The 2023 Confluence Crash Course - master Atlassian's Confluence in as little as 2 hours

1. [1.1]: Course Introduction: Welcome to the 2023 confluence Crash Course. My name is Noah and I'll be your instructor throughout the course. I've been using Confluence for around five years now and most recently I've been helping small businesses to integrate confluence into their workflow. In this brief course, overview will cover what is Confluence for those of you who don't already know why this course is different, other confluence courses and what you'll learn throughout the course. So what is Confluence? Well, in Atlassian zone, words are the makers of the software confluence. Confluence allows you to collaborate and organize all your ideas in one place. Confluence is a team workspace where knowledge and collaboration meet. We'll dive into exactly what this means in practice throughout the course. Why this course? There's three main reasons why this course is potentially different to existing conflicts courses. First off, it's a crash course. So we'll cover all the information that you absolutely need to know to get up and running as quickly as possible. We'll do this whilst being consistent and concise throughout. Secondly, this course is entirely new for 2023. So it's completely up-to-date with the latest conference functionality as well as the latest confluence interface. And thirdly, and perhaps most importantly, this course will focus on the why as well as the how. By using one consistent and realistic case study throughout, you'll learn not just how to use Confluence, but why you'd actually want to do so and why doing so will help your workflow. The first section is the introduction with which this course overview forms part. The second section is confidence fundamentals, which will be useful to you if you're a complete beginner. The third section is intermediate Confluence, which will be useful to you if you are an existing conflicts user. If you're already accomplished administrator, you should start from section four, which is advanced confluence. And the final section is Section five, which is an optional section. In this section, we'll learn how to use an application called draw dot io to effortlessly make organic and seamless diagrams. So thank you very much for watching this course overview. If you do have any questions throughout the course, please use the Q&A functionality below. Thanks once again for joining us and let's jump straight into the content. 2. [1.2]: The Case Study: Now as I've mentioned, we're going to be using a case study throughout the course to relate each piece of confidence functionality back to a concrete example. Now, the company that I've created with this case study is a fictional company called consulting them. And they are a fictional IT consultancy business. I've kept this company quite generic and purpose in that it doesn't matter exactly what they do. But they are comprised of several different business functions that should reflect what most businesses are comprised of. These are operations, HR, projects, and IT, this means that you'll be able to look at the different continents, use cases from the point of view of someone within each of these business functions. Hopefully translating to at least some of the case that examples will be directly relevant to your work. Now, of course, a quick disclaimer. I'd like to mention that at the time of rising of the course, there was no company called consulting them. But if there is a company with that name, then of course this course is in no way affiliated with them. I please don't sue me. On that note. That marks the end of section one, the introductory section. So let's jump straight intersection to the actual course content. 3. [2.1]: Confluence Fundamentals Section Overview: Welcome to the section to Overview. Section two is compliments, fundamentals, and this section is perfect for you if you're just getting started with the software. First off, we'll look at creating your insight. If you already have access to a preexisting confidence site, feel free to skip this lecture. Then we'll cover the confluence interface, how the interface is divided into two main areas and which of these areas are most important for you to get started with. Then we'll look at Page operations. This will include creating, moving, archiving, and deleting pages. Once we master pages, we'll look at the formatting basics. Are you starting to actually create content? Then finally, we'll look at how to use templates. Confluence already has a vast array of preexisting templates which are really helpful to speed up your workflow. We'll look at why you'd want to use templates, how to use them, and which of these templates you might find most useful to get started with. Great. So let's jump into this section. 4. [2.2]: Creating Your Confluence Site: Okay. So for those of you don't already have an existing confluence site or access to a conference site. I'd suggest that you follow along the steps in this lecture and we'll quickly show you how to create a free conference site. And this will mean that you can actually practice the different functionality that we learned in the course. So does that away then we need to do is go to confluence. And on the homepage you'll be prompted to sign up with email. So we'll start out with email. I've created a new email just for this. Then you've heard in your full name here. And to avoid receiving promotional content, obviously don't click this box. Click agree. As you can see, no credit card required, so it's completely free for up to ten users. So here it will prompt you to verify your e-mail, which I'll just do now. So now I've just come into my email and obviously you click on the verify your e-mail link, which will then prompt you to finish your registration. So here it will ask you to create a password. And then again, don't click the box here and then click sign up. It might ask you for a capture. And then it'll finally asked you for the name of your site that you want to register. Now, it's important to note that although you can change this, it's quite difficult to do so. So I'd recommend you pick a good name to begin with. So in our case, we'll just do confidence crash course. And agree. Now this might take a minute to set up, so I'll pause the video here and resume. What's this done? Okay, so now that it's loaded, you'll be greeted with this interface here, which is basically for some customization and initial setup options. So we'll just skip this for now. Here you have the option to name your first space and we'll cover exactly what spaces are. But we'll just call it test space for now. And then here you can add different people to your team. So you might find it useful later on in the course to be able to view both sides of certain things such as assigning someone in action and what happens when someone is assigned an action. So you might find it useful to add another email here if you had another e-mail. But for now we will just finish and see what the site looks like when you first sign up. Now, because this is our first space, confidence has generated a load of sort of introductory test content. And all of this test content can then be deleted, which we will do because we don't need any of this. And we'll cover exactly how to go through each of these pieces of functionality. Great, so in this lecture we've covered how to set up your confidence site if you didn't already have one. And now let's dive into the rest of the course. 5. [2.3]: Spaces and Pages Explanation: Before we dive straight into the confluence interface, I want to give you an idea of how confluence is structured. So at the highest level you have the confluence site or instance which hosts all of the information that you upload to complements. This is then broken down into spaces shown here by space one space too. Well though, you can have as many spaces as you feel necessary. And in a subsequent lecture will cover exactly how and why you would want to break your information down into these spaces. Each of these spaces then is comprised of multiple pages, shown here by page a, B, and C. You may then find yourself in turn dividing these pages into sub-pages, which we'll look at in a subsequent lecture. When we look at the actual interface, these pages are the elements of compliments that you'll be most frequently interacting with. So it's important to get an understanding of where they sit in the tree. 6. [2.4]: The Interface: Okay, so in this lecture will cover the basic confluence interface and how to interact with the application. So the main interface is divided into three sections. The central area, the left hand sidebar, the right-hand sidebar in the central area. This is basically a history of all the different pages that you've most recently been working on. And you can expand this by doing view all. And it will give you a comprehensive list of the different pages and spaces that you'd been working on. The pages shown in bold and the space is shown underneath it, as well as the date last visited. If we return home, the left hand sidebar then gives the overview, which is this page here. Or it can also show the recent pages which can be accessed again, my hair. Also you can see stalled pages, which is essentially a way to favorite pages so that you can quickly travel that to them as necessary. And you can click here to show any pages that are still in the draft status or you have not yet been published. So returning home. And then looking at the right-hand sidebar, this is where you can see an overview of the different spaces. So if you click Show More, it'll show all of the spaces within the site. Now from both of these sidebars is possible to access your personal space. So you can do so either by clicking on the space named after your name or by clicking anywhere on your initials here on good personal space. Now the personal space is, as it is named, a space that is personal to you. So this will be a good place to have any documents that you wouldn't want to share with the wider team are personal development goals or one-to-one catch-up notes. Now if I return home, there is also this top sidebar, which is accessible actually from any page. So home obviously brings you to this homepage. And then you have recent sway. We're able to view all reason pages you've been working on. And these can actually be filtered by different categories. So one particularly useful one is created by me. This is especially useful if you're working in a larger team because obviously this will only show the subset of pages that was actually created by yourself. Then you can again navigate to the different spaces from here, you as well have the ability to create a space from this menu, which is identical to click and create space from the right-hand sidebar. You can then view different people within your team access apps if you have permissions to do so and cover templates as well. The most important button to look at here is this Create button here, which will be using when we actually start to create pages in subsequent lectures. Okay, so now we've covered the basics of the interface. Let's dive into actually creating some content and we'll start with creating a page. 7. [2.5]: Page Operations Pt1: Okay, so in this lecture we're going to cover page operations and how to actually start using Confluence. So for the sake of example, let's say that our case-study Company consulting them, has recently started using Confluence. And they decided they need to upload or create their HR policies and Confluence. To begin with, we're going to create a new space for Human Resources. And as I mentioned earlier, you can either do this from spaces and then create a space, or simply from create space on the right hand side. Now, when you create a space to be presented with this interface, which allows you to choose certain precepts, spaces, basically meaning that they contain some preset content in terms of pages within the spaces. But for our example, we'll just go with a blank space. And here you can enter the name for the space. We will enter Human Resources. And as you can see, the Space key is actually the unique identifier. So this is showing that space already exists with HR here. So we'll just rename it to HR space. And this space key is what is actually shown in the URL once we create the space. So then we'll create. So when you first create the space, confidence will put some default content within the space, which helps you to get started. But we will cover exactly how to use all of these features. So we don't need this content for now. So we can simply go to edit the page by clicking on the pencil icon. And once you're editing, you will then be able to delete the content. Because these are panels, we can simply click on the panel as soon as we're finished loading the page and just delete, saving here, delete. And then you can also delete this line here just by deleting. So what we're looking at now is the homepage for the human resources space. So we could say this is the human resources space home page. We can now click Publish and we'll cover exactly what published does in just a moment. As you can see now, we are in the human resources space and we can see our new text showing here. Okay, So in our example, we want to document some policies that fall under human resources. So now that we've created the human resources space, we can actually start to add pages to this space. And the way to do this is on the left-hand bar here, under Pages, you can simply click Plus. So in our case, we want to document the working from home policy. So we can name the title here, working from home policy. And we won't worry about this templates and Import menu bar, which we'll cover later on in the templates lecture. So simply exit this for now. So now you can see we've actually created a page which is under our human resources space, and I can click Publish again to publish this page. Once you've published a page, you can then go back to edit it again by clicking on the pencil icon. Before we even start at any contents of the page at all. There are some options that we have to make the page more readable and more interactive. Much more akin to a website than to a static Word document. So e.g. we can add an emoji, which is quite useful. So here we'll just search for home. We can use the home emoji. And then we can also, if you click around this top area, it'll let you update a header image. So here we can search for working from home. And that we can choose whichever these images looks most appropriate. So let's choose this image here. And it just adds a bit of context to the page and makes it a bit more dynamic and interactive. And the third thing you can do is to add a status so you can customize which statuses are shown. But in our case, we'll just put this as a rough draft. This is very helpful later on when you're filtering by status to be able to group pages that are the same status together. So as I mentioned, now we're going to look at the different options that you have once you've edited your page. So before we use the Publish button, which means that as you'd expect, once you click publish, whatever changes you've made are saved to the page. But because confluence isn't actually like a Word document, you can actually close the page without saving anything. And as you see here it says, Save changes without publishing. So if I want to close this page, e.g. I'll then be able to see that the working from home policy is still blank because the first time we published it, there was no content here. This means that until I have published the changes, other people won't be able to see the changes that I've made. So now if I want to resume editing, I can click Edit again. And the changes that I was working on previously will be shown as you can see, we have the header image and the emoji. So this time I'll click Publish. And this means that all of the changes I've made will actually be published to confluence. And anyone else who is accessing the page, we'll see the content that I've created. So obviously the page is blank for now, but let's say that we wanted to create another policy which would be the overtime policies. So I've gone to page create a new page and we'll call this overtime policy. Now, what happens if the first time that I'm creating a page, I don't click publish, but I simply close it and save changes that publishing. You'll see that it'll show up as kind of ghost page here that isn't a draft status. This means that nobody else can even know that this page exists yet because it's still in draft and it hasn't been published until I go back onto the page and start editing it. Then I will be able to actually publish the page. And that will mean that everyone else is able to access the page that I've created. So now if I edit it and then publish, you'd be able to see the page now exists properly in the tree on the left hand side. There it is, overtime policy. Okay, So even though we haven't actually created any content in our page yet, in this lecture, we've covered how to create a space and how to create pages within that space. And so now we're gonna move on to how to move pages, archive pages, and delete pages. 8. [2.6]: Page Operations Pt2: In this lecture will cover the second half of page operations, which includes moving pages, archiving pages, and deleting pages. So picking up from where we left off with our working from home policy, let's say that although we created this within the human resources space, we've now decided that actually it would be more appropriate to group all of the policies in a separate policies space. So created a space which is called company policies. Now I want to move this page that we've created to the company policy space. Now the easiest way to do this is to click on the Menu button here, and then you can click move the page. And then you'll be presented with this interface here. So here you can choose which space you want to move the page too. So in our case, we'll move it to the company policies space. Then it'll show you where your page is going to sit within the tree. So at the moment there is one homepage and then several pages, but on the homepage. So we can just drag the page down to the order that we want it within the tree by clicking on the button here. And then we can click Move. And this will relocate our page. As you can see, we follow the page as it's jumped to a different space. I, the company policies space. Okay, so next up is archiving a page. So because confluence is regarded as the source of truth, is very important to keep it up-to-date with relevant information. So that the sake of example, let's say that we've decided that this policy page is no longer relevant and we don't want people to refer to it in error. The best way to cope with this is to archive of age. So you go to the Menu button and you click archive. Now, this won't delete the page, but it'll mean that it's not visible for everyone to see when they tried to navigate to it. And if you want to, you can click view in archive, but we'll cover how to get there if you've deleted that identification. So as you can imagine, if you go to the company policies space and you're on the overview, you'll be able to see that there is an archived pages option here on the bottom left. So if I click on archive pages, it'll show me all the different pages that have been archived. So here we have the working from home policy that was archived just a minute ago. And I can click on the Menu and restore this page. It will ask me where the parent page is going to be and you can just click anywhere. So I can click no parent because I don't want this to be a sub page. So click Restore. Then the working from home policy that we've just created will be restored here. So as soon as I refresh the page and I looked down in the tree, it'll show me that this page is now present again. So here you can see working from home policy is now getting shown in the tree. Okay, so now back to our example. Let's say that we've decided that this page is no longer relevant because we've created a new page that supersedes this one. And there is no chance this page will ever be useful again. In order to stop people confusing the two versions, we're going to actually permanently delete this page. And in order to do this, you can either come to the page and then click on the menu here and click Delete. Or you can choose the page in the tree. Click on the menu and click Delete. And it will show you that this is not reversible by a normal user. So you will have to request for your space administrator to restore the page if you ever need it again. This means that it's much more preferable to our cover page if you're unsure. But if you are completely sure, then you can delete it. And it is possible for an admin to restore it. And we'll talk about exactly the different types of administrators in the advanced section of this course. So we'll just go ahead and click Delete. And as you can see, that will completely delete the page and it will no longer show up in the tree. As soon as I refresh the page, it's now disappeared from the tree. Okay, great. So now we've covered how to create spaces, create pages, move pages, archive pages, and delete pages. And now it's finally time to actually start creating some content. So in the next lecture, we'll cover