Best Practices for Committee and Subcommittee Chairs Using Confluence

Pages inherit the permission settings of parent pages. It is best practice to always create your new pages as a “child page” of your existing page. That way your new page will inherit the same permission settings. For example, if you are creating a new Meeting Agenda for the E-Resources Subcommittee, you should navigate to the E-Resources Subcommittee page in the left hand navigation menu and use the plus sign next to the Subcommittee title in the menu to create a new child page.

Committee and Subcommittee Chairs are directed to include all work of the committee in the Committee Pages assigned to them in Confluence. This includes meeting minutes, working documents and links to any external documentation the committee needs to do its work. Meeting schedules and format will be at the discretion of the Chair.

To restrict who can view or edit a page or blog post:

1. Choose the Restrictions  icon at the top of the page.

2. Choose whether you just want to limit only who can Edit, or who can View and / or Edit.

3. Enter users or groups then click Add to add them to the list. 
   If you chose Viewing and Editing restricted you can further specify for each person or group whether they can edit or just view the page. 

4. Apply the restrictions.

Learn more: https://confluence.atlassian.com/doc/page-restrictions-139414.html

You can use the Share option in Confluence to email people a link to your page or blog post. This is a great way to invite your team to collaborate or to share information with a large group of people.

When you use this Share option, you can share your document by email directly from Confluence, or copy the link to your document and share it via your own email or other messaging tool.

Learn more: https://support.atlassian.com/confluence-cloud/docs/share-a-page-or-blog-post/

When you upload a file, such as an image or document, Confluence attaches it to the current page. 

You can then display the file on the page as a link or an image, or you can use a macro to embed it in the page. 

There are three ways to attach a file to a page you are editing:

• Drag the file directly onto the page. 

• Click the Files & images icon in the toolbar, and upload a file.

• Type “/file”, select the Files & images macro, and upload a file.

Learn more: https://support.atlassian.com/confluence-cloud/docs/upload-a-file/

You can export a single page or blog post as a PDF or Word document. If you've got permission to view the page in Confluence, you'll be able to export it in this way; go to the page and choose  (Tools) > Export to PDF or Export to Word. Only published content is exported.

Learn more: https://confluence.atlassian.com/doc/export-content-to-word-pdf-html-and-xml-139475.html

By default, Confluence will assign you as a watcher of any page or blog post that you create or edit. This behavior is called 'autowatch'. Confluence will send you a notification email whenever anyone updates your watched content.

You'll receive email notifications for:

• Page / blog post edits (unless the author clears the 'Notify watchers' check box).

• Deletions.

• Attachments, including new versions or deletions of an existing attachment.

• Comments, including new comments or deletions of existing comments.

The 'Watches' page in your user profile displays a list of all pages and spaces you are currently watching.

To manage your watches:

1. Choose your profile picture at top right of the screen, then choose Settings.

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2. Find the Watches tab in your profile settings page.

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3. Choose Stop Watching for any unwanted spaces or pages.

Communication is vital to the success of the Subcommittees, and the expectations for communication are outlined below:

• Participate in relevant communication activities such as email, listservs, webinars, file sharing, surveys, and workshops related to the implementation.

• Provide updates as appropriate at ISC meetings.

• Communicate draft versions of documentation (e.g., policies, workflows, manuals) via established communication channels to Library Representatives for feedback and decision-making.

• Post meeting minutes and final versions of documentation (e.g. policies, workflows, manuals) to the collaborative space and distribute via established communications channels to all stakeholders.