find it useful if you want to create, collaborate and share information effortlessly so that your team can make better decisions and free all of its knowledge from the depths of scattered hard drives. This page is a quick-start guide to creating a wiki space for an Intranet.
|Quick guide to creating an Intranet space|
- Add a Space
- Set the Space Permissions
- Customise the Title and Content of the Homepage
- Set Up Your Email Notifications for the Space
- Attach Office Documents to a Page
- Import Existing Word Documents into Confluence
- Import Bundled Page Templates
- Set Up your Personal Space
- Publish a Blog Post
The rest of this page gives more details of the above procedure.
Step 1. Add a Space
Below is a quick guide to adding a space. Visit our product documentation at Setting up a New Global Space for a full description.
- Go to the Confluence dashboard and click the 'Add Space' link located above the list of spaces.
- The 'Create Space' screen appears. Enter a space name and a short, unique space key.
- Leave the permission settings as default, or choose to allow only yourself to view or contribute content to this space. You can change these settings later and with more flexible options.
- Select a theme. We recommend the 'Global Look and Feel' theme for an intranet.
- Click 'OK' to add your space to your Confluence instance.
The homepage of your new space will appear. Because you created the space, you are the 'Space Administrator'. Now you can do some basic configuration, as described in the sections below.
Step 2. Set the Space Permissions
Define the space permissions to determine who can do what in your new space.
- Open the 'Browse' menu and select 'Space Admin'.
- Click 'Permissions' in the left-hand navigation panel.
- Confirm your administrator access as prompted.
- Click 'Edit Permissions'.
- Set the permissions to suit your needs then click 'Save All'.
- You can add groups and/or individual users to the list, then select the permissions for each group or user.
- You can also set the permissions for anonymous users – these are people who have not logged in to the wiki and will not contribute to the number allocated by your license. Anonymous access is available only if enabled for the entire Confluence site. However, it is unlikely you will need anonymous users for your intranet.
- Note that you can change these permissions at any time. You may want to restrict the permissions to specific groups now, and later open the space to more people.
A Bit More about Permissions
Confluence has a robust and granular permissions scheme that you can use to determine who can view, create content and comment within your intranet. There are three levels of permissions in Confluence:
- Global permissions apply across the entire site.
- Space permissions apply to a space.
- Page restrictions allow you to restrict the editing and/or viewing of a specific page.
Space permissions in Confluence are simple yet granular enough to be useful for an intranet. You can:
- Use the permission levels to control who can create pages in the space, delete pages, create comments, delete comments, administer the space, and so on.
- Grant a permission level to one or more users, and/or to one or more groups, and/or to anonymous users. A space administrator has complete control.
- 'Anonymous' means people who have not logged in to the wiki.
- The 'confluence-users' group is the default group into which all new users are assigned. Everyone who can log in to Confluence is a member of this group.
For example, you might allow the 'confluence-users' group full editing rights, but reserve only a few rights for an individual user (Ryan Reynolds).
For detailed information, see the documentation on:
Step 3. Customise the Title and Content of the Homepage
When you created your space, Confluence created a homepage with default content and a default title, 'Home'. You will want to change the title and content.
- Go back to your space homepage, by clicking the space name in the breadcrumbs at the top of the screen. In the example below, the space name is 'My Intranet':
- The space homepage appears. By default, the page title is 'Home'.
- Click 'Edit'.
- The page opens in edit mode. Change the title to suit your needs.
- Update the content to suit your needs.
Hint: If you do not know what to add yet, just add a short description. You can refine the content of the page at any time. Take a look at an example of a homepage for a Human Resources Team.
- Click 'Save' to save your homepage.
Step 4. Set Up your Email Notifications for the Space
Email notifications can be set exactly how you want them. Subscribe to all blog posts from Confluence, subscribe to your Network, or keep updated on any change within a specific space. Below is a quick guide to monitoring a space's content. See Watching a Space for a full description in our product documentation.
- Open the 'Browse' menu and select 'Advanced'
- Click 'Start watching this space' in the bottom section of the left-hand navigation panel labeled, 'Subscribe'.
- This will highlight the envelope and change the text to: Stop watching this space.
- If at any point you wish to stop watching the current space, just click 'Stop watching this space' and Confluence will discontinue your subscription to the space.
Example of an Email Notification
Here is an example of the email notification you will receive when a comment is added to a watched page:
A Bit More about Notifications
Similar to permissions, Confluence has a robust and granular notifications scheme that you can determine which content you want to be notified about on a global, space and page basis. The quick guide above demonstrated how to set up notifications for a space, now we'll show you how to receive notifications on the global and page levels.
- Open the 'User' menu (Your name) and select 'Settings'
- Click 'Email' in the top section of the left-hand navigation panel labeled, 'Your Settings'.
- Click 'Edit' at the bottom of the page to change Confluence's default email settings.
- Leave the default settings, or specify them to suit your needs. You can alter these email settings at any time.
- Click 'Submit' to save your changes.
