Przechowywanie i śledzenie dokumentów z Confluence
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Document storage and tracking are fundamental if you have multiple departments that work remotely. These capabilities directly impact the security and privacy of your organization, your customers, and your vendors.
According to Forrester, 72% of organizations use a mix of paper documents and digital processes, while 13% of organizations that are more digitally mature use only digital processes. Regardless of your company's document tracking processes, you need to make sure your file management practices are keeping your vulnerable data secure.
Whether you’re looking to give your inconsistent or outdated documentation practices a makeover or you want to be able to efficiently transfer knowledge when onboarding new employees, Confluence has you covered. Discover document storage and document tracking solutions and tips from Confluence.
Control who can access documents
Your cross-functional team deals with tons of project documents within their workflow. From contracts to proposals to creative briefs and strategies, your team accesses a variety of important and confidential information daily. You need to control who can store, view, and edit these documents. And with Confluence, you can do just that.
When you use page restrictions and permissions, you can control who gets access to your Confluence spaces, pages, and any embedded files or attached documents. But page restrictions are different from permissions.
- Page restrictions: By default, Confluence pages are open for viewing and editing. But if you need to, you can restrict viewing, editing, or both. Admins can change restrictions at an individual page level or at a parent level, where the child pages will inherit those restrictions.
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Permissions: Permissions happen at the global or space level. Confluence admins assign site-wide global permissions. They cover things like whether a teammate can create a space or even log in. Space permissions determine access settings for different groups and individual users. They cover things like permissions to view, add, change, and delete content within a space.
Think of Confluence spaces like a house. You can give anyone a key to your front door (permissions), but that doesn’t necessarily mean they have access to all of the rooms within your house (page restrictions).
When using Confluence as your document tracking system, you may find yourself restricting a lot of pages for different users. You may need to lock up and secure documentation for HIPAA compliance or protect documents like budgets or employee reviews. If you find yourself setting a bunch of different restrictions for different page users in your document management system, you may want to consider creating a new space specifically for these sensitive files. Once you create a new restricted space, you can give permissions only to those stakeholders who need access to it rather than needing to restrict individual users.
User documentation
User documentation helps end users understand and utilize a product effectively. Examples include user manuals, tutorials, and how-to guides.
This documentation helps users navigate a product's features, equipping them with the knowledge to resolve common issues and maximize benefits.
Technical documentation
Technical documentation caters to developers and other technical stakeholders. It includes API documentation, software development kits, and code samples.
This documentation covers technical aspects and helps developers understand how to integrate and interact with a product. Clear technical documentation is crucial for smooth development and integration.
Process documentation
Process documentation outlines the workflows, policies, and procedures that guide product development. It includes workflows, internal documentation, and standard operating procedures.
This documentation ensures that every team member understands the steps and methodologies that shape product development, promoting consistency and efficiency. Effective process documentation is essential for any product manager who aims to ensure that their team follows their product development strategy precisely.
Reference documentation
Reference documentation provides quick access to essential information and troubleshooting resources. Examples include FAQs, glossaries, and troubleshooting guides.
This documentation helps users and support teams resolve common problems quickly. It enhances customer support and keeps essential information readily available.
Track document changes and revisions
With page history and page comparison views in Confluence, you get the best of document tracking along with an audit trail of page changes. The system also sends follow-up notifications to anyone watching the page.
Confluence page history allows you to track and compare changes and revisions between different page versions and lets you restore previous versions of the page if necessary. This level of version control not only gives you the power to view and make changes easily but also provides a level of transparency to everyone who has access to the page.
When viewing a specific version of a Confluence page, the following functions are available:
- Current version: View the newest version of the page.
- Compare with current: Compare differences between the newest version of the page and the page you’re viewing.
- Restore this version: Bring back the content of a previous version of the page.
- View page history: Look at the list of page revisions and versions.
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Previous and next: Look at the previous or next versions of pages.