that. 9. [2.7]: Formatting Basics: In this lecture, we'll cover the basics of formatting a page and how to actually start creating content within confidence. So let's say for sake of example, that the company, consulting firm has decided that they want to document a working from home FAQ page within the company policies space or create a new page, which we will call, I'm working from home FAQ. Then to help with searching, we can add WWF H into the brackets to make sure that if somebody searches for WWF H, it'll show up in the search list. Now, we'll add an emoji again, and we can use the same one we used earlier on. So the home emoji. And if we wanted to, we could add a hemorrhage header image, but we weren't bothering this case. And we'll just add a status to say that it's in progress. Okay, So now let's say we want to add some content. We want to make it as easy to read as possible. So e.g. if we start with a question, how many days can I work from home? And then the answer below it. Now say we want to edit this to be a heading. Headings are dynamic content so much as in Microsoft Word, you can then add a table of contents and it will automatically recognize the headings. So to do this, you can triple click to select the entire sentence and then change the text style to heading to heading to. Obviously normal texts is the default for any body text. So say we then have some further content as follows. And again, we want to make these headings to differentiate them. So the question is, are we heading to the same here? You can see it's very easy to quickly change these into different headings. This section will have two subheadings will make this three. And the desk looking layer will make heading three as well. So you might actually want to add an image of the office layout so that when people are booking a desk, they know which desk they're booking and add an image to Confluence page. The easiest way is if you have a copy, you can simply paste it in and it will form water in the center of the page. So to edit the options, you can click on the image and you'll see you can choose to align left and right, or you can wrap the text. And in our case, we'll leave it centered. And we can also add a caption to the image. So we can say office one layout. Now say you wanted to add a table or to describe which day is different people who needed to be in the office depending on what team they're in. So you could add a section here to say the standard days are required, required in the office are as follows. Then we can actually add a table by simply clicking on the table button up here. In our case, we will have three columns, but then we're going to add an extra row. So you can do this just by clicking on the plus. So we'll have a column for the team. And then another one for days required. The Office. So let's say that we have an IT team. They are required in Monday, Tuesday, and Wednesday. And then there's a client team. There are only required in Tuesday and Wednesday. Finally, you might have a project team who required in on the Monday and Wednesday. So as you can see, we can actually delete columns very easily by clicking on the column and then clicking an X if we didn't require this. But in our case, we actually do want this column, so we'll re-add it on by clicking the plus. And then we'll say total days required in the office. Now, obviously you can rearrange the column width by dragging across and we might adjust it just a little bit like that. Then obviously that's three days for IT team, two days for each of these teams. Now one really nice things about tables within confidence is that you can really easily create a chart from the table. So if you click on this Insert Chart button here, then we can actually edit the chart to have a bar type which will show the number of days required in the office. So we can change the chart options here. On the right-hand menu. We can select the bar type here. So now it's slightly confused because it's trying to plot at some texts and also the numbers. But if we delete the series which is quiet any office and keep just the total days required. You'll see that it instantly plots a nice bar chart here. So we can also customize different things like the title and the legend. So here we can call this days acquired in office by team. And just adjust. And as soon as you obviously update, these fields will update within the shot. So we can label the y-axis number of days. The x-axis. We don't really need to label because the teams are already labeled per bar. Now, we can change the legend as well. So in our case, we don't really need the legend because weird calling that in the title. Now you can see that we've very quickly created a chart from this table. And I can just exit the chart without even clicking Save or anything. And it will automatically save the chart. Okay, so you've may have noticed that down here, I've said, please use this link to book a desk. Now, obviously I may want to actually add a link here which would link to e.g. a. Desk booking form. So this is very easy to do and Confluence you just highlight the text that you want to have a link on. And then you click the hyperlink button up here, which is this. Then, because I've already added a page that I want to link to, I can search for the page. So in this case it's going to be desk booking form. So I can either search up here or I could just select from the menu because I could already see it. As you can see, we've now added a hyperlink here. And you could also use this link to pages outside of conflicts as well. So before you go to actually publish the page, you may want to know what it looks like once it's published. Obviously at the moment we're editing. So some features will slow up, show up slightly differently. So in order to do this, you can click on the menu option here, and then you can do preview or Control Shift E. And this will show much like a print preview of exactly what the page will look like. So obviously, now the charts are showing slightly differently. If you want to return to Edit, click Edit again. Now that we're happy with the page we can actually publish. So here we've covered how to format a page, how to add text, how to add headings, how to add tables, how to add charts, and also how to insert images and hyperlinks. Next up, we'll cover how to use templates to make the process of creating pages much easier and much simpler. 10. [2.8]: Using Templates: Okay, so now that we've covered how to do manual formatting on a page, it's time that we talk about templates. So as I mentioned before, confluence provides a vast array of built-in templates which you can use to massively speed up your workflow. So let's say now that we've been tasked with creating an employee handbook. So we're going to create a new page and we're going to name it employee handbook. I won't go through the customization options here as, as I've done so before. So review of previous lecture if you want to see those. Now, obviously we could just start writing out all the information as we see fit, but it's actually much quicker as this text suggests, to start with one of the templates on the right. So this menu here, which we haven't looked at before is called the templates and import documents menu. So as you can see at the moment, we're looking at templates. You could also click on Import, but we'll cover that in a later lecture. So for now, if you can't see this menu and you just see a screen like this, or you need to do is click on the three dots and click on the templates and import dog, and that will show the menu here. So one thing to mention about templates is that they are bespoke to the space that you're in. So as you can see, it says select a template from this space. At the moment we're in the company policies space, but you can obviously change to a different space and then it would have a different selection of templates. Now because I haven't actually created any custom templates yet, all the templates and the different spaces will be the same. And we'll cover how to create custom templates in the advanced section of this course. So if I go back to company policies, now as this is an HR policy, I want to filter by HR human resources. So if I click on the three dots here, I can then click Human Resources. And it will suggest all of the different templates that might be useful if I was talking about something to do with human resources. And because I'm trying to make an employee handbook, I see that they do have actually a template for employee handbook here, so I can click on that. And it will pre-populate a lot of the content and the format that is needed for me to now make an employee handbook. Now here's a good example of where there is some dynamic content that isn't actually shown until you preview or publish the page. As you can see, this is the first time we've seen the table of contents macro, which we'll cover later on how to insert it yourself, but it is included in this template. So if I want to see what this table of contents will look like, as it says here, only to preview the page or publish it. So if I go on the three dots up here and do preview or Control Shift E, I can then see that Table of Contents has created this dynamic list where you can click on it and they all jumped up this section, which is very useful. Let's say now that I started filling in information here, so e.g. we could just say our values for the company or honesty, integrity, collaboration. Now, one thing to mention about templates is that you can only change the template for the page at the time that you're creating the page. So now that I've edited some content on this template, I can actually go and just change the template. So if I show the templates menu again, and then e.g. say, I was trying to do something else related to HR. So I click on up here and then I would go to human resources and then say e.g. I. Was doing an employee promotion letter. Now you can see because I've added some content, it'll ask me if you want to create a new page. Now in this case, I want to discard the draft and I'll say Create. And that means that we'll have now a completely separate template for the same page that we are creating. The page is still called employee handbook, but now it's a completely different template. So going back to the employee handbook will just click on that again. And because we haven't added any text, it won't ask us if we want to discard the draft because essentially we haven't changed anything. Another useful thing to note is that you can actually start templates. So say, I thought that I might be using the 90-day plan template in the future. I could start this. And the same with the one that we're currently using employee handbook. I could start that as well. Now when you go to create a new page and you come to the templates menu, you can see you can choose Start and those two will be there. Obviously, if I want to OnStar them, I can just click from here and then we remove from the menu. Now this starring is done per user. So as long as I'm logged in, it doesn't matter what space I go to to choose my template from. But I will still have the same template start, but this doesn't obviously start them for any other users. So each person has their own star plus the templates that they like to use. Now in terms of templates, you might find useful to begin looking at. I suggest that you look at some of these. So I've seen some of these used before by startup companies. These are e.g. the non-disclosure agreement and the invoice. So both of these you can use to create a template for your NDAs and invoices. If you're just getting started. If you're a more established company, then I suggest you look at things like the weekly meeting. Note that one-on-one meeting, and it gives you a good idea of the confluence variables that you can add, e.g. the date, the time, the participants. Another one is design review, which I've seen used quite often in tech companies. They mostly create a new template based on this design review template, as it's quite useful for adding in feature reviews. So the different design reviews. So obviously you can browse through these different templates here that I've suggested, these grid starting point in terms of understanding the different functionality that templates provided within complements, then you might find that some of these are useful. There may not be, but at least you get an idea of what's possible. And you can adapt any of these to suit your purposes. So that wraps up on templates. We'll just put in some trivial content here and then publish the page. Now we can see that we have the employee handbook in our company policies, space. 11. [2.9]: Intro to Permissions: Okay, so now it's time to talk about permissions. So up to now, any page that we've created will be accessible to anyone in the company. And they can simply go and look at it as soon as it's been published. But say we went back to our working from home policy page and say that we had been tasked with creating this working from home policy, but we didn't want to publish it until our manager has seen it and approved it. Because obviously otherwise, other staff members could look at it and think it's ready to go when in fact some information might be changed. So the best way to see who your pages visible too, is to go up on the top right and look at this padlock. And as you can see, this says no restrictions. So if I click on this, it'll show you the restrictions or permissions interface. Then the moment you can see it says anyone can view and edit, which obviously means that anyone else can view it or add it to the page. If I click this, I can then choose from some defaults here. So anyone can view only some credit or only specific people can view and edit. Now, this is the one I'd recommend to use if you want the page to be specific just to you. So when you click on that, it defaults to only myself can edit and everyone as everyone else has no access. Now if I was to click apply here, then you'd see that this red padlock icon up here means that only I can view the page, or at least some restrictions apply. So when I click on it again, I can see that only I can edit the page and everyone else can't even view the page. So if I click can view, they can still see no access. So now let's say, for instance, that I've been tasked with creating this page, but I need my manager to approve the page so I could search for my manager in type, username or group, and just e.g. my manager is called Lucy Jones, so I click on her. Now, I can add permissions here for cam view or can edit. So if I just click Add, then Lucy Jones can edit or I can click, can view. So you could choose what you want your manager to be able to do. Obviously, because she's going to be reviewing the page and making some changes. I will click edit. And then once I click apply, the permissions will be applied. So now when I click on the restrictions apply again, you can see that everyone has no access to edit or can view. But I have access to edit and Lucy Jones has access to edit. Obviously, having access to edit supersedes being able to view. So if you can edit, you can also view the page. So one final thing to mention in this section is the permissions for the personal space. So I'm now logged in as Lucy Jones. And if I go to my personal space, which I mentioned before by clicking goods personal space, it'll take me to the Lucy Jones personal space named after my own name. Now, although it's named personal space by default, this is actually shared with the team as it shows here on the space homepage. It is possible to change this in the space permissions, which we'll talk about later in the course, as it's a bit more advanced. But for now, it might be useful for you to edit the permissions of each individual page and make sure that they are locked. If I can go to at the moment, I can see there's anyone can view and edit, but I can just quickly change this to only specific people can view and edit, which by default means that only I can view or edit. And that means that it's now locked. So nobody can view the information in my to-do list, e.g. now it's also worth noting that you can change the permissions before you've actually published a page to absolutely make sure that nobody is able to see the page. So e.g. if I was to create a page and then I was to go to the personal section here and choose maybe a design more ideal workweek template. Because I wanted to decide what kind of tasks I like to do on different days. Now, before I publish, you can see that the padlock open at the moment, so there's no restrictions. I can click on this and again, click only specific people can view and edit. Click Apply. So it's good practice when you're creating a page that you don't want anyone else to see even before you publish it and especially before you publish it, to change the restrictions. And then you can publish. And once you've entered a title, so let's call it Lucy's ideal work. We publish. This now means that nobody else is able to access this page. As you can see, padlock is they're showing restrictions apply and the same with Lucy's to-do list. So as I mentioned later on in the course, we'll talk about how you could restrict access for the whole space. But for now, it's useful just to restrict asset access to each individual page in the personal space. Okay, so that about wraps it up for Section two. We've covered how to create spaces and pages, how to format pages, how to use templates, and how to use permissions. Now, in the next section we'll cover some more advanced features of confluence, as well as how to use Confluence more collaboratively with a wider team. So I'll see you in the next section. 12. [2.10]: Section 2 Recap: Well done for reaching the end of section two. Let's have a quick recap of what we've learned in this section. We started off by creating your own confidence site. If you didn't already have one. We then looked at how to interact with the interface, which hopefully now it makes much more sense. Then we moved on to page operations, including how to create, rename, move, archive and delete pages. Then we moved on to how to format pages, which will most likely form the majority of how you use Confluence for the moment. Finally, we looked at using confidence templates, which we saw was a quick and easy way to create a well-structured pages with very little effort. Great, So thanks again for watching this section. I hope you found it useful. And next up, we'll move on to section three, which will be intermediate confluence. 13. [3.1]: Intermediate Confluence Section Overview: Welcome to the section three overview. Section three is intermediate confluence. And this section is perfect for you if either you've just come from completing the previous section or you are already a pre-existing user of confluence. First off, we'll cover collaborative editing. This includes all the functionality within confluence that allows you to work closely with your team members in order to prevent duplicating or missing work. Second, we'll look at macros. These are the dynamic elements that make confidence pages much more similar to interactive webpages that the static Word documents. Thirdly, we'll look at tasks, actions, and notifications. This is a really powerful way to assign actions from a meeting, e.g. to somebody. And we'll look at this from both sides of the coin. The person assigning the action and the person receiving the action. This leads nicely into comments. We will cover how to comment on pages, how to amend, edit, respond to, and finally close out comments. We'll then look at how to export compliments pages, the different formats you can use and why you'd want to do so. And finally, we'll finish with a brief section on confluence for mobile. This will be useful for you if you are working away from your desk, e.g. or if you know that you need to refer to some information that is stored on Confluence whilst you're not on your computer. Great, So let's jump into this section. 