Page and Blog Post Notifications
Once you've created a page or blog post, you can follow this quick guide to receive notifications from Confluence about changes, updates and comments to a specific page or blog post. SeeWatching a Page for a full description in our product documentation.
You can view any given page or blog post in Confluence, but for now we'll focus on your space's homepage.
- Open the 'Tools' menu and select 'Watch'.
- This will highlight the envelope and change the text of the item to: 'Stop Watching'.
- You are now watching the current page and Confluence will notify you about any edit changes, updates or added comments.
- Confluence will not notify you about page content changes that are due to the output of a macro. For example: The output of the Children Display macro will change if someone adds a child page. The page, when displayed, will show the new child page. But the page content itself has not been edited, so no notifications will be sent.
- You can stop watching a page or blog post at any time by repeating the same steps and clicking 'Stop Watching'.
Step 5. Attach Office Documents to a Page
What makes Confluence a particularly effective Intranet is that it centralises the Microsoft Office documents scattered throughout an enterprise or team. We've all had to email a Word document or Excel spreadsheet to a coworker at some point. However, Confluence makes Office documents instantly viewable, editable and searchable by anyone from a single, web-based repository. Now you can share your Office documents without having to email them to your teammates and you'll always have the most recent version. See Attaching Files to a Page for a full description in our product documentation.
- Go to your space homepage, by clicking the space name in the breadcrumbs at the top of the screen.
- Go to the 'Attachments' view for the page by hovering over the 'Tools' menu and then selecting 'Attachments'. The 'Attachments' view will open.
- Choose one of the following methods for attaching files to the 'Attachments' view:
- Use the 'Attachments' view's 'browse and attach' feature to attach one or more file(s):
- Click the 'Browse' button.
- Browse through your files and select the file that you would like to attach to the page.
- Enter a description for the attachment in the 'Comment' text field (optional).
- Click 'Attach more files' if required. More attachment entry fields will appear, allowing you to attach more files.
- Click the 'Attach' button.
- Use the Drag-and-Drop feature to attach one or more file(s):
This feature is supported by both Google Gears and HTML5. Refer to the Drag-and-Drop topic for more information on using the feature.
- Drag one or more file(s) accessible from your computer and drop it onto the 'Attachments' view. The 'Attach File(s)' message box appears, indicating the upload status of the file(s) being attached to your page.
In the 'Attach File(s)' message box, you can cancel the upload of an attachment by clicking its 'X' icon at the right hand side of this message box. This option works best with large files or slow network connections. Confluence can upload numerous files simultaneously. After all the attachments have finished uploading, the page reloads to reflect the attachment changes and the 'Attach File(s)' message box closes.
It is not possible to drag and drop a folder (containing several files) onto a page.
Step 6. Import Existing Word Documents into Confluence
While Confluence allows you to attach files to an individual page, you can also import content from Microsoft Word to Confluence's editor with just a few clicks. Free all of your information locked in Word and share it with your entire team or organisation; a great way to promote company policies, documentation or knowledge within your organisation. See Importing an Office Document into Confluence for a full description in our product documentation.
- Go back to your space homepage, by clicking the space name in the breadcrumbs at the top of the screen.
- Open the 'Tools' menu and select 'Import Word Document'. The Office Connector import screen will appear.
- Click the 'Browse' button and find the Office document on your local drive or network.
- Click the 'Open' or 'Upload' button provided by your browser. The path and file name of the document will now appear in the text box on the Office Connector import screen.
- Click the 'Next' button on the Office Connector import screen. The import document options screen will display.
- Enter the following for your import document options:
- 'Root page title' — The title of the wiki page that will contain the information from your imported document.
- Choose whether to import your document as a new wiki page or to replace and existing page, by selecting one of the following options:
- 'Import as a new page in the current space' — A new wiki page will be created with the page title specified above.
- 'Replace <pagename>' — The contents of the existing page will be replaced. The page will be renamed to the page title specified above.
- 'Delete existing children of <pagename>' — This checkbox will enable if you have selected 'Replace <pagename>'. Tick this checkbox to delete the existing child pages of the page you are replacing.
_Hint: At this time, choose 'Import as a new page in the current space'.
- Choose what you want the importer to do if there are page title conflicts, by selecting one of the following options:
- 'Rename imported pages if page name already exists' — Confluence will assign new names to any new page which would otherwise have a duplicate name. The content of existing pages will remain unchanged.
- 'Replace existing pages with imported pages of the same title' — If a page already exists in Confluence with a title equal to the new page, then the content of the Office document will overwrite the content on the existing page. Page history will be preserved.
- 'Remove existing pages with the same title as imported pages' — Before creating the new page, Confluence will remove any existing page which has the same title. This will remove the page history as well as the content.
- 'Split by heading' — Use this field to split your document into multiple wiki pages. If you don't want to split your document into multiple wiki pages, leave the default 'Don't split' option selected.
- Click 'Import' to import your document.
- When the upload has finished, the content of the Office document will have been transformed into Confluence page content. You can now view and edit this page in the normal way, using the Confluence Rich Text Editor or Wiki Markup. There is no connection between the original Office document and this wiki page.
