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Below is a basic introduction to the Confluence Wiki.  In addition to the information below, you may also want to check out the Webinar, a series of videos demonstrating the use of Confluence, or the Confluence User Guide\
 

What is ...

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A Wiki is a website containing multiple pages that can be edited by multiple users on the Internet.  Access to view and edit these pages can be restricted.  A Wiki allows users to collaborate and share information.   

"Wiki" (/wi?ki?/) is a Hawaiian word for "fast." "Wiki Wiki" is a reduplication. "Wiki" can be expanded as "What I Know Is", but this is a backronym.

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Confluence is a simple and powerful wiki that allows groups or departments share information. It is organized into areas called spaces that contains contact pages, attachments and other types of content that can be viewed and edited by users.

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A Space is an area within Confluence, containing your wiki pages. You can think of each space as a sub-site, or mini-site, each with its own home page.

There are two type of spaces:

  • Global Spaces - these spaces contains content on any theme or topic of your choice
  • Personal Spaces - these spaces belong to particular users, and rather than being listed on the Dashboard, are available from the People Directory.
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The Dashboard is the home page of your Confluence wiki. It contains a list of all the spaces within your wiki, as well as a list of recently updated content. You can add spaces to your "My" favorite spaces - Dashboard Instructions

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You might consider using Confluence if you want to:

  • Collaboratively author or edit documents
  • Work on a project with people distributed across UCOP, the campuses or the world
  • Make information easily accessible on the web
  • Store departmental information and/or team documentation
  • Control who has access to your information
  • Manage revisions

In UCOP's pilot phase of Confluence, people requested spaces for a variety of purposes, including:

  • Managing UC-wide committees
  • Sharing information across a department
  • Sharing department policies
  • Communicating about UCOP-wide projects
  • Collaboratively drafting reports
  • And more!
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Limitations to Consider:

  • Confluence does not have unlimited storage capacity. If you expect to upload a significant number of large files (such as PowerPoints, images, videos, etc.) you might consider uploading those files to a file share, and then linking to those files from Confluence.
  • Using Confluence requires that people change their behavior. Not all individuals or groups are anxious to do this.
  • Users must remember a login and password (for restricted sites)
  • Formatting options are not as sophisticated as in other authoring programs, such as MS Word.
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An RSS feed is a format for delivering summaries of frequently updated web content. Confluence acts as an RSS reader for feeds from sites outside of Confluence. For more information on how to use RSS feeds, please consult the Confluence User Guide.  http://confluence.atlassian.com/display/CONF210/Working+with+RSS+Feeds

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SharePoint and a Wiki are substantially different solutions.

SharePoint's primary focus is as a document repository - a place for storing documents that have been authored, and will be edited offline. SharePoint provides collaboration services around this primary function, in the form of discussion groups, lists, and a website builder that allows you to join all these functions together into a web portal.

A wiki's primary focus is open collaboration. The strength of a wiki is that it provides a flexible, powerful way to organize all the information that never made it into Word documents. Pages are edited and linked to each other within the application much more easily than writing everything up officially in Word. Once written, pages are easily linked to each other to create a web of information that visitors can browse naturally, so in this way a wiki allows, even encourages people to share more effectively than a document repository.

Any wiki page can also host a discussion, or be used to store documents, or be used to provide portal-like integration with other services, or any combination of these things as the site requires. The big advantage of using wiki over traditional document management that it takes you away from the sharing libraries of Word documents and towards collaborating on a web of interlinked information.
SharePoint's strength is sharing Microsoft Office documents. It provides easy integration to allow you to check files out of the central server, edit them and then check them back in again which is a bit of a long process.

How do I ...

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If you have a UCOP email address, then you already have a Confluence account, your confluence user name and password will be the same as your email login ( example: jsmith ) and password.

If you are not a UCOP employee, please have the space administrator email techdesk@ucop.edu requesting an account for you.  

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Complete the Space Request Form with all the Required Information. http://www.ucop.edu/irc/services/wiki_request.html  Once this form is created, the information is then emailed to Techdesk.  You will receive a ticket indicating that we will begin working on your space.   Techdesk will usually create your space within three days if not sooner.  

Once your space is created, you will receive an email with a link to your space and instructions on how to set permissions on your space.  The email will also include any non-UCOP wiki accounts that have been created.   
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Please note:   Below are instructions on how to change your password if you aren't a UCOP employee.  If you are a UCOP employee, your login and password will be your AD login / password.  UCOP EMPLOYEES CANNOT CHANGE THEIR PASSWORD THROUGH THE "FORGOT PASSWORD LINK." 

  1. Login with your Confluence username and password
  2. Select Preferences from menu at the top right corner
  3. Select the Edit Profile tab
  4. Select Password under Your Profile
  5. Enter Current Password, New Password and New Password Confirmation
  6. Click Save
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Please note:   Below are instructions on how to change your password if you aren't a UCOP employee.  If you are a UCOP employee, your login and password will be your AD login / password.     

  1. Go to the login screen (http://confluence.ucop.edu/login.action)
  2. Select the "Forgot Password?" link
  3. Enter your username and your password will be sent to the email address saved in your profile.
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You will only see the spaces that you have access to in your Dashboard.  If you need access to a particular space, you must request access from the Space Administrator.  If you don't know who the space administrator is, please email techdesk@ucop.edu to find out.  

