Quick start

Make sure to read the introduction first to gather a basic understanding of how the app works.

This tutorial will help you get started with Breeze - Content archiving made simple for Confluence Cloud. In 4 simple steps, you will learn how to:

  1. Define a simple demo workflow
  2. Assign this workflow to a space
  3. Trigger the space content analysis
  4. Take action on the analysis results

1st step: define workflow

  1. Click on Breeze in the sidebar to open the app and then click on Workflows.
The workflow editor of Breeze
  1. Click on Create workflow.

  2. Specify a name for the workflow. Then set the rule for applying the REVIEW REQUIRED label to pages that haven’t been updated for x days, and click on Save workflow.

Setting rules for reviewing pages

In the demo workflow above, we decided to set 90 days without an update as a condition to label a page as REVIEW REQUIRED. Of course, you can define your own conditions for labeling pages as REVIEW REQUIRED or ARCHIVABLE, as described in the workflows component.

Usually, we recommend to start with a higher value, e.g. 365 days, to first identify the pages that haven’t been updated for a very long time. Then, after reviewing those pages, you can progressively start to work yourself down to lower numbers that fit your review process.

2nd step: assign workflow to space

  1. Navigate to the Overview.
The overview of Breeze
  1. Choose a space and click on Assign workflow.

☝️ Please notice:
The assignment of workflows to a space is only permitted to space admins.

Assignment of workflows to a Confluence spaces
  1. Select the workflow just created and click Assign workflow.
Another assignment of workflows to a Confluence spaces

3rd step: trigger the space content analysis

  1. Click on Analyze space.

☝️ Please notice:
Only space admins can trigger the manual space content analysis.

Open manual space content analysis
  1. Click on Analyze space now. This will trigger the manual content analyisis for the selected space, taking into account the assigned workflow.
Execute manual space content analysis

☝️ Please notice:
By default and as a result of the initial setup process, Breeze is configured to execute a content analysis automatically every four weeks. Admins of your Confluence site can change the analysis interval in the app settings by clicking the gear icon in the app menu bar. Since these settings globally determine the automatic content analysis for all spaces, access to these settings is only provided to site admins. By default, this usually requires admins to be part of the user groups “confluence-admins” or “site-admins” in your global permissions settings.

4th step: take action on the analysis results

  1. Open the content analysis report by clicking Open latest report.
Open latest content analysis report

☝️ Please notice:
Breeze creates the page “Breeze Reports” at the top of the page level hierarchy within each space with an assigned workflow. New reports will be added as sub-pages to this page. This is true even if the parent page “Breeze Reports” is moved to another location within the space.

  1. Review the pages marked as REVIEW REQUIRED by clicking on the page links within the report or the review component and start the review process.

☝️ Explanation:
The pages labeled as REVIEW REQUIRED are those pages that haven’t been updated for at least x days (according to your settings of the demo workflow created in the first step).

The content analysis report created by Breeze

🎉 Congratulations!

Until here, you have created a workflow, assigned it to a space, and started a manual content analysis. Now it’s your turn to proceed and get rid of outdated pages with Breeze.

For the following steps, we recommend reading more about the individual components, i.e., the overview, the workflows, and the review and archiving components, to understand the review process and how to set up appropriate workflows for improving your content quality.

If you have any further questions, please reach out via our service desk.