Although it’s not possible to see individual changes made by each person permitted to a specific page, you can see the names of the people who have contributed to a particular version of a page.
Easily find what you’re looking for
Employees spend (see also: waste) 20% of their day searching for and gathering information, according to McKinsey. Time they could spend doing anything more productive.
One of Confluence’s key features is a built-in search function powered by Atlassian Intelligence (AI). AI search in Confluence does more than let users find relevant documentation. It learns from your organization. Unique project names or acronyms become part of the searchable database. And all of it can be kept as accessible or inaccessible as you like thanks to comprehensive permission-enabling.
When users search in Confluence, the platform looks for content in all workspaces (including personal spaces), space descriptions, personal profiles, mail, and pages. The search and tracking features also scan the content of some attached files, like PDFs, Microsoft Word documents, PowerPoint presentations, and Excel spreadsheets. The results users see are based on their individual Confluence permissions, so they’ll only see the content they’re allowed to.
Users can refine their search with interactive filters. They can search within and using the following parameters:
- Within a space: The space the team member is currently in will appear at the top by default, but users can find content within another space or list of spaces.
- By a specific person: The “contributor” filter lets users find content that’s modified—created, commented on, or updated—by individual people. When users start typing a username, Confluence will show possible results in real time.
- By content type: The “type” filter will only surface results that are specific content types, like pages, comments, user profiles, or blog posts.
- Within a set time frame: The “date” filter will only surface content that was last modified—created, commented on, or updated—within a specified period of time.
- With a specific label: The “label” filter will only surface content that has a particular label. To use this file tracking feature, team members can begin typing the label name and select from a list of potential matches.
Within a space category: Space admins are able to organize spaces into categories for teammate locations, subjects, and departments. Users can browse possible categories within the space directory or start typing a category name to find documents within a group of related spaces.
You can also use Confluence’s advanced search options to add more filters like date range, creator, title, or ancestor page. If you’re looking for a user-friendly document-tracking software solution, Confluence’s search function is a great place to start.
Conduct thorough research and gather information
Start by diving deep into the subject matter. Collect all relevant information about the product, including user personas, PRDs, and release notes. Engage with cross-functional teams to gather insights, ensuring a complete understanding of the product's features and functionalities.
Structure and organize content logically
Once you have all the information, organize it logically. Create an outline that flows naturally to make it easy for users to follow. Group related topics together. Use headings and subheadings to break the content into manageable sections.
Write drafts and iterate based on feedback
Begin drafting the documentation with a focus on clarity and simplicity. Use straightforward language and avoid jargon. After completing the draft, share it with team members and stakeholders for feedback. Use their input to refine the content, ensuring it addresses all potential user needs and questions.
Incorporate multimedia elements
Enhance the documentation with visual aids such as diagrams, screenshots, and videos. These elements clarify complex instructions and give users a more engaging experience. Visuals can also reduce text length and make the documentation more concise, which is helpful for product roadmaps.
Review and edit for clarity, accuracy, and consistency
Thoroughly review the documentation to ensure it is clear, accurate, and consistent. Check for outdated information, typos, and inconsistencies in terminology and formatting. Regularly update the documentation to reflect product changes, keeping it relevant and valuable for users.
Get a document tracking and storage tool that can do even more
Your company is dealing with many moving parts—individuals, groups, projects, and files—and you need a team workspace that can keep up. With Confluence, you get more than a knowledge and collaboration platform; you also get a holistic document tracking and storage tool.
Try Confluence today and discover how your choice in a document management system can help you protect your organization’s vulnerable data, save your team’s valuable time, and improve your company’s bottom line.
Get a document tracking and storage tool that can do even more
Your company is dealing with many moving parts—individuals, groups, projects, and files—and you need a team workspace that can keep up. With Confluence, you get more than a knowledge and collaboration platform; you also get a holistic document tracking and storage tool.
Try Confluence today and discover how your choice in a document management system can help you protect your organization’s vulnerable data, save your team’s valuable time, and improve your company’s bottom line.