14. [3.2]: Collaborative Editing: One thing it's important to note within confluence is whether somebody else is able to see the page that you're working on until it's been published. So let's say e.g. that as Lucy, I now want to create a meeting notes in the system two-point our rollout plan. And we'll just use a meeting notes template to make this simple, such as search for meeting notes. Now, at the moment, if I name this planning view for system 2.0 rollout. Until this has been published, anyone else is not able to see this page. So if I go to Noah's confluence and search for planning review, you can see that the page doesn't show up here. Now, if as Lucy, I want to know or to be able to edit this, I can actually invite them to edit before the page is published. So if you look up here and you see this little icon here that shows that Lucy Jones is currently on the page. I can also click this invite edit up here. And then I can enter a name, so I can enter Noah. And if you want to, you can enter multiple people or you can add a message here. You can also copy a link which will then you'd be able to send over Teams, etc. So please edit. This is useful if you're still working on a page, e.g. if you're creating meeting notes before we're having a meeting, but you want another person to be able to also access the page even though you don't want to publish the notes so that wider team is not yet able to see them. So if I click Invite, edit, Go to know as notifications. And I can see that Lucy Jones has invited me to edit this page. So now I can click on the page. And it goes straight into the editor because this page has not yet published. So when anyone then publishes the page, obviously the page is available to everyone else in the wider team. So inviting to edit is quite a powerful feature that allows you to collaborate on a page without the page being published to the wider team. One more feature that goes quite closely with this is that as you can see up here, I can now see who is viewing the page and who is editing the page. So Lucy Jones is me. And then also know a taco is at the moment editing the page. So if I go over to noaa, I close this, save changes without publishing and then go back up to Lucy. You'll see that NO is no longer there editing the page. So say now I have published this page as Lucy. Then I actually want to give a presentation of these meeting notes. Now, an easy way to do this is to go on the menu and then go to present a mode. Or you can simply use the r. So if you press presenter mode, now this gives a very clean overview of the page. And you can scroll down. Obviously there's no menus or task bars shown. This is especially useful if you're reviewing images or other content that requires the page to be fairly clean and you can access exit presented mute mode from up here. You can also choose settings such as a cursor spotlight. So if I don't want the cursor sharp, I can do that and then it won't have the surrounding circle. And there's a few other settings where you can jump to a section quite easily. Also, we have the capability to share via QR code. So any person who has the compliments app, which we'll talk about shortly downloaded. They can scan the QR code and it will automatically jump to this page, which is quite a neat feature if you're presenting to a large group of people. 15. [3.3]: Macros: Table of Contents: One of the first things we need to talk about in this section is macros. Macros at the dynamic elements that make compliments pages much more interactive and useful. And one of the most useful macros is the table of contents macro. So to see this in action, we're going to look at a different example. Now. We're going to go to the IT space, which is a space I've pre-populated with some example content. As you can see, we have different pages related to different things that might be on a company's IT space. In this case, we'll be looking at the security policy. As you can see, I've pre-populated a random security policy that incorporates different sections such as fishing, removable media, and passwords. What I'd like to do is to have a table of contents at the start of this page to be able to preview all the different headers and sections. As I mentioned, because these headings are dynamic, confluence knows which headings are then nested within other headings. So it should be very easy to add a table of contents in which we can click each section to jump to the relevant heading. In order to add a table of contents to our security page, we're first going to edit the page. Then at the top, under the first heading, I'm going to add where I want my table of contents to be. Now when adding any macros in Confluence, the easiest way is to start with a forward slash. And this will bring up that macro menu where you can include any different macros, will cover most of these, not all of them in the following lectures. So for now, when I want something that I know the name or I can simply search. And we can see that Table of Contents pops up. So I can click on table of contents. Now, as you can see before we previewed the page, as we've mentioned previously, we won't be able to see what this looks like. So the best thing to do when, when adding a macro instead then preview. Now, you can see that all the different headings are shown up with the indented nested headings. So this will be a heading one and these will be adding to. This is a really powerful and easy way of adding a dynamic table of contents so that I can then click on the different headings. And it will take me to the relevant section. Whenever any of these headings change, as I'm changing the document, the Table of Contents will automatically be updated. Now there's a few more useful parameters that you might be interested in changing. So once I've added a macro, I can always edit it by clicking on the pencil icon. So here you can see that you can change some of the parameters for the table of contents macro. The first one that might be useful is to display section numbering. So if we now preview this, you'll be able to see that it shows 1.11, 0.2, et cetera, et cetera. And all, even though these aren't reflected in the actual heading titles, this can be quite useful so that it's easy to navigate the table of contents. One other thing that might be useful is being able to change which headings are displayed. So if we revert this now to not show display section numbering. If you look at the minimum heading level and the maximum heading level, this is where you can choose what level of detail the table of contents goes into. So as in that preview there we had a heading and then a subheading. If I now change the maximum heading level 21, the same as the minimum heading level. You'll see what changed his house. And now you don't need to click Save when changing any of these settings as there always auto saved. But now if I preview, you'll see that we only display the outer level heading. And this can be quite useful so that you can decide how much space and how much detail table of contents goes into e.g. on this page, it's probably not necessary to show the subheadings for each upper level heading. So here we would just have these three headings like this. One final option is that you can also choose to display the output as flat rather than as a list. And when this parameter is applied, you can then choose what the separator will be between the different headings. So brackets is fine for us. And then we'll also going to change this back to seven, although we could change it to two, and that will keep all of the headings in the document available. So now we'll close this and then we will preview. And as you can see, it's kept all of the subheadings, although it's harder to tell now, but they're all shown in list form. E.g. you have many, many headings and you can't have them all listed out. This is what occupy too much space. In our example. I'm now going to change it back to List and talk about the final setting, which is this exclude from print down at the bottom. So if I have this printable checked, this means that the Table of Contents will be printed, will be reasonable when printing. But if I remove it, then the table of contents won't be visible. And this is quite a useful feature because it's not very useful having a table of contents when in physical form. So you can just remove it with principle. In our case, I'll now publish the page. 16. [3.4]: Macros: Panels: Another macro that is very useful and is quite commonly used is the panel macro. This is useful when you want to highlight or add context to a page, e.g. if I thought that this policy page was missing a section on email security, it might be useful to tell the users what to do about this. So to add a panel macro, you simply go forward slash. And then you can choose either panel, which will select all the different panels you can have. Or in our case, we want to add a warning. So we could have typed warning panel. Once you click on the panel you see it will display this dynamic elements like this. E.g. we could say this policy is missing a section on email security. Now, as you can see when we then go to preview this page, this warning is symbol will be shown below, which means that this is section very obviously stands out and is very obvious to the reader. One of the nice things about the panel macro is that once you've written it, you can actually change what type of panel this is showing. So e.g. you could have success or note or information or even error. But we'll leave it as a warning. And this is most representative of what you'd want on the page for now. Another nice feature of the panel macro is that you can add a custom panel. So e.g. if I thought that fishing wasn't obvious to all members of staff and it might be worth explaining it. I can add a custom macro, custom panel by going forward slash custom panel. And then you can change this emoji here. So in this instance, it might be nice to have the fishing emoji. And then we could say phishing attacks are counterfeit communications, et cetera, et cetera. So an explanation of what phishing actually is. Now, if I go and preview the page again, once again, it stands out very nicely and it's very obvious that this should be read as an important section. 17. [3.5]: Macros: Embedding Content: Okay, So next up on our list of macros is the attachments macro. For this, we'll go to an example page. I've created a display screen equipment. Now let's say we want to upload an existing document to this page. Instead of creating a page, we want to just have a document embedded in the page. So to do this, I'm going to edit the page. Then once I'm editing, I'm going to do forward slash for macro. And then it's gonna be files and images. Alternatively, you can search for attachment and confidence knows what your means. So its files and images is not this attachments macro. This is a list of attachments, but to actually attach something, you can click file and images. This will bring up the dialogue where you can browse for your file, e.g. I want to upload this PDF here. Now, one thing worth noting is that if you wanted to, you could just copy and paste it in. So if I had copied the file, I could easily just paste it in here. And it would show up below exactly the same way as doing this. If I want to remove the attachment, I can simply click X, but for us we'll leave it on. So now if I then publish this page, what you'll see is that the attachment has been attached, but you can't preview if I want to open it, I have to click it and that will allow me to preview it. This is not the same as downloading, but at the moment we're just previewing it. So then you can scroll through it just like any other PDF and you can zoom, et cetera. But what's much more powerful is being able to actually embed the PDF so that you can preview it as you're looking through the page without having to open it. In order to do that, I go and edit the page. Then I'm going to use the PDF macro. I search for PDF. And it will allow me to select one of the PDFs that is already attached to this page. If you want to, you can also choose a different page where the PDF is hosted. But in our case, we'll leave this blank as the PDF is already embedded, attached to this page. Now, if we click Save, you'll see that the macro is able to predict the PDF. And this will become much better once we actually publish the page. Once we publish the page, you'll see that we'll be able to load a preview of the PDF as we're scrolling through the page. Depending on your internet connection, this might take some time, but once it's first loaded, it will appear much faster on subsequent loads. As you can see here, I can scroll down and at the same time, I can also scroll through this PDF, which makes it much easier to look at this without actually having to open it every time. It's also useful to note that you can do this similar operation with other types of files to. So e.g. in this instance, I'm going to show you simply copying and pasting a file. So if I select adopt Word document e.g. and then paste it in, as you can see, it's attached it here. And if you want to, you can move these around to different places. But for now we'll leave it here. Once I've attached it, I can then use the Word document preview. So if I do Office Word, and then it will show me a selection of documents. In this case, there's only one, so I'll click Save. And then as previously, you'll be able to preview the document interactively within the page. So once this is published, we should see that our Word document will load down here and then we'll be able to view the page. Again. It might take some time to load the first time round. So here you go. Now you can interactively scroll to the page as you're looking at the entire document. Now, I won't go through this, but just so that you're aware, you can also do this similar process with either a PowerPoint just by searching for PowerPoint and you'll see on this PowerPoint or the same thing with Excel just by searching for Excel. And then you'll be able to include an Excel document live into the page. But for now, we're just going to delete this and publish the page. And that's that. So then we've shown you how to include attachments. 18. [3.6]: Importing Pages from Word Documents: So one other oxygen that it's useful to note as an alternative to attaching documents to a confluence page is to actually create a confluence page from an existing document. So instead of attaching a Word document as we've done on the DSE page here. I'm now going to show you how you could have created a DSE page from an existing Word document. So if we go to create new page and we're going to call this DSE imported. Then if you go to the right-hand menu here, which is the templates and Import menu. Remember if you can't see this, you just have to click the three dots and then templates and input dot menu. We've covered the templates menu before, but if you go to Import now, you can actually choose to create a page from these document types. Now because we're using a local Word document, I'll choose Word document. Then I'll choose this DSE input Word document that I've created. Once you click, Okay, it'll take a few seconds to import. And then when you click Finish, you'll see the finished important document. Now, it's not perfect every time depending on the formatting within the Word document. But confluence is normally clever enough to recognize headings. For instance, here this was a heading in the Word document heading to that's come through as Heading two. Same thing here. This was heading one. Unfortunately it hasn't recognize this which was heading. So you can just go through and amend as necessary. But this is a very quick and easy way to be able to create a dynamic page from an existing document. So if you're worried about having to upload thousands of documents or recreate content already exists. In other words, documents. This could be a good solution for you. This means that now people can go and edit this page and it will always be updated as opposed to static document that is attached to a page. So if I click Publish, we then created a new page from an important word document. 19. [3.7]: Expand, Code Snippet, Quote: So there's a few more macros that I wanted to show you quickly that might be very useful and you'll probably find yourself using these most frequently. In fact, for the sake of example, let's say we're making a page on how to connect to the company VPN. So if we come to edit this page, the first one I want to show you, which might be relevant here is how to embed some code into a page. So if you just do forward slash and you search for code, you can actually add a code snippet. So let's say e.g. that we wanted to say how to connect to the VPN. Var command prompt. To connect to the VPN, please use the following command. Now, if we just take an actual command that you might use in command prompt and you paste it here. Now, this will display as a section of code. So if we then preview, you can see that this is displayed nicely. It's obvious that this is code and you can copy it if you wanted to. And that will enable you to copy just the actual code. Now, this is quite a simple example to show you how powerful confidence actually is. If I take another example and show you a snippet of C plus plus e.g. you can then actually select the language that the code is written in. So here, C plus plus, this means that it will use the standard colors and formatting. So it knows what the different parameters and what the different words in the code mean. So this knows e.g. that this is a library that needs to be included without getting into programming too much. For now, we don't want this actual section here, so we'll just delete this. Now. The next macro you might find yourself using quite a lot is the expand macro. This basically allows you to have a panel in which you can expand some content that is otherwise not shown. This means that you, It's much easier to format the content in a page. So if I just add space here, now say e.g. that we wanted to provide some VPN connection names depending on the different teams that the staff member was in. So then I could say that the VPN connection for the IP Department is here. And within this Expand, you can actually include other contents such as images or other macros. So the third macro want to show you is the quote macro. So if you just search for quote, this is quite similar to code, except obviously you can't choose a programming language. But if I say e.g. we wanted different VPNs depending on what team urine, it might be useful to lay them out like this. And then you can simply go to another line, create this, and do one more for the sake of argument. If we do quote again and then do a second option. Now, obviously, when we go to preview this, you'll see how the VPN connection names aren't shown until you click the expand. So this means that any auxiliary information on a page you can easily contain in this nice expand content macro. So when we go to publish the page, you'll see that we then have a very nice, neatly laid out connect to the VPN page. And one benefit of this code here is that you can simply click Copy and it will copy only exactly the correct information that you need to plug straight into command prompt. 20. [3.8]: Macros: Road Map Planner: The next macro we're going to look at is the roadmap planner. And this is very useful if e.g. you need to show a high level overview of a project plan or map. So for the sake of argument, let's say that the IT department in our company has decided they need to have an overview to show the rest of the staff when the IT system to 0.0 is going to be rolled out. So we'll go to the system to point out roll up page and then edit this. And to insert the macro as always we do forward slash and then we just search for it. So roadmap planner. Now by default, you'll be shown this view here. It's important to note that you can change the view from months to weeks. So in our case, we'll be looking at weeks. Then you can also change the date range. So before doing that will just slide these bars to the right and then change the date range to be from the 1st of January, 2023. And now we'll just change the end date to the end of March. As you can see, this gives us a good time range to work with. So to get started with, there's different lanes here and obviously you can add more lanes as necessary, but you can also rename the lanes. So this ln one is going to be the state one of the deployment. This one here is obviously going to be at stage two. Then we're going to add another lane, which will be stage three. So we'll rename this two, stage three. It's obvious that you can change these colors as well as you see fit. So if you wanted to, you could change these to be dissimilar to the other one. Now that we've created our three stages of the deployment, we're just going to move the bars to what seems appropriate. So let's say for the sake of argument that this bar was going to be the dev environment testing. And then you click, Okay. Now let's say that we want to name these others for different sections that will be used in the testing schedule. And this one here, e.g. will be user feedback sessions. So we can rename that to use a feedback sessions. Now, if we want to add another bar, we can simply add a bar and then drag it to the correct row. So obviously it will recolor it as it goes into the correct stage. So then we might want to have a period where we implement some fixes from the feedback of the user feedback sessions. And that might be about this time. And then we wanted to add this bar to stage three. And this could be the final stage, which would be the company wide rollout, just to give you an idea of what a realistic plan might look like. So now that we've added what would be called activities in a gunshot, obviously we can move these around as we see fit, but we can also add a marker. And this might be useful to say that this is the go-live date, and then you can obviously rename this to go live. Another feature is that you can add a description to each of these stages. So e.g. here we could say to be tested on development environment a. You can do the same for any of these other tasks if you feel that's necessary. So now we're gonna go ahead and insert the roadmap planner. As you can see by default, it comes with this scrolling menu which you can't use at the moment. But if you want to make this wide as the page, you can click go full width. And this applies to any macro or any attachment on any page. Now when I published this, you'll see that it actually displays very nicely and is great. So the page, as soon as it's loaded. So there we go. Now there's no scrolling and you can see it's a very nice, simple layout that is very obvious for everyone to understand what the overview of the plan is. Now, one thing that's interesting to note is that you don't actually have to edit the page to edit the macro in all cases. So e.g. here, I'm able to click on these different activities and I can still perform some actions. So I can't edit the names, but I could add a linked page or create a page for these different bars. Let's say that I wanted to link a page to the user feedback sessions, e.g. this IT Rollout user feedback sessions page that I've linked. This might be where the users actually go to fill out their feedback. So do this, I can simply click on the bar and then click link page. And then if I search for the page, if I do IT, user feedback sessions, this page will now be linked to the bar here. So this means that whenever someone clicks on here, they can see what the relevant page for this section is. And this is quite useful if you want to attach different pages or different sub-pages, two different activities in the plan. So that it's another way of representing the tree in terms of chronological order of when these activities that we need to happen. 