Create a new extranet space

An extranet is a space which is protected by the Space Privacy - Extranet for Confluence app.

Within an extranet space, Confluence users and external users can work together.

To create a new extranet space, click on the Settings button in the dashboard header.

Then, click on the Create Space button.

In the now open dialogue, select Extranet Space.

Enter the space name, space key (the abbreviation used in the URL → your-confluence.com/display/XYZ/page-name) and assign extranet space & user managers.

Extranet manager roles explained

Extranet space managers

These users can administer the new extranet space. Creators of an extranet space automatically become extranet space managers.

Extranet space managers have all permissions of a regular space administrator, but can additionally assign users and groups and change their permission roles.

Confluence administrators have these rights by default and do not need this extra role assignment.

Extranet user managers

Extranet user managers are allowed to add users and set defined permission roles.

Extranet user managers can see all other users within a system. They have no access to regular space administration.

What are user roles?

When you assign a user or group to an extranet space, you must specify user roles. The permissions set by the administrator are linked to this role. You can create up to five user roles with different sets of permissions.

The boxes/checks represent the permissions. If boxes are checked, the user receives those permissions (as long as they received the role).

Define user roles

Navigate to Confluence administration → Space Privacy → Roles & Permissions → User Roles.

Click on the Edit button at the bottom of the page.

Enter the name of a role and activate the Enabled checkbox if you wish to activate the role.

Activate the checkboxes according to the permissions you want to give said user role.

Finally, click on the Save button.

Add users and groups to an extranet space

To add users and groups to your extranet space, navigate to the Extranet Users tab within the Space Tools.

Under the Users tab, you can assign users to your extranet space.

Enter the username and select a permission role for the user.

Optional: If you want to inform a newly added user that they have access to your extranet space now, activate the Send welcome email to the new user and inform about the access to this space checkbox.

Then, click on the Add button. The user is now part of your extranet space.

You can set the language of the email your newly assigned user will receive. This option appears after you activate the Send welcome email to the new user and inform about the access to this space checkbox.

To preview what the message will look like, click on the "welcome email" link.

Adding groups work in the same way. Navigate to Space Tools → Extranet Users → Groups to add groups to your extranet space.

Extranet User Managers are not able to assign groups to an extranet space, because space administration rights are required.

Create user (optional)

If you have configured the Space Privacy - Extranet for Confluence app appropriately, you can create new users. To do so, you need the privileges of an Extranet Space Manager or an Extranet User Manager within your current extranet space.

Navigate to Space Tools → Extranet Users → Create User.

Enter the username for the new user. Then, select a predefined permission role.

Enter the Full Name of the user and their email address.

Optional: To send a welcome message, activate the Send welcome email to the new user and inform about the access to this space checkbox.

Set up the password

Enter the password yourself

Make sure that the Send an email to the user you have just created, which will allow them to set up their password checkbox is inactive. 

A new fields will appear, where you can enter the password for the user account yourself.

Let the user choose their password

Activate the Send an email to the user you have just created, which will allow them to set up their password checkbox.

The user will receive an email with the option to setup their own password.

Users can set their own password...

...or you can enter a password for them.

Manage extranet administrators

To assign a new Extranet Space Manager or Extranet User Manager for the current extranet space, you can select users or groups in the Admin Roles tab. Here you can also delete existing extranet managers.

Navigate to Space Tools → Extranet Users → Admin Roles.

To add a new Extranet Space Manager, enter the username within the text area next to "Extranet Space Manager" field. Click on the Add button.

To add a new Extranet User Manager, enter the username within the text area next to "Extranet User Manager" field. Click on the Add button.

To delete an existing extranet manager, click on the delete button  next to the user.

Extranet users are limited to their assigned extranet space and can not see users or share content outside of that space. Extranet users can only interact with other extranet users (i.e. search, mention) if they are assigned to the same extranet space. Read the visibility guide for detailed information about "who can see who".

The extranet user's information will be blocked or filtered for other extranet users, unless they share a space and other requirements are met.

The requirements: The user A can view the user B if the user A...

• ...is assigned to at least one extranet space AND
• is not a user or space manager in at least one extranet space AND
• is not a Confluence administrator AND
• shares the extranet space with the user they are trying to view or contact (see how to configure visibility).

The following extranet functions are controlled by Space Privacy for Confluence:

• Full search & quick search
• Mentions
• User directory
• Accessing a user profile via the browser
• Sharing function

The following functions and apps are disabled by Space Privacy for Confluence:

• Confluence Onboarding Plugin (Welcome Action)
• Label summary

Supported apps:

• Custom User Profiles
  • Individual User List
  • Individual User Search
• Team Calendars (currently removed from search results)
• Refined Theme

List of all currently supported macros:

• Activity Stream
• Blog Post
• Content by label
• Content by user
• Contributors
• Contributors Summary
• Global Reports
• Live Search
• Network
• Recently Updated Dashboard (limited) *
• Recently Updated
• Task Report
• User Profile
• User list
• Labels List
• Popular Labels
• Profile picture
• Recently Used Labels
• Related Labels
• Search Results

* We recommend not to use the macro as it might show changes in personal spaces of hidden users, any other changes are filtered