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Manage the Jira DOCS project and triage incoming requests and issues
Collaborate with subject matter experts on new docs and/or edits to existing docs in Confluence
Manage the review and approval process for all edits to the docs
Verify that content is formatted and referenced correctly so that Viewport can publish it, and provide ultimate approval for all changes before they become final
Sync approved content from the working draft space to the final draft space, and update the Viewport site to incorporate new content
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This section describes each tool in the Synapse doc toolchain, what it is used for, how it is set up, and options for configuring the tool further. Tools in the Synapse Doc toolchain are:
Jira
Confluence Cloud
Comala Publishing App for Confluence Cloud
Comala Doc Management for Confluence Cloud
K15t Scroll Viewport for Confluence Cloud
To read more about the initial doc tool requirements and vetting process, see the Authoring Tool Proposal and the Doc Tool Evaluation Matrix.
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Note that this app can be integrated with Comala Doc Management to automate the syncing step (if desired) after a page is approved. Contact the Comala Support team for help with setting this up or see the Comala Publishing Cloud docs for more info.
Viewport (Confluence App)
NOTE: To change content and publish, one not only needs edit permission in the upstream Confluence space but also in the downstream or “target” space. Visit the target space, choose Settings > Space Permissions, and then add the individuals or groups who you wish to have the ability to publish.
Viewport (Confluence App)
Scroll Viewport is a Confluence App that allows you to quickly publish Confluence pages in a branded, customizable help website. You write and edit your content in Confluence, structure individual pages into a page tree hierarchy, and then push content to Viewport. Viewport builds a static site from one or more Confluence spaces, preserving your page tree hierarchy as the site architecture.
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The Viewport help docs for Confluence Cloud are helpful and informative, and it is HIGHLY recommended that any Synapse docs admin become intimately familiar with these. The Viewport support team (help@k15t.com) is also extremely helpful and responsive with questions.
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Internal links to other pages: Because contributors cannot see the final draft space, they cannot add links to those pages when they edit in the working draft space. If contributors need to reference another Synapse Docs article, they should either use the external-facing Viewport link (help.synapse.org/docs/PageTitle/PageID) in their Confluence page OR indicate that an admin needs to create a link for them that points to the appropriate final draft page.
Links to download page attachments: Similar to page links, you can generate a URL that points to a Confluence page attachment for download. This URL needs to be copied from the final draft page, not the working draft page. To set this up, you need to create the working draft, attach the file, sync the page to the final draft space, go to the final draft space to grab the attachment URL, then go back to the working draft page to insert it into the page text.
Include and excerpt macros: Include and excerpt macros must originate from within the final draft space, meaning that only you as an administrator can add them to a page. There is an include library in the final draft space that contains reusable text for article footers, and this content is what should be referenced whenever a new article is created in the working draft space.
Resources
Viewport Help Docs : bookmark this to make sure you always land on the Confluence Cloud version of their help docs, not Confluence Server
Comala Publishing Help Docs : This is a new app, so these docs are in their infancy. Generally, contacting Comala support for help with this app has been more fruitful.
Comala Doc Management Help Docs : again, bookmark this to make sure you always land on the Cloud version.
Rock the Docs (from K15t, who make Viewport): Best practices for managing collaborative documentation in Confluence
Abigail Sutherland - Organizing a Confluence hoard, or, does this page spark joy? : a video on how to organize a Confluence instance across an organization
How to Make Sense of Any Mess: Information Architecture for Everyone : a good book on information architecture for anyone who is interested
Write the Docs Slack : Recommend the #confluence and #doctools channels. The #confluence channel is very active, and you will see many posts from K15t (Viewport) guru Matt Reiner.