21. [3.9]: Assigning Tasks and Actions: Okay, so now it's time to talk about one of compliments is other really powerful features, which is how to collaborate with other team members. This includes things like tagging them, giving them actions to do and reminders from meeting notes. So carrying on from our previous example, and let's say that the IT team or having a meeting on how to color coordinate this rollout. So e.g. we might do a meeting notes template for this. Now, as you can see, because I've created the meeting notes, it defaults to having me tagged in here. So in order to tag someone in Confluence, you use an app. So e.g. if I do that, I can then select from the other members who are part of the team who were shown on my confluence. So e.g. if I want to tag Lucy Jones in here, remember this text here won't be shown, but if you want, you can just delete it anyway. So then I might tag Tim who is also going to be part of this meeting. Now essentially, what tagging means is that each person who is tagged in here, we'll get a notification saying they've been tagged and they will be much easier for them to find the meeting note. So it's good practice to include the meeting participants here so that everyone can also see who was included in what. It'll become clearer later. But basically it's much easier to search through pages if you tag the correct people. So let's say now we are going to list the discussion topics. Just for the sake of argument, will have two discussion topics. We won't use this time column here. We're going to discuss the rollout plan and the user feedback sessions. So here you can actually tag the different presenters for each topic. Again, you just do at and take the person. And then if I want to attack Lucy here, then say we're going to add two different discussion points. So that will be these two and the same for the user feedback sessions, we might want to discuss some questionnaires and some interviews. So now it's obvious when this meeting notes is shown that these people will presenting these different parts. And because you've been tagged here, they'll get a notification and therefore they'll know what they're expected to do. Following on from this thread. The next feature is actions. So here e.g. it's already created a preset action for me, but to show you how to do it from scratch, you can just do forward slash and then search action. Then you can take someone to assign the action to them. So let's say if we wanted to Tim, to suggest the timeline on the rollout based on the discussion There's happened during the meeting. Then say e.g. we wanted Lucy to side on the next steps for the questionnaire. Now, this will mean that once the page is published, these people receive an action that has been assigned to them, which they can then track in their tasks and actions. But then other really powerful thing is that you can actually assign a date to the action. So let's say we want this to be due by Tuesday, that we can simply apply the date here and this will be attached to the tagged person and to the action. Now, we'll look at how this has shown up to the users who have been tagged in the next lecture. But to finish off here, we now want to also look at decisions. Decisions is a really useful way of tracking what has been decided in a meeting. And these should be only when they're actually finalized. This means that you can then search through all decisions that are attached to a project once they've been tagged. And we'll get into exactly how to add a label to the page in another lecture. But for now I'll say that we've made a decision to go with plan a. So if we do forward slash, we can do decision. Then we can say we'll progress with version a rollout plan. So now when we go and publish this page, it'll become clear that this is actually a decision. So it's very obvious. Now once we publish the page, you can see that there's checkboxes next to these action items. So because this is an interactive macro, I can actually go and check that if these actions have been done, and obviously once the action is completed, you should check it. Now, I can check this as a person who is simply viewing the page, but also will see in the next lecture what it shows to Tim and Lucy once they've been assigned an action. 22. [3.10]: Using Labels: Another really powerful feature within confluence that I think is perhaps sometimes overlooked is labels. On any page, you have the ability to add a label, and this is similar to a tag or a hashtag. So e.g. on this page, we already have this label here at the bottom meeting notes. And this is because we created this page from a template. So any page created from a template will have that templates label automatically added to the page. And this will become very powerful later on when we look at how to search through confluence for pages. So because this page is already tagged with meeting notes, I can now search for this using the label functionality. So insert, instead of going here, I can do advanced search. Then I can search by labels. So here I know there is a label meeting notes. If I start typing it, it will suggest that label. I can click that. And then any page with the label meeting notes will be shown here in all of confluence are all pages that I have access to. At least there is only this one so far that we've created with the meeting notes template. Now, this is a pre-existing label, but we obviously have the ability to create any new labels that we want. So in this instance, we might want to label any pages relating to the IT system to 0.0 rollout with a new label and we'll call it rollout. Now, this has been applied to the page here. As you've noticed, you don't have to edit the page in order to add a label. Now as you can imagine, if I was to search for this and use the advanced function, I could search for the label rollout and this page would pop up. And the reason this is so powerful is that it allows you to group together pages that are across very different areas, even perhaps across different spaces. So e.g. if there was some other information relating to the rollouts that wasn't in this IT space, but was in a completely different space. Then all of that information can still be viewed together and searched for it together. Another example of this is actually adding labels to attachments. So if we go e.g. to our feedback sessions page and say for instance, I've decided to add a feedback questionnaire Word document here. I can actually then tag that attachment with the new label that I've created as well. So say for instance, I didn't want this whole page to be labeled rollout, but I did want this attachment and it'd be labeled rollout. So the way to do this is that you go to the attachments menu here, click Files. Then this will give you the summary of the attachments as we'd seen before. And here you can see that Lucy has created this user feedback questionnaire. And you can see here that it's possible to add a label. And here we can obviously add the same label that we use before rollout. You just have to start typing. Daniel suggested, you can add this label here. Now, although the rollout label isn't on the page, it is on the attachments. So if I go back here and go to feedback sessions, you'll see that the label isn't actually, it's shown on the bottom of the page. And this is useful in order to create a subset. So you're not including the whole document, but you are including the attachment. So as you can see here, the roller label isn't applied to the entire page, but it will be applied to the attachment. And this means that now when I go to search, I can do advanced search or simply press Enter. And then I can search by label to rollout. And as you can see, it shows not only the page, but also the attachments with the relevant label, which can be extremely powerful. And obviously I can then use these additional filters on the advanced search. So e.g. I. Could say I only want to search the IT space and then you can search here by attachments or pages. So if I wanted to filter just the attachments that I've shown here, this is including the label as well. So you can see this advanced search gets much more powerful if you use a consistent labeling structure, a word of warning when using labels. The first is that you want to have a consistent structure throughout your confluence site so that everyone is using labels consistently. And this will become easier over time with a few macros that I'll show you in a second. The second thing is you want to keep labels as simple as possible. Ideally, they should be singular words, I, product, not products. And if possible, just one single word. If you need to have two words, then it's best to separate these either with an underscore or with a dash. As you can see, competence does in its preset template labels. You may find it also useful to use abbreviations or acronyms if your company does so. Now as I mentioned, there's some macros you can use to manage labels, see which ones are most popular, or even see a heatmap of which types of labels are being used most. But we'll cover those in the admin section of the course as this is more under a space admin type of task. So for now, we've successfully added a label to our system two-point know rollout, meeting notes. 23. [3.11]: Managing Tasks: Okay, so in this lecture we'll talk about what happens when you receive tasks or actions that have been assigned to you. So if you recall from the previous lecture, we have assigned Lucy Jones some actions to be completed by some dates in this IT system to 0.0 rollout. And I've actually just added a couple more so you'll get a better understanding of what it looks like. So this is from Noah's size. So notice added these actions for Lucy. Now if we swap over to Lucy, you'll see that you've received some notifications. Now, we'll talk about notifications in detail in the next lecture. But just for now you can see that I've been assigned tasks here. So if I'm looking as Lucy here, I've been assigned tasks by noaa. So this is a quick way to be able to tell whether someone has tagged you are common to do or assign a task to you here. Now, although you can see a summary of this here. And then you can then click on the task, which will take you to the page. And obviously I'm already on it at the moment, so just redirects me to here. There's actually a better way to view your tasks. And that is from looking at the tasks page here. So if I go here, this is going to give me a summary of all of my outstanding tasks. So at the moment, it's just loading. But here you can see these are all the tasks that have been assigned to me because that's what created here. I could also choose created by me. At the moment, I haven't created any tasks, so it won't show them here. But assigned to me is more useful because there you can see what tasks other people are expecting you to have done. And as I mentioned earlier, because we added a date here, this means that it automatically recognizes this as a due date. Therefore, it lists these tasks in order of when they're due. If you want, you can obviously change the order as you see fit. Now, although this is a perfectly acceptable way of managing your tasks, there is actually a more powerful way of doing this because tasks are recognized by confluence as a discrete event, shall we say, you can actually use tasks in other macros. So a good example of this is the task report macro. So e.g. say I wanted to create a page in my personal space where I was able to view all the different tasks from a certain subset of all existing tasks. And this will become clearer as I make this page. So if we want to make a page that's going to be called Lucy's tasks. So we can say Lucy's tasks for the IT to 0.0 rollout. Now here we could use a task report template, e.g. projectiles report, ta support team report. But you can also do it just by using a macro and then searching task report. So here, as you can see, I now have a menu where I can choose which tasks will show up in the report. Now because we're making a tasks for the IT to 0.0 rollout, I'm just going to choose tasks from the IT space. So here you can choose either spaces, all pages. And I can have multiple if I wanted to. So as you can see, this has now brought up a selection of all tasks that confidence is aware of. Now at the moment, obviously it's added in this task for Tim as well. And because this is Lucy's tasks, I only want to have the ones assigned to me. So here on the assigned to, I can then simply just type. You see, now it will filter by user. So this is quite a powerful way of being able to keep track of all the tasks that you have to do for certain workstreams. And obviously, this doesn't have to be specific to the IoT Rollout. So I could add more spaces if I wanted to see a wider selection. Or I could narrow it down specifically to the meeting page by going on the system to 0.0 rollout meeting notes. And then this would be just the tasks from that meeting notes page. You can also filter by other variables such as created by. So I could put ones that have only been created by an hour. And that would obviously keep the same sub selection because they're all created by now. But if I was to put e.g. Lucy, then obviously there'll be no tasks here. So if you leave that blank, it will show all tasks. And then you can change by date or by task status as well. So this task, this task report, is obviously only showing incomplete tasks. But if I copy this, paste it here. And this one, I edit to only show complete tasks than at the moment, it'll show nothing. But as soon as we take these to be completed, they will pop up in this task report here. So now I'm going to publish this page. And obviously I've given you the example of doing it in the personal space, but this could be stored anywhere. You can use this macro on any page. It doesn't matter. So now e.g. say, I've completed this, this, you'll see that when I then refresh the page, these tasks will disappear from this report here, and they will appear in the lower report way we're showing completed tasks. Here now you can see these ones are yet to be completed and these ones already completed. It'll be more useful if we added a description of what each of these things was, e.g. tasks to be completed. And here we could say completed tasks. Now we just make these headings. If we published this, this will be a nicely displayed summary of all the tasks for this specific situation. And what's really nice about this is that you can also see where the task appears. So if I see this task whereas in here, but I can't remember exactly, I need to do for it. I can simply click on the link and it'll take me to the meeting notes page where the task was added. And here there might be some more information that would enable me to complete the task more easily. Okay, So that wraps up task management. We've seen how to view tasks that have been assigned to us, how to mark them as complete, and also how to use the task planet macro to view and create views of different tasks for different projects. Next up we'll dive more into notifications and how to manage these. 24. [3.12]: Managing Decisions: So similarly to how we've just managed the tasks on this system 2.0 rollout meeting notes were also able to manage the decisions. So as I mentioned earlier, decisions are again a discrete element. So conflicts tracks this and it knows it's a decision. And it also tracks what page this is associated with and what label this is associated with. So now let's say that as Lucy, I want to make a page where we document all the decisions that have been made that relate to this project. So to do so, I could create a sub page of the system to boil a rollout plan. And I can call it system 2.0 rollout decisions. This is useful to keep track of all the decisions that have been made on this project. So if we're ever unsure as to where decision came from, we can always track exactly where that decision is referenced, at what time it was made, and even who made it. So here I can use a macro called decision report. And as you can see, this is similar to the task report macro, but obviously for decisions. Now, as you can imagine, we're able to edit this to only restrict some decisions that we made. So by default, it shows all decisions in the current space. You could obviously add another space if I wanted to. But the main thing we're interested in here is the label. So we can now only have decisions that are under the label rollout. And when I save this, you'll see that it's filtered out that our decision that wasn't a page that wasn't tagged with the label. So again, a very powerful use of labels. Once this is published, you'll see that we're able to have a nice overview of the decisions made during this project. And as you can imagine, once you have many, many, many decisions, it becomes much, much more useful to have more narrow subsets of them. So then you can edit and restrict by further parameters. 25. [3.13]: Comments: Okay, so now that we've looked at assigning tasks, we can come to assigning comments and resolving comments. Now, commenting is a really powerful way of interacting with other users in the team with looking at a specific piece of work. So you can comment on any part of any page. And you do so simply by highlighting the part you want to comment on and then clicking the Comment button. So for instance, say that we're now looking as Lucy and we're reviewing our actions on the meeting notes page, we actually have a few more questions about some of these actions that have been assigned to us. So you obviously could go and speak to the person, but in order for everyone to be aware of what's going on so that everyone is always on the same page. It might be useful to comment on the page. So e.g. on this action here, say that as Lucy, I'm wondering whether it would be wise to just use the same format as last time for this questionnaire. So I can comment on Hen I can add people in here so there'll be prompted to reply. So I could add Noah and say, shall we just use the same questionnaire as last time? I think it would save us time. And then once I save this, you'll see that the comment remains on the page. So when somebody else comes to look at this page, they will be able to see that Lucy has commented here. And as Lucy, I can then reply to myself or I can mark the comment with various emojis. But obviously the aim here was that now Noah is prompted to reply to this comment. So if we then swap over to noaa and because we're already on the page, I can click on this and it will take me to the same page. But because there's a new comment, I can basically see their comment and it will load the updates to the page. So now as you can see, it's highlighted in yellow. And I can see that there is a comment here. So now that I am looking as Noah, I can simply reply to Lucy. Or I can react with an emoji, e.g. I. Could literally just like it. Or I could reply saying, Yes, that's a great idea. So now you're basically starting a discussion thread, but it's on the page. So instead of editing the page to add this information in which you might not have permission to do. Or it might just be simpler to review because it's obvious that it's a comment. So it's happened after the meeting. So now that we've agreed that this is a good idea, I could jump back to Lucy and be able to load the comment. You can also do this just by refreshing the page. This is the same thing. And now this has been basically resolved. I could either click Resolve if I wanted to accept the solution, or you can leave it there for posterity so that other people can see that this has already been discussed and agreed on so someone else doesn't suggest the same thing. But in our case, we'll click Resolve. And that means that the covenant has now been resolved. So now this won't show anymore. And we've basically just agreed something very quickly without having to have a conversation about it. Now one other thing to note with comments is that you can actually add links to e.g. websites or pages in the comment form. So say I'm now back as Lucy and I'm reviewing this task, e.g. and I want to leave a comment and I'm thinking that I want Tim to start looking at the work I've done so I can add Tim and then say, please review. Here. I've already created a page where I have prepared the interview script. So then I can simply paste that page in. You can see this is the feedback session interview script proposal. And then once that's saved out, it will be obvious that this page has been linked and is this task here. So now atom will be tagged to look at this. But because it's a public comment, anyone else can also come and review this page. Now, the importance of adding at is that this person will then be notified. So this person will be notified directly of the comment. And depending on the notification settings of the other users, they may not be notified, but should they go to the page, they will then also be able to see the comment. And as you can imagine in you notifications, you are also notified that noaa has replied to the comment. So here you can see now it has reactive comment. Here you can see now it has replied to the comment. This is basically just a feed as you would get in other social media. Okay, so now that we've covered comments, Let's move on to the notification feed itself. 