Using Confluence whiteboards for embedded diagramming

When, why, and how to incorporate diagrams in pages

Having whiteboards and pages both as content types within Confluence makes using them together a seamless experience. No more using different tools or disconnected systems that force you to recreate diagrams from scratch or copy and paste them from one place to another, risking all your previous formatting work. 

Embedding a whiteboard with a diagram into a Confluence page means you always have the precise visual exactly where you want it. Even better, any changes made to the original diagram in the whiteboard will automatically update wherever else it’s shared. You can even customize what part of a whiteboard diagram you embed by linking to a section or individual object.

Here are some instances when leveraging whiteboard diagrams in pages is particularly useful:

Diagramming flows

Whiteboard diagrams are great for building flowcharts. Flowcharts can visually represent a wide range of processes, workflows, and concepts. Diagramming these flows shows how they work and breaks down all the steps involved and how they’re connected.

Building project plans

Project management plans can be elaborate and complex with many moving parts. Diagrams help conceptualize and organize them into manageable, easily digestible pieces. Some examples of diagrams you can integrate into project planning documents include:

• Project timelines outlining the order and designated timeframes of key project milestones and outputs
• Project scope diagrams breaking down all the individual elements and their owners

Developing marketing strategies

Diagrams are helpful in representing audience research, customer journeys, campaign timelines, and more. Here are some examples of incorporating diagrams in marketing strategy documents:

• Marketing funnel diagrams connecting different campaigns and initiatives with each stage of the funnel
• Customer persona diagrams outlining the demographics, behaviors, needs, and pain points of your target audience
• Campaign timeline diagrams breaking down different tasks into a schedule

The key features and benefits of whiteboard diagrams in pages

Knowing how to link and then embed a whiteboard into a Confluence page is the key to successfully adding diagrams into your collaborative workflows. To embed an entire Confluence whiteboard with a diagram into a page, simply copy the whiteboard’s URL and paste it as a link wherever you want it on your page. Confluence will automatically transform the link into an embedded view of your whiteboard.

For embedding a specific part of your diagram in a whiteboard, you’ll need to copy either the section or object link. From your whiteboard, simply right-click on the section, shape, line, or sticky and select “copy link to object.” Then paste that URL into your Confluence page your whiteboard embed, already zoomed in on the section or object you wanted.

Improved collaboration

Whiteboards let everyone working on a project contribute, update, and interact with diagrams. Multiple team members can edit and expand on diagrams in real time. You can also add comments to diagrams or specific sections of diagrams to ask questions, make clarifications, and tag co-workers who need to be aware of relevant information and issues.

Synced updates

When you link a diagram from whiteboards in a page, it will always be up-to-date. Any edits or updates made to the diagram will automatically be updated wherever else it is embedded.

Easily create and share different variations of diagrams

When developing complex ideas or processes, you often need to create multiple variations of a diagram to represent different states over time. Traditional diagramming tools might save copies or clone the original diagram. You might later realize something was missing in the original version, leading to a frustrating process of making changes while trying to keep all versions in sync.

With whiteboards, you can create and manage multiple versions of your diagrams within the same expansive canvas. You can zoom out for a bird’s-eye view of all your diagrams, then zoom in to work on specific versions. This approach allows you to have different states or variations side-by-side, making comparing and refining them easier. You can copy separate links for each version, allowing you to share specific diagrams in your documents without confusion.

Centralized and scalable source for diagrams

Whiteboards let you maintain a centralized and scalable source for all your project’s diagrams. In other tools, you might have multiple files for different diagrams, which can become challenging to manage and share. Whiteboards provide a single, flexible surface that can hold all your project’s diagrams in one place.

Whiteboards keep your work organized and make it easier to scale. As your project evolves, you can continue adding to the same canvas without worrying about running out of space or losing track of different versions. Your diagrams and other whiteboard content can scale right along with your project.

Turn ideas into actionable plans

By integrating Confluence whiteboard diagrams into your Confluence pages, you not only enhance and clarify them, but also create a living source of truth for your projects. The ability to update diagrams in real time, share specific sections, and manage multiple versions in one platform ensures continuous team alignment as your projects evolve.

With Confluence, your diagrams aren’t just static images — they’re dynamic components of your strategic toolkit. Try whiteboards today to start upleveling your diagrams in Confluence.