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Creating a page in Confluence is easy. You can create a page from anywhere within the site by clicking the 'Add Page' link located at the top of every page and beside the space link on the dashboard.

  • Click on the 'Add' drop down and click on page. This will bring up a new screen.
    This link is only displayed if you have permission to create pages for the space. If you do not see this link, you probably do not have permission to add pages and should contact your space administrator.
  • Enter a 'Title' for your page.
  • Click Edit beside 'Location' to change the location of the page.
  • From the drop-down menu displayed, select the 'Space' where you want your page to be located.
  • In the 'Parent Page' input field, specify a parent, if needed. If you want to move the page to the root directory of a space, leave this field blank.
    If you clicked on 'Add page' from another page, Confluence will default the new page as a child of the first. To choose a different parent, click on the Choose a Page icon. A pop-up screen allows you select a parent page from one of the tabs displayed or to locate pages anywhere within the site using the search facility.
  • Enter content for your page using Confluence Notation, or the Rich Text editor.
  • 'Preview' if desired. Click 'Add'.

In Confluence, you can create links to pages that you intend to create at a later point. This type of a link is an undefined link and is indicated with a plus sign. Clicking on the link brings up the 'Add Page' screen. Follow the same steps outlined above to create the page.

To create a page, you require 'Create Pages' permission which is assigned by a space administrator from the Space Administration screens. See Space permissions or contact a space administrator for more information.

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You can link to pages outside of Confuence from using Tiny Links.  Tiny Links is a randomly generated URL that maps to a page in Confluence.

http://confluence.atlassian.com/display/CONF210/Linking+to+Confluence+Pages+from+Outside+Confluence
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For information on how to edit your space and other features, please visit the User guide. http://confluence.atlassian.com/display/CONF210/Confluence+User+Guide

Space Administrator's Corner

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Each space has at least one Space Administrator who administers the space and is the first point of contact for the space who will handle any questions regarding the space.

The Space Administrator is also responsible for controlling the permissions for the space.

If you are a Space Administrator, you have permissions to do things on your space that regular users aren't permitted to. Please take a moment to review the information below.

To get to the Space Admin screen from within your space, browse the space and select Space Admin (this is not a menu option for regular users). The Space Admin screen allows you to:

  • edit the details of your space
  • adjust the security settings for your space, including the access permissions for the users of your space
  • customize the look and feel of your space

Please see the section on "Setting Permissions on my Space."

If Space Administrator duties are to be transferred to another user, the current Space Administrator must notify the techdesk@ucop.edu of this change.

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  1. Login
  2. From the Dashboard, select the Browse Space next to the Space name
  3. Select the Space Admin tab

In the left column, a menu will appear with options for administering the space.

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You can direct your users to your space by sending them a Tiny Link that bypasses the dashboard and goes directly to the home page.

To get a Tiny Link, click on the "Info" tab on any page and copy the "Tiny Link."

People who connect via this link will first be directed to the login page (if they're not already logged in) and then immediately to the home page of your wiki space.
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For information about creating and editing pages, see Atlassian's documentation:  http://confluence.atlassian.com/display/CONF210/Confluence+User+Guide
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Space Administrators must set the permissions for their space.  

You access the Permissions tab by clicking on browse and then going to the Space Admin screen.  Then click on the Permissions link on the left menu.
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  1. Click on 'Browse Space' at the upper right corner of your space.
  2. Click the Space Admin' tab.
  3. On the left menu, under Security, click on 'Permissions'
  4. Click on the 'Edit Permissions' button.

The ability to view and/or create (edit) wiki spaces may be provided to everyone, including the public, or restricted to particular individuals. Permissions decisions must be made in the following order:

1. Groups: By default, everyone with a Confluence account, which includes UCOP employees and many non UCOP affiliated individuals, may view and create wiki pages within your wiki space. These people are called Confluence Users. If you do not want all these users to view/create in your space, click on the Edit Permissions button under the Groups heading, and uncheck the appropriate permissions boxes. For example, you could allow them to view but not create by unchecking the "create" boxes, or you could uncheck all boxes to completely remove access. Make sure to save your changes.

2. Individual Users: If you decided to completely remove access at the Groups level (see above), you must designate permissions at the Indidvidual Users level. This way, you will provide access to only your targeted audience, rather than all Confluence Users. To do this, you must (1) under the Groups heading uncheck the permissions boxes and (2) under the Individual Users heading add the names of the people to whom you wish to provide access. To do this, click on the magnifying glass icon to search for the Confluence User you want to add, type in the first name and hit Search, check the box by the correct user's name, and click on Add. Note: If the person is outside UCOP, a Confluence account first must be created for that individual by the TechDesk before you can find their name. Finally, you must designate the permissions you wish to provide each user by checking the appropriate boxes after their names. Make sure to save your changes.

3. Anonymous Access: By default, the general public (people without Confluence accounts and called "anonymous" users), cannot view or create pages in your wiki space. If you wish to provide anonymous access, click on the Edit Permissions button and check the appropriate boxes.
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You can request accounts for NON-UCOP users who need to work on a Wiki Space. Please send a request to techdesk@ucop.edu. Please include the full names and email addresses of users who need accounts.
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