26. [3.14]: Notification Email Settings: Okay, so now that we've talked about tasks and comments, it's time to talk about notifications. So as I mentioned briefly, when you go to the Notifications icon, it will show you a list of all notifications that are relevant to you. How exactly it is, confidence, decide what to notify you about and can it be changed? Well, the answer of course is yes. So if we take the example of this page here, for instance, you might notice that on each page there's several more icons up here. So show in my comments is obviously what we've talked about in the comments section. The normal pencil to edit. But there's also these starring and watching icons. So before we talk about watching, just to avoid confusion, starring doesn't affect what notifications you receive for a page. So starring a page is akin to favoriting a page on a web browser. It doesn't affect what you get notified about, but it's just an easy way to remember your favorite pages and to jump through them quickly. Watching, on the other hand, affects exactly what you get notified about. So by default, any page that you create or edit you will be a watcher of. So at the moment because Lucy Jones edited this page, she is now watching. And you can tell this because if you click on the watching icon, it says you're watching this page. So at the moment, I will receive e-mail updates about changes to this page. And we'll talk about exactly what form those e-mail updates take in a second. But just for now so that you have an understanding. This feature is called auto watch. The feature by which complements automatically makes you a watcher of any page which you either create or edit. Now, the easiest way to manage notifications and to see what pages you are watching is to go to Settings. Then much as we looked at tasks earlier, we can look at watches. And this will show a list of all the different pages that are being watched. Now here you can see this is immediately quite a long list and this is because these are all pages that I've either edited or have created. Now you can also watch spaces, which means that you obviously watch all the pages by default within that space. And by default, you will always be watching your personal space. Hence, why I'm watching Lucy Jones. Now from here, this menu, I can obviously stop watching any page, or I can then start watching it again. And it's important to note that if you decide to stop watching something, you can only start watching again until you've refreshed the page. So if you see this decision here, once I refresh because I stopped watching it, it won't show up again. So then I'd have to navigate back to that page to start watching it again. Now, watching a page by default will notify you for certain things. And these are edits to a page, deletions to a page, attachments, I changing or adding attachments or comments to a page. But exactly how do you get notified? Well, this depends on your email notification settings. So if you navigate to settings, your profile, and then navigate to the e-mail settings. Here you'll be able to see exactly what type of events trigger e-mail notifications. And it's important when you start using Confluence to quickly adjust the e-mail notifications as otherwise you might be overwhelmed by emails. So the feature we mentioned here, auto watch, you can disable this. And this is pages and blog posts that you create, edit or comment on will automatically be watched for future changes. Now, if I click Edit and then obviously able to choose between these different options. And although most confidence users find that the initial setup is satisfactory, it really depends on how your organization uses confluence. So e.g. it might be useful to have daily update on an e-mail report summarizing or changes that you have permission to view. Or it might not be useful to show change content if there are thousands of changes occurring all the time and you receive emails all the time. So it's really up to the user how you want to use the e-mail notifications and confidence. And I would suggest that once you start using it, you'll very quickly become aware of what emails are useful and which emails aren't. So then you know exactly where to come to change this. 27. [3.15]: Exporting Pages: Okay, so another feature that confluence provides is the ability to export pages. So say e.g. we have these meeting notes and we wanted to either print them or send them to someone external. And we didn't want to share a link to the page which we will cover later in the course. But the best way to do this then is to go to the menu option here and just simply do export. You can choose Word or PDF. I'd suggest if there's lots of dynamic content on the page, that PDF will be more suitable. So once you've clicked export, it will take a few seconds and then generate a PDF, which are then able to download. So as you can see here, this is now completed and I can download the PDF. Open this. And it's pretty accurate. Obviously, if the tables exceed the width of the page, it has some slight issues displaying them. But overall, this is pretty accurate. Now, let's compare this with exporting as a Word document. On the other hand, as you can imagine, because words can't cope with all the formatting, it's less accurate. So if I do export to Word and this will download it straight away. And then I open this. I do enable editing. You can see that although it has managed to keep the emojis, it doesn't actually show the participants with the app. And there's some limited functionality. But obviously, now that it's a Word document, I am able to add goals and actually edit the document. So PDF is better in terms of displaying. But if you need a document that you can actually edit, then confidence does a pretty good job of making something suitable for editing in a Word document. 28. [3.16]: Confluence for Mobile: Okay, so in this lecture we're going to quickly cover how you can use Confluence for mobile so you can access your confluence information on the go. So once you have installed the app, I'm going to look at it from an Android point of view, but this also works for iPhone. You can just click on the conference app. And obviously if this is the first time, you will have to login with your account. But as you can see, your greeted with four different menus. Basically, the recent, which is obviously a feed of all the recent pages that you've been working on. So e.g. you can see here there'll be working on the working from home FAQ page. And then it shows you what spaces under which has company policies here and also the author, so no attacker. Then if you move to the right, you have spaces where you can view all the different spaces as well as actually creating a new space. Although I wouldn't really recommend doing this for a mobile. And you can see here that all of these spaces are starred. Then obviously if I wanted to, I could click into the space to view any of the pages within that space, which we'll come back to in a second. Then you can see the starred pages which are shown here. So you can see security policy at the moment is stored and the final tab is notifications. So any actions or comments that have been assigned to me, we'll be able to see them here. Obviously, there's not the moment. So if we go back to recent, we can have a quick look at how pages are displayed because it is slightly different on conflict, so mobile. So if we start with the working from home FAQ policy, as you can see when you click on the page, you've got the status bar and the emoji still displayed. So that's pretty standard. But as you scroll down, you'll see that certain things are displayed differently. E.g. the tables don't always fit on the page and you'll have to scroll across, which is slightly annoying, but obviously as a sacrifice that needs to be made to display on a smaller screen. But then some elements, e.g. this chart here on actually shown and it's not possible to see them on confidence mobile. So there are certain limitations. As you can see any text information, any links or images displayed very neatly and as expected. And you can actually turn the phone the other way. And confidence will adapt. So that might be easier if you need to look at a big wide table, e.g. like you have here. If we turn back, then we go back and just look at one more page to give you a better example of how things are shown. If we go to the disgrace display screen equipment page, you can see that all of these attachments aren't immediately shown where I've embedded a PDF which obviously are normal confidence page. You can just scroll through it. You have to actually tap to load. And then once it's loaded, I'll ask you to tap again to display. So just give it a few seconds and then we had to View. And then we can actually see the PDF embedded. Obviously it's a bit slower than it would be on a computer, but it still displays pretty well, which is quite nice. So we've looked at a couple of page examples. Now, if we actually did want to create a page on the fly, I'd recommend that you go two spaces and then say we wanted to create a page in the company policies space. You can see here that we have the plus to add either a sub page to any of these pages or you can add a page to the company policies space by clicking on the plus next two pages here. Then say we want to call this company policies mobile upload just for the sake of argument, and then put some test content here. Now, obviously you can change permissions with the padlock. In our case, we'll just leave it public, then we can just click publish it we actually wanted to publish. And that will publish the page just as you would be able to do from your computer. So obviously are more restricted in what you can do from your phone. But if you do need to publish some notes or e.g. upload images from your phone, then that's quite easy to do on the go. So one final thing to mention on here is that it's quite useful to change the push notifications that you get on your mobile. So you're not receiving all the notifications you might not want. E.g. you can go to the settings by clicking on your name up here. And then you can see the current site you're on. And then you can actually edit the push notifications here. So if I wanted to, I could change it to activity for me. That's kind of the one I normally use. Or we can even set a custom type and then you can determine which things you want to get notified for or not. Okay? So one final thing to mention actually is that there is a setting here to alter a lot after 2 min of inactivity, I'd suggest that you turn this setting on because it's quite good for this kind of security of any information, especially if you have confidential information your site, Then just in case anything goes wrong, your phone is stolen, e.g. then someone won't be able to access that information, which is a good security measure. Cool. So that's pretty much it for confidence for mobile. I suggest you go and download the app and explore the functionality so you get familiar with it. And we'll see you in the next lecture. 29. [3.17]: Section 3 Recap: Okay, so once again, well done for finishing section three. And let's again have a quick recap of what we've learned in this section. We started off this section by looking at collaborative editing, how you can best make use of confluence with your team. Then we covered what I consider to be the most useful and most oftenly used macros, which hopefully you'll find will help you to make content-rich pages. Then we looked at tasks, actions, and notifications, which build on the collaborative side of confluence. Before leading nicely into comments, I how to comment on someone else's confidence page without editing it. Then we touched briefly on how to export pages before finishing this section with confidence for mobile. And although this was quite self-explanatory, I find that quite a lot of people don't actually know about this. And it's a very useful feature if you're often needing to access information when you're away from your desk. Great, So thanks again for watching this section. I hope you found it useful. And next we'll move on to section four, which is advanced Confluence features. 30. [4.1]: Advanced Confluence Section Overview: Welcome to the section for Overview. Section four is advanced confluence, and this section is perfect for you if either you just come from finishing the previous section or you are an existing conference administrator. First off, we'll cover advanced features within confidence. This includes being able to track page history and view changes, as well as using an app to embed live editable documents. We'll then move on to the different functionality that exists for the three different administrator types within Confluence, which I'll go into more detail on in just a second. First off, in the space admin section, we'll cover how to edit existing templates, create a brand new templates, managed labels, and also look at space settings. In the product admin section, we'll cover how to look at global settings as well as managing apps. And then finally, when we wanted the highest level of confidence administrator, which is the organization administrator. In this subsection, we will look at the Atlassian administration dashboard, as well as managing user groups and access rights. 31. [4.2]: Types of Confluence User: So as I mentioned, there's different types of user access rights within Confluence, which depend on the type of user a person is. At the very basic level, there is a guest or you're a person who has been granted access to confluence for a certain period of time or to a certain page. The next level is a user, and this makes up the vast majority of people within an organization use Confluence. One level above this is the space administrator. And although this is not really a type of administrative per se, it's a user that is being granted administrative privileges for a specific space. One level above this is the product administrator or a fully-fledged administrator. This person has access to administrate all the functionality within the product E, confluence. And finally, at the highest level is the organization administrator. And this person has all the access of the other types of user groups, as well as the ability to administrate other products within the organization. Not just limited to Confluence, it could be other Atlassian products as well. It's important to note that if you create your own site, you will be by default and organization administrator. To fully understand confluence from the perspective of other types of users, it's really helpful to create an additional user and then only grant them certain levels of access as the example requires. Great. So now that we have an understanding of the different types of user within confluence, let's jump into this section. 32. [4.3]: Page History (Compare Versions): One were useful feature and Confluence is being able to compare the version history of a page. So you can actually track what's changed at each point that a page is being published is really useful if you're collaborating on a page with another person, another team member hops. And you can see what edits have been made. And you can just keep a log of what's happening on the page. The way to do this is you go to the page and you go to page history. And as you can see, it will show the different versions that have been published. And then you'll be able to compare between these versions. So e.g. here we have current version three, which is the latest published version. You can see when the version was published, who published it and the status of that point. And then you can also go to restore, if you wanted to restore a page back to how it was before. But the useful feature is when you can compare. So e.g. if I take version three and then compare that against version one, it will give me basically diff between the two pages. If you're familiar with other comparison features in other software programs, it's the same format. So if a line has been added, e.g. as shown in green, The removed will be in red and any formatting change will be in blue. So if we go back to the page and we make significant change, e.g. if we add the page and then we add e.g. say we deleted this, deleted the image there, and then we publish it. Now if I go back to page history, you'll be able to say and then compare the first version four. Or you could even compare version four with version three before I made this change, capacitated versions. And it will show you that this section has changed. Now there are some limitations to this. E.g. you saw when I delete the image, it doesn't show the image is being removed. But I can still know that I deleted that image and a previously published version. So if I wanted to then restore the image, I could click on, restore on this version. Click Okay, I'll revert the page and then the image would reappear. So this is quite a useful feature. So you can basically go back to any page or the point that it's published. If somebody's got to change or if you need to revert a change, then it's very good to know. 33. [4.4]: Embedding Live Editable Documents: One piece of functionality that I'm often asked about when I introduce people to confluence is being able to have live editable documents such as Excel files embedded into Confluence page so that you can actually edit the file and then just save the file rather than having to download it, change it, save it, re-upload it to confluence. Now this is impossible with the built-in functionality, but you can use an app called Team files to achieve this. Show you exactly how this works in this lecture. Now, bear in mind, you will need a site admin privileges to do this because you'll need to install the app. And it's possible that your organization may not want to do so. You can have a very strict privacy policy. But e.g. if you are a sadness tragedy, you think this will be useful feature, then you can allow people to actually use the application. So anyway, I'll show you exactly how this works now. So you install this app called Team files, which will then be shown here. And I won't go through the app installation process. It's a fairly standard as we've come dry labs. But then when you come up to this, basically any page and you can see under the apps bar, you go to Tim files here. And then the first thing is you have to connect a file storage location. So any files that you upload aren't actually stored in confidence they're stored by this third party storage. So you can use any of these, e.g. if you already have one drug with the company or Dropbox, I'm going to use Google Drive because I already have this setup. So you just click on Google Drive and then it will load Google's interface asking you if you want to connect the two things, you have to accept any privacy implications. So I'll choose this account here. And you say that you allow it. This means they can access your folders. So now you can see that I'm in the Google Drive and I can choose which of these folders to have as the base folder. So we'll use this folder here, which I've called shared with confidence such as the new folder created. Connect this. Once it's connected, you should be able to see the different files within shared with confidence. So in here you can see e.g. I've created some files, just for an example. Now say I have a new file or an Excel document that I want to embed in one of these pages. Let's say e.g. we are embedding a budget, a monthly budget of the company. So we won't actually do it in the company policy space. We will go to a different space and do virtual spaces, will go to the operation space. And then we'll have a new page for company budget. And this will be an Excel file that will track the current budget of where we're at for the month e.g. so you just use the macro. You search for files. And then it will ask you which file you want to choose. Now as we've added a folder and Lucy, the shelf components folder is shown here. And then we could choose a file. But in our instance, I want to actually upload a new file from my local machine. So click on that. And then this is the file monthly company budget. So we'll just upload the file. Now remember this is being uploaded to the Google Drive or whatever service you connected to team files. So this isn't actually stored on confluence. So now it's on the Google Drive and I can click this. And then you'll see the live preview here. What the fire will actually look like. This. They take a minute to load, but as soon as it does that you get, you see, you'll be able to interact with the Excel file as if it was just native. So then we can do insert. And this will insert that new file. So we could say e.g. March budget. And then you can imagine you can have other budgets for different months. You'd have more wedged down here, et cetera, et cetera. So now that's imbedded, we just click publish. And once it's published, you'll see the file here will be you can expand it. And then it will display. So you can interact with it. But you can't edit it at the moment. But you can interact with it as if it was a normal, regular Excel file. And the way to actually edit it, Let's click obviously on the Edit button. And this will redirect you to the file. So if it's an Excel file, it will use the Excel editor. So now I can actually make changes to this. So it just for the sake of argument, if I was to make this title read, then it's automatically saved within the editor, so don't even need to save it. You can see that I'm editing as Lucy Jones. And I can literally just close this tab. And at the moment you see the title is don't read, but then if I refresh the page, the changes will be shown. So this is a really nice way of being able to edit files directly within confluence. And like I say, it's doesn't have native support, but you can use the team files. There you go. See that monthly budget shown in red. Here. The team falls out in just completely free for my number of users. If you're under ten users, this is still free. So you can try it for free. And if you find it useful, obviously you buy it when you have more users. You can also format the interface. So e.g. you could have go full width. And then if you publish that even imagine that especially will be much more interactive. And it's quite nice that it defaults to having it collapsed. Because this means that it's obviously doesn't take up too much room in the page. So you mentioned if you have multiple budgets, you'd have multiple of these documents, then when you expand it, you can access the entire document quite easy. If you use the preview button, then that will make a version of it. And as you can see now we're in preview mode. So you can't, you can't edit it still, but now you can view the spreadsheet. You can see functionality. So just as a reminder, you can achieve a similar thing with embedding an Excel document in a page with the confluence standard embed function like we described in earlier in the course. But this means that you can edit the document lives. So this is easiest if you're collaborating with other people on document e.g. then you might want to use Team files so that you can do live editing. 