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3 ways to boost your Confluence with the use of page and space templates

Why do you need content management in Confluence?

The answer is easy: So that you have the right content in the right place, save time and get the most out of the tool! 

Atlassian Confluence exponentially grows from the moment the first user starts creating content. If you want it to be the tool it was designed for, an up-to-date, real-time collaboration platform, your content needs to be managed, eventually. Confluence is designed to be used with many different Spaces that help organize and categorize content. Following Atlassian's own advice, you should create spaces for everything as every type of content your organization creates needs a proper home. A Confluence space is simply the best way to organize pages into meaningful high-level content categories.

You can be a huge help in organizing and maintaining Confluence from the start. One helpful approach is to prepare standard content for re-use. In this blog post, we will focus on three ways to achieve this. Confluence Cloud is supported here by Space Tools Pro for Confluence, which adds enhancements to make this kind of content management possible and effortless. We found the following 3 practices very useful to prepare and organize our content in Confluence Cloud: 

  • Starting to work with space templates 
  • Preparing page tree templates
  • Working with page templates in general
Image: a woman holding a page

Prepare space templates and simply copy them

Atlassian Confluence does offer a fantastic amount of more than 80 different templates for pages and every use case you can imagine for teams and other kinds of content. But it falls short in offering the same variety for spaces.

It only equips you with a few ready-to-use space templates you can't modify. So how do you going to cater to different needs for your teams? You see that there's a lot of room for templates, be it for different teams ranging from HR to developers or for larger ongoing projects. Repurposing helps create a structure that everyone can get familiar with and allows users to find the relevant information where they expect to see it.

Image: a lightbulb

The challenge is that Confluence Cloud does not offer the possibility to simply create space templates. But with Space Tools Pro, you get the option to easily create and use your own space templates. Space Tools Pro's space navigator lets you create spaces on the fly and prepare the hierarchy and pages you need. And when it's time to create a new space - simply copy the template space.

It's easy here to create and copy spaces on the fly while keeping an eye on your content from this centralized view. In contrast to the content tools in the space administration, you can access multiple spaces simultaneously. If you like to already enhance your pages with attachments and labels for reporting in macros, you can simply take over this content. Or decide to select only specific parts of your template space. To make sure no one can edit your template content, use page restrictions on those parts of the page tree. You can deselect and so remove these page restrictions during the copy process. 

With this approach, you can create new spaces based on your templates within a few clicks and keep maintenance low.

Prepare page hierarchies and copy the page trees

Maintaining multiple spaces for templates is not what you might need. Scale the approach down and prepare multiple page hierarchies and keep them safe in your Confluence space, personal space, or any place hidden by restrictions.

Image: a lightbulb

It may be easier for you to maintain this kind of structure and work with page restrictions than having multiple spaces and managing access and permissions for every one of them. As soon as you set up a template page tree, re-using it is the same process. Copy them to the desired destination and decide in the process what information to keep or remove - namely attachments, labels, restrictions.

Select your template page tree in the space navigator or even drag and drag copied pages to a different space. Another advantage of this and the following approach is that no one needs to be a Confluence or space administrator to be involved!

Prepare page templates

Even with the wide selection of templates in Confluence, it is common that you will create your own page templates. Do you have your very own designed meeting minutes? Or the summary of your next release? Maybe even a marketing plan for the next event. We're not talking about space page templates or global templates in this context. Managing and editing these always requires additional permissions as a space or site administrator. But with this approach, you can make prepared content easily accessible to all users and even make it easier to collaborate on it.

Image: a lightbulb

These templates can be for very different purposes, and you probably don't maintain them in the same hierarchy or page tree. Simply copying a page tree won't do it here, and manually creating or copying every page is tedious. There's a straightforward solution to this. The pages don't have to be in the same hierarchy to be copied. Any selection of pages, even from multiple spaces, can be copied to a single new place in your Confluence within the space navigator of Space Tools Pro. And the good thing is, the same features apply here. Keep restrictions, labels, attachments, etc.

With a few clicks, you fill a space with your template pages. To avoid duplicate page names causing errors, consider adding a prefix to the newly copied pages.

Image: Space Tools Pro logo on a cloud

Take your content management to the next level

These three approaches and Space Tools Pro help you prepare content for repurposing and easily manage content in your instance from a single central place accessible everywhere and for everyone. Start your free trial today and let us know on our social media channels how you manage your content in Confluence!

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Written by
Max F├Ârster

Image: A picture of the author Max Foerster 



Decadis AG
Viktoriastra├če 15
56068 Koblenz

Tel: +49 261 96373 0

E-Mail: info@decadis.de