Step 7. Import Bundled Page Templates
In order for an intranet to be effective, people need to use it. One way to spur new user adoption is to provide your teammates with templates so that they can focus more on content creation and less on page format. Confluence offers a number of templates, including a template for 'Meeting Notes' and a 'Three-Column Layout', to help your team get started populating your intranet and improving its productivity. See Importing Templates for a full description in our product documentation.
- Log into Confluence as a System Administrator or Confluence Administrator.
- Go to the Confluence 'Administration Console'. To do this:
- Open the 'Browse' menu and select 'Confluence Admin'. The 'Administrator Access' login screen will be displayed.
- Enter your password and click 'Confirm'. You'll be temporarily logged into a secure session to access the 'Administrator Console'.
- Select 'Import Templates' in the left navigation panel. The 'Import Templates' screen will appear, listing the template packages deployed to your Confluence instance (e.g. 'Default Templates Package') and the templates included in each package.
- Select the templates to be imported by ticking the check boxes next to the relevant template names.
You can view a preview of the template by clicking the template name.
- Select the import destination for the templates in the 'Import To' dropdown. If you want the templates to only be available to a specific space, select the name of the space, otherwise select 'Global Templates' to make the templates available to all spaces.
- Click the 'Import' button to import the selected templates.
Finding Templates as a New User
Now that you have imported Confluence's bundled templates. You can see how new users will be able to access and choose which templates they can start creating content from to populate the intranet. There are two places any user can create a page with a Confluence template if you selected 'Global Templates' from the 'Import Templates' page:
From the Global Dashboard
- Go to the Confluence Dashboard by clicking 'Dashboard' from the breadcrumbs in the top-left of your screen.
- Add a page from the Dashboard by clicking the 'Add Page' button. The 'Add Page' dialog populates with options to select which space and which template you would like to use to populate your page.
- Select which space you would like to add a page to (Your Personal Space is the default option, but choose the space you've been working in throughout the course of this guide).
- Select which template you would like to populate your page with by choosing from the dropdown menu.
- Create your page in the selected space with the chosen template by clicking 'Next'.
From any Space, Page or Child Page.
More times than not, you won't be creating a page from the Confluence Dashboard. This quick guide will show you how to choose a template from the Confluence editor.
- Go back to your space homepage, by clicking the space name in the breadcrumbs at the top of the screen.
- Add a page to your space by hovering over the 'Add' menu and selecting 'Page'. This will launch the Confluence editor.
- To populate the editor with a template, click the 'Select a page template to start from' link below the 'Title' field. This will launch the 'Page Template Wizard'.
- Choose a page template from those available in the list.
- Click 'Next' to populate the editor with the selected template. Confluence will populate both the Rich Text and Wiki Markup editors with the template content.
Step 8. Set Up your Personal Space
Your 'Personal Space' is a place where you can publish your own pages and blog posts. Once you have set up your personal space, Confluence users can reach it by clicking your name in the People Directory or searching your name via Confluence's Quick Navigation Search.
- Go to your name at the top of the page (this is the 'User' menu) and select 'Create Personal Space' from the dropdown list. The 'Create Personal Space' view will open.
- Enter a few details about your space:
- Choose who can view content.
- Choose who can contribute (create and edit) content.
- Choose the 'Global Look and Feel' for your personal space.
- Click the 'Create' button.
- The 'Home' page for your new space is displayed.
At Atlassian, the 'Personal Space' is primarily used for two purposes:
- To provide a biography and relevant contact information for the user.
- To provide a home-base in Confluence that can be customised and personalised exactly how the user wants to use the space.
Here is an example of a user's 'Personal Space'. By creating a 'Personal Space', you are the Space Administrator and can can always access your space from the 'User' menu.
Step 9. Publish a Blog Post
At Atlassian we write internal blog posts frequently to put forth just about anything from product and strategic ideas, team updates, new hire introduction blog posts, and life updates, such as marriages or a birth of a child. Blog posts are a great way for us to vocalise our visions, get to know the coworkers that we don't work with directly and start interesting and lively discussions through commenting.
If you want internal blog posts to play a prominent role in your intranet, revert back to Step 4 and set your email notifications to alert you for all blog posts published within Confluence. See Working with Blog Posts for a full description on how to add, edit, view and link to blog posts in our product documentation.
- From your space homepage, hover over the 'Add' menu and select 'Blog Post' to launch the Confluence editor.
- Change the title to suit your needs.
- Update the content to suit your needs.
Hint: If you do not know what to add yet, just add a short description. You can refine the content of the blog post later. Blog posts can always be edited and changed even after they have been published.
- Click 'Save' to publish your blog post.
Confluence's default email notification setting alerts any member of the 'Confluence-User' group about a published blog post from any space within the global site. Now that you have posted a blog anyone in that group for your instance has received an email linking them to your blog.
Here's an example of an Atlassian blog post:
...and the the subsequent conversation that ensues.