34. [4.5]: Editing Templates: It's finally time to talk about how to edit and create a brand new templates within conference. Now as we've seen, templates for an integral part to the workflow and make it much quicker to create dynamic and content rich pages. So it stands to reason that you'd want to be able to create your own templates or an existing ones. Now there's two ways to do this. You can do this at a global level if you're a site administrator. Or you can do this at a space level. If you're a space administrator. As you can imagine, global templates are available in all spaces, but templates created in one space are only available in that space. So quickly show you if you're a site administrator how to do it. And then we'll go into details of how to do actually as if you're a space as administrator. So if your assignments try to go to settings, and then you'd go to global templates, blueprints. And here you can see all the blueprints that exists now. Blueprints are the templates of templates. The compliments is provided so you can edit any one of these blueprints to create your own template. As you can see, I've created an edited version of this template, which is now my new template. You can't rename it, but you will be able to see how we can change, how it'll be obvious as you would want to is that if you want to make a global template, but more likely you'll be a space administrator. We will have space administrative access. So the best way to create a template for space is to go to the space where you intend to create a template, e.g. operations. And then if you go to space settings on the left-hand side, once you're here, you can go to templates. Now, here you can obviously use the pre-existing blueprints and you can then create templates with these. So first of all, we'll cover how to edit an existing one, and then we'll go over how to actually create a brand new app from scratch. So e.g. let's say you wanted to create slightly different meeting notes template. So we can start with the meeting notes blueprint that confidence provide. But e.g. if you find that you don't actually use some of these features and they're annoying your wrist leading them might be useful to have a template that is actually suitable for your use. So e.g. here on this meeting notes, I find that normally is not useful to list the goals then only emitted. So I just say we wanted to create this streamlined version of this template. Let's say also find time is not very useful on discussion topics. And he's a presenter because you tag the people in the meeting up here, and then there'll be in the meeting already. So maybe this is a good example of how you want your template to look. So it's quite simple. We just met a couple of changes. Now, one thing to note as you're going through this is there's several elements, so templates that aren't in normal pages, and these include variables. So e.g. what you see here, this blue box here is a variable. So you can use built-in parameters, the pages, e.g. current date laws into which will show the current date, the date, and then also document owner, which you will always be the document owner. Now you can create new variables should you wish, and we'll cover that when we create our own template. But for now, let's just note that those are variables. The other thing to note is that you can have placeholder text. So this type your action, use act to assign someone is placeholder text. And you could do the same here. And then, so e.g. if you want to be able to provide more context, you could do a placeholder tag. Then you could say, remember, Super Bowl content. And if you click Enter, that will then become placeholder text. So as you can imagine, this text isn't shown when you actually preview the page, but it just is shown when somebody is creating a document from a template and that helps them to remember to do something specific. So now the final thing to mention is labels. So if you're on the page anywhere I go and set the add labels. So at the moment, you can see that there are no labels here. Say that we wanted a label called meeting notes to be added to each of these meeting notes pages so that you could then filter by meeting its pages. Remember, we talked about labels. So you could then close that. And any document that is made from this template will now have that label attached to it, which is quite useful functionality. Okay, so say that we are happy with our meeting notes. And we can call this new meeting notes. And we can save this. And now that will be saved as a template. Now you can see that we've actually edited the meeting notes template. And you can see here you can either reset it due to default or editor and you can't change the name. So this means that when you go and add a page and operations in the same space where you created the template. If you just search for meeting notes to this template will now be updated template. And you can see that our updates are reflected in the template, which is really useful. Now, if you wanted to change the template and have it as a new option, say e.g. streamline meeting notes, you'd have to actually copy the content of the template into a completely new template. So e.g. if I wanted to copy this content, I could edit this. And then on the page you just control a, control C copy. All of that, has all this. And now I can create a new template. And then simply paste content in here. And then we can call this streamlined notes. Save that. And then we add music creates template, streamline meeting notes. Now you can also add a description here. So we can say, use this for quick meeting. Say that. Now if I go and add a page here and say I close this, go to create a new page. Now you may have to refresh the page if you've just created the template and you haven't changed the page you're on. But now we can search for streamline meeting notes. As you can see, this will be our meeting note here. Now you may have. 35. [4.6]: Creating New Templates: Okay, so now that we've covered how to edit existing templates, we're going to cover how to create a brand new template from scratch. So for this example, let's say that the company has scheme whereby people can put forward proposals for internal projects that would help the company in some way. And we've been tasked with creating a form that anyone who wants to put forward one of these proposals should fill out. So we're going to call it an improvement project request form. Now you may notice that I've already created this page here is for a new IPR, which we're calling the improvement project request. So if I go here, you'll see I've said please use the button below to create a new idea. So when you press this button that we're going to add at the end of the lecture. It will automatically create a brand new page I, a project request from the template that we're about to make now. Okay, so to start with, we need to make the template in the first place. So I'm in a new space now the project space, because this is going to be a product request form. So if you go to space settings and then you go to templates, you'll be able to create a new template. This button here. We're going to call it IP or for improvement project request form. Because obviously when you're making a template, It's important to think about the end user and how they will interact with the template. To make the template as useful as possible and not actually require any more information than necessary. So to begin with, we will create a table and we will remove the header row. And then we'll have just two columns. And we will have project title. And then we'll have the project requests to here and the resource requested. And if you remember, we can actually include placeholder text. So this will be texts that is seen as you're creating the page from the template. But once he published the page, this text will go away. So you just go right, right slash place with placeholder text. And it will say who is requesting the project plus Enter. And then on the resource requested, we'll also do some placeholder text. I will say. And it's just basically prompting the end-user to fill in the form as we want them to. Okay, so now this is kinda the heading of the template. And then we'll cover some questions on why this project would be useful and exactly what it will entail. So one thing that can be useful here is to create a variable. Now, a variable, as you can imagine, is just an element that stores a piece of text. And then we'll repeat it throughout the page whenever the variable is used. So here we might want to create a variable for the project title. So once you've created your variable, you just click on it. Click Edit, and you can choose the name. And then you can choose what type of variable it will be. So in our case, I'll just be text and we'll call it project underscore. So now whenever we want to repeat the name of the product title that's only been entered once. We can just include this in the headings. So e.g. if we'd had a question which was, why will this project benefit consulting them? Then we can just copy this and paste it into the heading like this. And then as soon as this has been populated, this also populate and headache. So then we'll do the same thing here for some more titles. A few more questions. Then we will just copy this into the appropriate place in the heading. And then the same thing here. And then we might want some placeholder text here just to provide some context on what the question is actually asking. The same thing with these other two questions. So you get the idea. So now one other thing that is very useful is you can actually embed macros within the template. So in this case, we're going to have the proposed project timeline. And then we'll use the roadmap macro as we've done before. We can do roadmap plan. And let's say that we want to just have a very simple roadmap where we outlining the resource that whoever's present a project expected to use. We also want to have. The proposed project stopped. And then another marker for the proposed project end. And let's say that we assume is going to be around this time the projects can start. Same thing here. So then we can just dragging this and remember this is, we're making a template here, so we're not actually filling out any data, but we want people to be able to edit this. So we're going to say T1 or so. And then same thing here. We'll call this team to resource. So the idea here would be that whenever someone is filling this out, they can allocate how much resource they expect it to take from each team. Then obviously we can change the dates. So this is shown to say first of October. And those are fine. So now we can insert this here. And it won't show up at the template stage, but any settings that you apply to the macro will be incorporated into the page. So e.g. will make this wide so that all fits on one page. Then we might finish the template with a proposed scope. One final bit of placeholder text. Okay, so now we've created our IPF warm and you'll see when in a minute we actually go and create a new page based on this form. What happens with these variables is it will prompt you to enter the onset of the variable and then automatically fill in for the rest of the variables. So if we save this now, then here we go. So we're going to end up by having a button here that we can click to create a page from this template we just made. But you can obviously also just create a new page and base it on the template. So if we create this page now, if you do wish to edit the template, you can just go back to the user created templates. Click on Edit. So for instance, now say we forgot to add a label. We're going to now add a label to this template so we can add labels and then we can just use a new label. We're gonna go IPR. We can have this. Now. Any page that is created when the user clicks on that button will have the label IPR in it, which means it's very powerful and you can easily search for these IPR forms. So now I will say this again. When you're creating templates and you're adding a new one, you may need to refresh the page to so-called Fluent loads. The template was just created, just depends how long it was since you created it. So now we're going to just show you how to add a page based on this template. So we can search for on a PR here. Click on PR form. And as you can see, it will shop with an information here saying that use template uses variables. So here we'll put the project title. Let's say just for random example, we're talking about AI assisted copyrighting. And this is the someone's idea for a new project. So now as you can see as I fill this in, it fills out all the variables throughout the page. And as soon as I create the page, the project timeline macro will show up. And then I'm obviously able to edit this as I wish that I can make it full width or edited or whatever is necessary. So then you can even publish the page. And as you can imagine, all of this placeholder texts will disappear. And obviously the idea is that here somebody would create an app of whoever is required. And then you can say projects team. And then they'd obviously fill in some information on here. When they published page, you'd have to enter a page title. So here we'll say ai, said copywriting, Publish. Now as you can see, we've created a new project request. Obviously, we're placeholder text has disappeared and it's only been replaced with the information that we've had it in. And then as you can see at the bottom, it's already got the IPR label on it. Okay, So as I mentioned, that's one way to create the new page from the template is to just simply add a page as we've always done. But if I actually delete this page and then go to my new IPR request page that I showed you earlier. Now we can use the Create From Template macro, which is a very powerful microbe within confidence. So as always, we just do a forward slash create from Template. And here you can see that it'll have this button that you can use to create from a specific template. So the user-generated ones right at the bottom you can click on the new form we made here, and then the title of the page. So you can actually have variables within the title. I find this really useful to have the current date variable. So that will mean that the title automatically start with the current date, meaning it's easy to search for these requests by date. And then obviously the Space key will be the current space unless you change the space that you want. And in this button here, we don't have to have the standard grade from template tags, but we can say create new PAE P r, which is our improvement project request. So if we save that, see you have this button here. Create new IPR. You can publish this. And now whenever anyone wants to create one of these improvement project requests, so we have to do is come to the new IPR page. Click Create new IPR. And then as you can see in the title, it will start with the date. Then you're able to fill out the project. So we can say AI assisted copywriting. And if we do create, will now be able to edit the rest of the content on the page. And then we'd obviously just copy the title into here. And this is one limitation that you can't actually use variables from the template within a title, to slightly frustrating, but it's very easy to just copy the title and again, and as you can see, we could go ahead and edit all of this information now. And then we can publish the page. And as before, we've now created a new page based on a template simply by pressing a button. So this is a really useful way to be able to create a standard process for people to just go to a page and create a template for that page. So then the whole process has been streamlined and standardized. 36. [4.7]: Managing Labels: Okay, So we've talked about labels before. But in this lecture we're going to talk about how to manage labels and to use labels to your advantage if you are a space administrator. So for this example, we've come back to the IT space and we've gone to the homepage. So just an overview is the same thing as taking on here. This is the same thing, basically the homepage. So now we're going to include a macro within the homepage to help people navigate to pages by label. So if we search for label, we can actually use this labels list macro, which will list out all of the labels used within the space. And you can change this on the right-hand side. So if not specified, it will restrict to the current space. If you want to, you could exclude labels. So e.g. this for retrospective is just based on the template. So I can just exclude that. And then it would only list the ones that I've created and want to see. So this is one good way of listing the labels available. But another good way is to use an actual heatmap which shows which labels are most popular within the space. And from there, people can then search for any content based on those labels. So for this macro, we just use the popular levels macro. And then this displays it as a list at the moment, but you can also change the style to heatmap. And then it will obviously increase the size of labels that are used more commonly. Then in this macros case, it doesn't restrict it to this space unless we select the current space. So now it will only have labels within the current space that are arranged alphabetically left to right, but also by size in terms of which are most popular. So I find this very useful macro and we can say something like, here's a list of the most popular labels in the space. And then we publish the page. You'll be able to see that any person that comes to the IT homepage can now see into the knee which labels are most popular. And then e.g. if we click on IT, you'll be able to navigate to any content that is tagged with that label very quickly and easily. And here it will show the different Naples, the different pieces of content have. So this is a really powerful and useful way of navigating quickly within the space and is a good example of managing the labels in a space. And another use of this is that you can then see if there's any duplicate labels. Essentially it should be replaced. And it's a good way to keep on top of the label management. So this is normally assigned to this space odor. There are normally in charge of managing the labels used within the space to make sure that they all make sense. And they follow a structured labeling system to better enable everyone to navigate much more quickly and collaborate easier. 