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Explanation of the concept

The content lifecycle concept covers how the content in the intranet will be kept up-to-date. To regularly review content, we recommend the app Archiving Plugin for Confluence, which can automatically check each Confluence space according to pre-set rules, for content freshness (time-based testing). It does not check the content for semantic relevance.

In this session, you will define the content lifecycle for global content, as well as content in different spaces, and assign responsibility to people within your organization.

Add-on information

Options

Basic information

  • Each Confluence space can have its own configuration.
  • An archive space is provided for each space. That means: pages are not deleted, they are archived.
  • Archive spaces are excluded from the search by default. You can choose to search within an archive space. However, archive spaces may be accessible by administrators only.
  • Page archiving can be done automatically based on configuration parameters, or manually.
  • You can include a reason for archiving a page when you do it manually.
  • You can differentiate pages which are out-of-date, and those which will be archived. You can mark pages as out-of-date without them being immediately archived. The person responsible for the page can be notified, and can check and/or update the content if necessary.
  • There is an overview in the Administration of all spaces and their out-of-date pages.
  • Spaces can be specifically removed from the archival process. For example, particularly important spaces with relatively static content, or long-lived content should always remain visible.
  • Individual pages or entire page trees can be archived.

Lifecycle options

  • There are three "triggers" (page view, page edit, page archived), that can be activated for each space.
  • You can set the times individually when the triggers should occur.
  • Each trigger can force an action.

Trigger - Page view tracking

When you activate this trigger, you can set how many days without a page view after which the page is marked as "not-viewed". When this condition is met, the following actions can be performed:

  • Notify the page creator
  • Notify the most recent editor
  • Notify the space administrator
  • Notify the space creator
  • Notify a specific person (supervisor)

Trigger - Page expiration tracking

When you activate this trigger, you can set after how many days without being edited a page should be marked as "expired". Or, you can add a label to a page at any time manually, which sets this status. When this condition is met, the following actions can be performed:

  • Notify the page creator
  • Notify the most recent editor
  • Notify the space administrator
  • Notify the space creator
  • Notify a specific person (supervisor)

Trigger - Page archiving

You can set a rule for a page to be marked as "archived" when one or both of the statuses "expired" or "not-viewed" exist for that page. For example, a page should be "archived" when it has not been viewed for x-days as well as not edited for y-days. You can also set this "archived" status manually at any time on a page. When this condition is met, the following actions can be performed.

  • Notify the page creator
  • Notify the most recent editor
  • Notify the space administrator
  • Notify the space creator
  • Notify a specific person (supervisor)

Archival process

The archival process may use one of three different strategies:

  1. Copy and Trash: This replicating strategy copies the pages to the archive space, and trashes them in the original space.
  2. Move: This replicating strategy moves the pages to the archive space. (This is the default strategy.)
  3. Trash: This strategy simply trashes the pages. (This strategy does not create an archive space.)

You can configure the archival to be done automatically, or do it manually.

Workshop results

At the end of this session, you should have the following tables filled out, covering the content lifecycle for both global content and content in all spaces as defined in the structure workshop.

Space

Global

Space A

Space BSpace C...

Archiving

(tick), (error)

    

Scheduled

(tick), (error)

    
 

Page View Tracking

Not viewed for

Number of days

    

(tick), (error)

    

(tick), (error)

    

(tick), (error)

    

(tick), (error)

    

Name

    
 

Page Expiration Tracking

Not updated forNumber of days    

or labeled with

Label(s)    
Notify author(tick), (error)    
Notify last modifier(tick), (error)    
Notify space administrators(tick), (error)    
Notify space creator(tick), (error)    
Notify supervisorName    
 
Page Archiving
Not viewed forNumber of days    
and/orand/or    
not updated forNumber of days    
or labeled withLabel(s)    
Notify author(tick), (error)    
Notify last modifier(tick), (error)    
Notify space administrators(tick), (error)    
Notify space creator(tick), (error)    
Notify supervisorName    
 
Archiving strategycopy & trash/move/trash    
Archiver userautomatic/name    
Hide archive space(tick), (error)    
Archiving reason required(tick), (error)    

Further functionality: Monitoring

Browsing and following the page status

When all Configurations are in place, there are certain ways to check the status of individual pages or page trees in a space. 
Viewing the Content Quality Statistics 
This is the most comprehensive view you can get of all content in your Confluence instance. 
It gives you insights on content status on a space level, space group level and globally. 

 

Viewing the status of pages in a space 

The space status browser gives you an overview for an individual space. You can reach information like last update dates, last viewed dates together with user names. 

 

Viewing the page status 

The page status indicator sits on top of every page and gives you quick info on the current status of the page. By expanding the indicator, more info appears about who viewed or edited the page and when. 

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