37. [4.8]: Space Settings: In this lecture, we'll talk about space settings. And as we've mentioned, there's really three levels of permissions. Global emissions, which is the top level of all of confluence space permissions, which is permissions granted at each space level, and then page restrictions, which is individual pages, and who's allowed to view those. So any person who is a space administrator is able to change the space permissions and to change some other features of the space. Now, by default, any competence user is space administrator of their own personal space. So this is a very good example of how to restrict the content in your personal space so that other people can't see it. Now of course, there's always an exception to this in that anyone who is a organization administrator or a product administrator or a competent administrator, they will always able to rehab themselves to space missions. So essentially, anything you put in your personal space is never completely private, except that you're obviously trust that your administrators aren't going to randomly go into battle space and look at the content. So we'll cover that shortly. But essentially, we'll start by looking at the different things that you can do as a space of Illustrator. So I'm logged in as now, if I go to my personal space, depending on if you are a Space Administration or not, when you go to space settings, you will see a different amount of content. So as an hour, if I go here, I see all just gone in here. But if I change and I go to Lucy and I go to no taco space. And then I go to the space settings. You'll see that there's far fewer things I can do here. If I try and do something like look at the restrictive pages, it'll tell me and I'll add to as Noah, with different categories of things you could do and we won't go through every single one of them. Some of them are fairly self-explanatory, but some useful ones you might want to do include to manage the space. You can see and choose what shows up in the sidebar. So e.g. if we're using the blog, then you'll see that blog will be there. If we remove it, we might not need it. You could also remove the overview tab because clicking the top button basically does the same thing. And you can review access to calendars and analytics. So up to you whether you want to read those or not. And then if we go, this basically all these tabs here are all the different features that you can do and under the managed space category. So you can obviously archive the space and then ask you if you want to do so. You can delete a space. So if you delete a space, it's not the same as deleting a page. In the deleting the space immediately deletes everything and you won't be able to recover them. Even an administrator is not able to recover it if you deleted space. You can also explore the space. So you can choose how you would like to do this, different options. If you export it as an XML, then you are able to re-import that somewhere, e.g. into a different conference site. But you can only do so if you are a site administrator, nice spaces Illustrator. So you can export as a space administrative, you can't import unless you are a organization of this tracer or product administrator. So then you can also look at the content statuses. So you can set the default state says that you want here. So e.g. we can choose to create, we can allow people to create custom ones, or I can only choose them as a space administrator here, e.g. we could create a new status, almost finished or something like peer reviewed. And then everyone is able to access this status when choosing a status on the page. Or if I don't want people to use them at all, then you can just turn everything off. So those are some options don't want to do under managed space. Then some further things you can do is the look and feel. So I won't go through all these again, but this is where you would edit your templates as we've talked about. You can change the themes, or you can do adding a header and footer, or you can do here, which means that any page within the space will have this header and footer. We'll talk about why you want to do this at a global level. Are you all grew confluence in all the spaces, but sometimes useful to have copyright written on there somewhere. So you might want to do that. Then. Also, one of the most important things you're able to do is to manage the space permissions. So if I go to managed space permissions, and this is logged in as Noah on my personal space. Here I can see all of the different user groups or individual users that are able to access my space. So as we talked about earlier, there's really different levels of user groups. So you have users which is a standard user, confidence admins. This is a product administrator, so it condenses the product and administrator or confidence administrator. So these people are able to basically have higher privileges than a general user. And then there is a site administrator, which is the same thing as an organization administrator. So both of these are different categories of administrators. The organization or site administrator is the highest level. So they're able to do everything that a confluence admin can do. And more. And then obviously a communist able to do more than a couple of music can do. Here we can see that at the moment, all confidence admins and all confidence users are able to access this site. Now the space for that. So if I don't want that to happen because I want it to be my personal space that is genuinely personal. I can simply go through and unselect. So you can do select tool and then unselect all of the different categories of permissions. And you can obviously imagine what these do. So whether people are allowed to add pages, archive, delete pages, or add comments at attachments, et cetera, et cetera. So I could unselect all of these, and then the same here, and the same here. And then if I go to Save All, you'll see that now all of those groups access has been deleted. So now we're left with individual users. So at the moment it's no talker and Lucy Jones. And then these are some specific users access rights for applications. We don't really need to worry about if we edit permissions here. And I don't want to lose you to be able to access my site anymore. It might my space anymore. De-select all of that and then save all. Now, the only person who is able to access this as it stands is myself. Now remember, as we talked about, a product or organization administrator can always add themselves back into these groups, but by default they won't be able to access it. And as a space administrator, you'll always be able to see who is in here. So if you delete every one and then they add themselves back in, you'll know that they want access to your space again, then you'll be able to log that basically. Now, to give you an example, if I was Lucy and if I search for it, it works out. And actually, if I reload and then try and search for it, you'll see it doesn't even show up as a space anymore. And he shows up. Notice how the person. So this means that you can create a space that is completely hidden that no one even knows about. And that's of course they have higher level administrative rights to new. Now let's say e.g. we want to grant only one person access to this space. So you can grant individual groups if you already can grow on groups access or anyone within that group has access. Or we can grant access to an individual user. So we can go and edit permissions. Let's say we want only Lucy to be able to access this space. I can just search for Lucy. Here. Add. This means that now Lucy will be able to see the space and by default she's only able to view. But then I can choose exactly which is able to do with its base. So let's say we do everything apart from admin. And then we save. Now Admin has the same rights as a space of Illustrator. Basically, you're making Lucy and I suppose administrator if you do an admin. So now this means that Lucy will be able to see this base again so we can literally refresh and it will find the space. Now, let's say that as Lucy, who is only a user, I go into this space, I've been granted access to, but I'm not space administrator of so I can go and create a page. And we'll call this just for the sake of argument, Lucy's restricted page. Now, if I set the restrictions on this page to only specific people can view and only Lucy Jones can view or edit and apply this. This is where it becomes interesting because I've been granted access to this space, but I am not especially administrative, but I've created a restricted page within that space. So now if we go back to know who is his best administrator, you'll be able to see if I reload this. I can't by default see the page that's been made because obviously it's restricted. But one of the things I can do is a space administrator is go to space settings. Then look at restricted pages. As you can see here, it will list the page, Lucy's restricted page. But still if I click on it to go find it, it'll tell me that I'm not able to view this. So I can obviously request access from Lucy and then she can either granted me or not. So if I click this, it will send her an email to ask for access. But another thing I can do as a space administrator is actually remove the restrictions on this page. So although I can't view it automatically, what I can do is remove restrictions. So e.g. I. Can remove the view restrictions on the page. And this means that I can now see the page here. If I wanted to, I can also edit. The edit restrictions, could go out of the page. Now obviously this means that as a space administrator, you have quiet significant rights within your space as you can literally remove restrictions on people's restricted content that they put in the space. So it's quite powerful being a space administrator. And by default, when you create the space, you are a space administrators. So anyone is the space administrator of their personal space. And if they create a new space, if your organization settings allow you to do so, then you will also become the space administrator of that space. 38. [4.9]: Global Settings: Okay, So the next level of administrator, or the first real proper level of administrator is the product administrator. Also known as confidence administrative because in our case, confidence is the product. So this gives you some more permissions and ability to do more settings that happen at a global level. So all over the product or the site. In order to access these, you can see we have access to this cold care settings, otherwise not accessible if you are not a product. So you can see here there's a lot of different configuration that it's possible to do when you go through a few of the most useful ones. Obviously, there's a lot of content here. So that's something we already mentioned earlier is the global templates. So here's where you can make templates at a global level a across all spaces. And you can only do this if you're pregnant is tracer. Another thing you might want to do is to add a header and footer and header or footer to every page on the site. So you can do this if you go to the header and footer under the global level. So this is for the look and feel, but it's for the whole product basically. You can also do things like change the color scheme, change the defaults base logo, and a few other aesthetic things here. Now there's some other things you can do under administration, e.g. you can import a space. So as you remember it under the space IT admin section we talked about you can explore space. This is where you'll be able to import it. You can also import a site. So if you click on here, it will ask you where to impose forms is where you can import an entire conference psi, a backup site. Now another thing you can do as a product admin is you can look at different security options. So e.g. you can look at the space permissions and you can change the default base permission when somebody creates a new space. So this is when someone adds a space. These user groups will be assigned to these permissions and you can change this here if you want to. Another thing that's very useful as you can look at the individuals based permissions as an overview. So e.g. I. Could look at the different missions for any space, let's say the IoT space, and then you click on it. Most permissions. And it will just take you straight to the space permissions setting within the space. So it's just a nice way of jumping to the different spatial missions space. Then another different than you could do is manage the global permissions. So on this menu, on the left-hand side, you can also under security, change the global permissions. Now, the global missions is a different category of permissions, which is permissions that apply at a product level. So here you can see the different user groups which we have confidence admins are either product admin, and then we have the site admin, which is basically the organization admin. And then we have the competence user. So this is really useful place to change the permissions for what these different user groups can do. E.g. if you didn't want any normal users have a personal space, you could just edit this and then uncheck this here. And if you want to remove the ability for people to create a space which some organizations do as often people at random space is not really understanding what it's doing. Then you can untick this and then we'll be able to do that. So you might be thinking, well, how do I actually assign different people into these different groups? Because you can see different people are in these different groups at the moment. Now, you can't do this unless you are an organization admin, so an organ admin. So that would be by clicking the managed groups here. But if I do this now it won't allow me as I don't have permission because I'm only a product admin. So you can see that that is the highest level of permission possible, which we'll get to in the next section. 39. [4.10]: Managing Apps: One of the you do as a product administrator, easy can manage the apps that are available within confluence. So as we saw earlier, apps are a way to extend the stock confidence functionality by installing a third party application. So you can view these from the top bar here. Normally if you're only a normal user, you'll be able to browse the apps, but you won't be able to manage or Vue app requests. So this is where you can go to the marketplace basically. And as you would have on the App Store or Google Play Store, you can literally choose any of these apps that will plug into confidence and do add vast array functionality depending on what the app is. So someone's that I find a very useful start with Jordan IO, which is actually here. So this is a very good app for creating diagrams and white boards, which we've covered in section five of this course. Some other ones you might want to look at are if you are a technology company that uses math equations, then you might want to use to format your equations really nicely. And another one which we looked at is team files. This app will let you do basically integrate actual live. So you can edit the live document within the confidence page. So this means you don't have to download the document, edit the document, save it, and then re-upload it compliments. You can actually edit it with incontinence, which is a very, very powerful feature. So as I mentioned, if you go to apps, you can go to View App requests. This is where if any user has requested an app that they're not able to obviously install, then it will show up here and it will show a reason because they have to enter a reason as to why that might be useful. So they could obviously just message you, but then you will be able to review them here. And it's quite useful way to review which apps being requested by the users. Another thing you can do is you can manage apps. So here you'll be able to see the different billing information for the different applications that are installed. E.g. here, if I expand this, it will show me some more details and application. And you can also remove applications from here as well. So e.g. I. Can configure the app and I can uninstall it after you cancel the trial. But basically, you can manage the subscription and cancel it. You can see some more information about the app here. 40. [4.11]: Atlassian Administration Overview: Okay, so now we've come to the final level of administrator access, which is the organization administrator or administrator. And this used to be known as a site administrator as well. So if you see a site administrator's group, that's the same thing as an organized straighter. So this means that you have the option to go to the administration panel here. Whereas the regular user would only see confluence. A administrator can click on administration here. This takes you to the basically Atlassian administration. So you see it's admin dot Alaska and.com. And here you can see the different products that are registered for this organization. So in the organization is obviously named here, so our company consulting them. And you can see that the only product registered is confluence and then the plan as well here. So there's some useful things that you can do here and that you will therefore need to do as an organ Illustrator, the person who sets up confluence is by default and all good administrator as well because there needs to be one. Then compliments. The first thing you can do, and probably the most useful is you can assign users to different groups. So here you can see these are all the users of the site or even the organization. And you can assign different users access to different things. So e.g. if we click on Lucy, we are able to sign, access different products. So confluences the product here. And you can choose the role that they play within that product. So obviously there's three roles. There's the user, the guest, or the product, admin. And then you can also, if you want to make them an organization admin. So you do that by clicking here and then assign organization role. The other thing you can do is to add them to a group. So in this case you can see Lucy is a simple confidence user. But if I wanted to, I could add her to a group and then choose the group. So if I wanted to make a product administrator, I click this. I wanted to make her an organization administrator. I click this one here. And you can also add different groups to do different things, different customer groups, which we'll cover shortly, just in a second. So this is how you can assign the user to the product, choose what role they have within that product. And then also assign them to groups, which is essentially doing the same thing as this, but just in a slightly different way. And then remember if you want to make them an organization administrator, then you can assign here. There's also some other tasks you can do. As an administrator, you can remove the user, you can suspend the access or you can prompt a reset password if you think that this I'm actually with the account. So now we're going to cover how you would create a group. So if you can see here on the directory you have users or groups, you can click on Groups. And then these are all the different groups that exist so far within confidence, as you can see, I've created one called migrate, but you can easily create a new group. You could call it e.g. space admins. And then we can assign somebody, e.g. Tim, to this group. And if you want to, you can add a description, create a group. And now, as you can see here, this user here has been suspended, which I'll show you in a minute. And you can read the details from the group if you want to. But if I click on the account, you can also restore the access. Now if we return to our groups, will see that we have the space admins group here. I click on the Show Details. It'll show me that there's one user item is logged in as a space in this new grid we've made. So now if we return to actually add access to the product, so what is evil? They have no product axis. And we can add them as a product admin or user. So in this case, we'll add them as a user. This means they have now user rights within compliments. So why this is useful is you can basically grouped together lots of different people that might need specific access requirements. E.g. if we have a space that is private or restricted, you could grant access to that space only to the people who are in the space admins. So you could use this so that in your global settings, if you set the default space access setting as anyone within the space admins group, as being a space administrator on all new spaces were being met. Anyone within this group, I'm Tim. Whenever a new space is created, Tim is automatically a space administrator, regardless of who creates the space. That's quite a neat way of being able to assign special permissions and stuff to different people. And you can do the same thing, e.g. if you wanted only three or four people to be able to access or interview or certain space. You could say a new group for view HR space. So there's obviously two ways about this. You can either grant individual people access to a space. So if it's only one space, e.g. like the HR space, and you want to attempt to have access, you could obviously go within the HR space and then just grant them access. If there is a group of people who regularly need access to different spaces, it would make sense to make a group of them a year. One of these groups here, e.g. space access group or something, then you clump all those people within that group. And you could just grant access to the group to that space instead of individually having to go through each face and granting each user access to the space. Now, if this sounds a bit complicated, don't worry. If you are actually an admin and you're using this feature very soon makes sense when you start using it. So one of the thing that's very important to know is that there is a special group, the confidence Admins group. Now, this group has the ability to override the access of a specific page. So if there is a restriction on a page that someone has created, a user within the confidence Admins group has the ability to override this and the user will be notified. So I've ever made the page and we made it private will be notified. And they will also the access will be shown in the audit log. But this is quite useful, e.g. if somebody leaves the company or if you need to perform an audit on somebody's page which they have made restricted access. So as an example of this, because no taco is an organization admin, you can see that by looking site and then you'll see that narrower as a member here. It has org admin here. That means that you're able to add yourself to the administrators, the confidence administrative group. So because I've added myself because I'm wrong amount of Abbott, I'm a default member of this coupling Admins group. So this means that if I were to go to restricted page e.g. this page, Lucy is restricted page here that as you can see, she has set it to only herself has access. If I copy this URL, I go to it from this user. Now, it'll say the default, you don't have access, you can request it, but it will also give you the option to use an admin key. So because you are a site admin or an organization I'd been, you can do view now anyway with the key. This means you can actually look at the page and it'll tell you that you're using an admin key. So because curiously overriding someone's restrictions they put in place, this will notify them via email. He able to see who has access to it and for how long and what account. But basically you are able to break the page restriction. And then if you stop using the computer, it will timeout after a few minutes for security reasons. And you can actually then connect stop by using the admin key. And when you're in this mode, you can basically see all the restricted pages here. So you can also be all ones in red that are as the restricted, but you can still view them. And then as soon as you're done, you should stop using the public key. So as I mentioned, doing this will be shown in the audit log. So if I go to administration and then go to security, you can go to audit log here. So really the confidence administrators group is a super user group. Some organizations will choose not to use the group because obviously it grants the ability to be able to access all the content even if it is restricted. So it depends on the organization and how you decide to use this. You don't have to use the group if you don't want to. You could remove everyone from the conference Admins group. But it's important to remember that the, it's always possible for an organization admin to re-add themselves to the group. 41. [4.12]: User Access Management: One final thing I'm going to show you in this lecture is how to control the access rights. As an organization admin, access is how people are able to obviously get onto the compliment site. So this includes whether people are allowed to invite people or not. So if you go to, if you're an Atlassian administration and you go to products and you go to use it access settings. And here you can choose if the user is able to invite people. So by default, confidence allows any user to invite anyone else. But it's probably more likely you'll want to change this to require admin approval. Which means that anytime a user tries to invite someone else, then an administrator will have to actually approve this. And an invitation link is also an option. You share an invitation link, then you don't need to have an approval. So e.g. if I create this, I can actually change this link, copy it. And because it's got a unique identifier here, then they would need ministerial approval. Services, bypasses that and they can regenerate link if you want to. Which means that that link will stop working and then seriously off and also not working again. So that means that the invite link will be disabled. You can also choose to allow users with approved email domains to request access. So if somebody has got a domain, e.g. at consulting.com, then they would be able to request access. In the same vein, you can control who has access. So if you go to directory again, you can see which users have access at the moment and you can actually remove them so you can suspend access. This is not permanently revoking vase. You can see it says access revoked until you choose to do something else here, Tim or no, no longer have access. But if I go to e.g. confluence users, then you can see that Tim is actually still there, but as accounts being suspended. So if you want to, you can remove the member from the group and they will fully not be able to access. But you can also go on to Tim. And then you can restore access by clicking here. This means that term will not have access again as it was before. You can see that he's part of the confidence users group. 42. [4.13]: Section 4 Recap: Okay, so once again, well done for making it to the end of another section. Let's quickly recap what we learned in section four. We started off by looking at some advanced features of confidence. For these, you don't necessarily have to be an admin, although they are quite advanced, so they fit into this section of the course. We then moved on to confluence for a space administrators. And we mentioned that although this is not strictly a type of administrator, they have been granted special admin privileges for a specific space and therefore belong in this section. Thirdly, we looked at conference for product admins and we talked about how this is likely the most widely seen type of admin. And finally, we looked at compliments for organization administrators. We mentioned how this is actually the highest level of possible administrators settings, meaning that you can explore all of the functionality that confidence has to offer. Okay, so thanks again for watching. I hope you found this session useful. And next up we'll move on to the final section, which is Section five, how to use the app drawer dot io. 43. [5.1]: Draw.io Section Overview: Welcome to the section five overview. Section five is the draw dot IO section. And this is an optional section in which we'll learn how to use an app that integrates with inter confidence to create effortless and organic looking diagrams. First off, we'll introduce the application draw dot io and cover how to add it to your confidence site, as well as how to interact with the interface. Then we'll look at using a board versus a diagram, why you would want to choose either type and what the different functionality suites of both include. We'll then move on to using Sketch. This is a really nice way to create organic looking diagrams that look similar to as if a person had drawn them on a whiteboard rather than to a program had made them. Then we'll cover how to use templates. This is a really useful feature, matches how confluence has a preexisting templates to help you to speed up your workflow. Draw dot IO does a similar thing. And this is also really helpful when you're trying to decide how to best lay out your diagram in the first place. You can browse the preexisting templates and see what might suit best. Finally, we move on to importing and exporting diagrams. Why you'd want to do so. And the different formats that you can use to then be able to either re-import them into another drawer dot io instance elsewhere, or to export them e.g. as a PDF. Great, So let's jump into this section. 44. [5.2]: Draw.io Introduction: Support is drawn, well, is an application that is embedded within confluence and allows you to draw these kind of diagrams. So as you can see, it is like a macro embedded in the page. This in itself is an application that's just all the conflicts. So you can open, you can zoom in, move it around, et cetera. And as you can see, this is a diagram here, which is then embedded in the page. And if I do click on edit, that takes me to the drawing interface. This is the diagram drawing interface. So as you can see, we have a canvas that we can move around. And then there's different menus. Menu on the left is resources. So e.g. you can choose which of these are sharing, but it's the basic elements you'd expect. So shapes. Or there's also a more advanced elements, such as tables, icons, arrows, et cetera, et cetera. And then on the right hand side, it's the former editor. So it's all the formatting options you expect you can choose to pave size, and you can choose style or diagram. So basically you can format this as you would expect to be able to do. Want to note that you also have different pages here so you can insert page and add another layer. And then you have this top menu bar at the top, which is useful for things like arranging, e.g. you can bring things forward and backwards. If I click on like on that, I can arrange this. I can arrange the order. Has any editor you will be able to expect. Then obviously you can change what you view up here. So before we jump into actually editing and making a diagram, I just want to talk about how you start the process. So if I'm on a new page and I wish to insert diagram, I have to edit the page. And then as soon as you're editing, you can see this is what you see when you're in edit mode. And then you can just do full slash. As we'll cover. You can choose a diagram or a board, or you can embed an existing diagram. So the difference between these two things is that if you embed a diagram, you're essentially inserting a copy of something that is hosted on another page. Then if you delete that page, the original diagram is deleted and this copy will also be deleted. So even though you might be inserting a diagram that is also around the page, if you want the two things to be independent, you would do insert, you insert a new drawing, a diagram, and then you could choose to insert it from these recent ones, e.g. this one here. Or you can choose from a template as we'll cover shortly. But if you want genuinely making your first diagram, then you would just do this. Insert a new draw a diagram. 45. [5.3]: Installing the App: So when it comes to installing applications, the easiest way to do this is to go to the navigation bar at the top apps and then go to find new apps. So in this case we're looking for job search drawer. Then we'll say that the first type becomes up. And as you can probably tell us, good quality reviews. That's because it's a very good application. Now, as we using Confluence free, then this will be free as well. Now as you can see here, if you're not an administrator, you get this message here saying what this outlet you I've been know why. So I could do this and then submit the request. But when I actually do is jump into Noah who isn't in illustrator. And then we'll be able to do it straight away. So as you can see now, I will note as confluence. And if I go to apps again, nice, you have more options here. This is because this is an administrator account and we'll cover, we have covered exactly what that means in the advanced section of the course. So if you want to refer back to that, you can essentially we're just going to go and do the same thing. So find new apps. And it's actually shown here as a staff pick. Then we do try it free. And because again, we're using the free components, then this will be expected to be zero pounds. So it's actually free for us anyway, even if the free trial has ended, it's still free, which is pretty good deal. So now you can see that it says it's been added, says a success, and you can choose to configure our marriage certification, both of which we've covered in the advanced section of the course. So now we're gonna go ahead and get started. So this will bring you to the welcome page where it has some help and support. But then actually what we'll do is we'll just go ahead and jump in and start using the abstract way. 46. [5.4]: Speedy Diagrams: So one of the main useful things about dryer is how quick it is. So if we go to Insert new diagram here, and then we start with a blank diagram, click Create. And then say we wanted to create an organizational chart. Very simple organisational chart for the business. You can insert obviously rectangle. You can type within the rectangle like that. And the beauty is you can use these quick flow so you can automatically do e.g. CTO at that. And then if you select both things and hold Control and drag it across, and you can copy that very simply and easily. Let's say that we have CFO, the CFO. And then the same if we wanted to add a new one below, this could be head of product, e.g. and then here you could do exactly the same. And this could be finance. So as you can see, it's really quick and really easy to create. Very standardized, nice-looking diagrams by using the quick flow or the click to connect and clone. So you can also obviously choose different shapes if you wanted to. You could have a board of directors. And then you can choose to invert the arrows, e.g. here. So here I have the line end. Line n could be none. And then the line connection or the lines start even could be alright, going that way. So it's very, very quick and easy to edit these kind of diagrams that would otherwise take quite a long time to make. So one of the nice feature for making things really quick is that you can choose between these pre-agreed styles. So for boxes e.g. you could choose these pretty good cause. And you don't spend ages choosing different colors. Because it will basically just choose some palettes that will work well together with each other. So again, it's just a way of making things really quick and easy to make good-looking. Turing's essentially. 47. [5.5]: Sketch: Now my favorite feature about dry air is actually the sketch feature. So as you can see here, we've created quite a formal looking diagram which moves his will in this scenario. But you can actually very quickly make the whole diagram look as if it has been sketched by a person. Just by clicking sketch. If you see we do that. It makes the border line drawing. You can do this easily because sketches applicable to all elements. So you can do the whole thing and then just click Sketch. And now you can see that if we change the style of these boxes, it will appear even more sketched. So this kind of line drawing coloring, which are either really neat, There's something much more appealing about it being a bit more human drawn rather than an absolutely perfect thing that makes the diagram much more intuitive. So in our case now we can actually publish this and if you want, you can obviously choose a name for your diagram. But this would be our organization chart to begin with. 48. [5.6]: Using Templates: Another really useful feature is that you can use pre-existing templates, as I've talked about recently. So these provide a vast array of different templates that can be really useful for visualizing your data. So e.g. if we create a new drawing or diagram, you're presented with the interface here where you can choose either to start from a recent diagram or to create a new diagram from list templates. And I find this especially useful when you're first conceptualizing how best to lay out your diagram. You can browse through these templates and look at the different options of how the data will be presented. So some really useful ones include the flowcharts if you have a process that you need to document. And then there's also other ones like more graphical type 1's Venn diagrams, pretty much everything you can think of. They have a template for it. So let's say e.g. that we've been tasked with making process diagram for purchasing for the company. So we could obviously start with one of these flowcharts, e.g. like this. And then it's really very quick to go in and start editing all the data as we see fit. So e.g. might have something along the lines of need to make a purchase request and then there is a limit on how expensive us miss. If it's not too expensive, you can buy it. Otherwise. If you have a credit account with the supplier, then you were able to go through the purchase request form. And if not, then you might need to have a special procurement process. So as you can see, it's very, very quick and easy to change these fields and create quite a neat looking process from an existing template. Obviously, you could change any of these texts as well. So this could be yes-no. If you wanted, you could add more. Very easy to add extra elements here. So we can add our rounded rectangle on the side here and extend this. And they could have more conditions here. But we'll just leave it as it is to begin with. So then we can publish that. And that's an example of how we do use the templates within Goryeo to create useful and easy to make diagrams. 49. [5.7]: Importing and Exporting Diagrams: So one final feature of drawing diagrams is that you can actually export and import them not only as just images or PDFs, but you can also export them as natural dye, the diagram themselves. So for the sake of argument, let's say that I needed to create a new purchasing process. And you've 2033. And I'm just going to show you how it's possible to export this diagram that we created and then import it into a new diagram here. So if I edit diagram, you'll see that on the top, you can do File and then Export As. So. Obviously you can export it as a PNG or JPEG. So standard images, well, we can actually export it as XML and you don't have to decompress. You can just click export. And then you can rename this XML. And we can download that. And now that is actually export it as an XML files. To lose this, you obviously still wouldn't lose the exported file. So then I can publish this. And then in the new one, we can get out of the page. Once it's loaded, we will just insert a new diagram. You can see actually when you load it here, you obviously you could do it from the recent. But say, say we went for a blank diagram. And then we can do File Import From a new device. And then on your recent diagrams, you just open up. And as you can see, we've now imported it from a file. So that's one other useful way of transferring either between platforms or between confidence instances. 50. [5.8]: Section 5 Recap: Okay, so congratulations for making it to the very end of the course. Let's quickly recap what we learned in Section five. This section was an optional section in which we covered the application draw dot IO, which I find is very useful to make diagrams to quickly and effectively convey ideas and concepts. We started off by introducing the application before looking at the difference between a board and a diagram. We then looked at the sketch feature, which helps you to make very organic and human-like diagrams. Before looking at using templates to quickly and effectively make low effort but well-presented diagrams. Finally, we looked at importing and exporting diagrams, which you might have found useful if you want to save your diagrams or use them elsewhere. So as always, thank you for watching. I hope you found this session useful and I'll see you in the next lecture. 51. Bonus lecture: Congratulations for making it to the very end of the 2023 confluence crash course. I sincerely hope that you've enjoyed the course and that you've drawn some value from it, and that you're now a confidence expert. So I'd like to leave you with a parting gift, which is a small tip that I've started using over the past couple of years. And that is that you can actually use Confluence for your own personal life admin as well as your work. I started by creating a compliment site that I use to store all my documents that I don't want to lose. The need to keep track of e.g. test certificates or bank statements or anything that people send you, which is still not in digital form. You can photograph it and upload it to confluence very easily, but using the app. And then any digital documents you can also add to the pages. I find this is extremely useful to be able to keep track and search for any documents that I need. And I don't worry about deleting a folder accidentally or losing a piece of paper. So finally, I really appreciate it if you have drawn any value from this course, if you could actually leave us with a review, I've got some more courses in the works. And it would be really useful for me to be able to get any feedback that you may have. So that'll help me towards developing new courses. Thank you very much and I hope to see you in another course.