This use-case shows you how to easily set up interactive and innovative process documentation in Confluence with the Metadata for Confluence Cloud app.
With the Metadata for Confluence Cloud, you can build a lot of different use cases, including Process Documentation. You can define Content Categories that allow the creation of pages with pre-defined content and additional metadata. You can add Metadata fields to the Content Category to make sure to fill in the needed information when creating a page from a predefined template. That will help you with having consistently structured information and finding your processes easily by creating different process reports.
Below, we describe step-by-step how to set it up in Confluence.
Our example describes a simple process landscape consisting of several process types to which processes will be assigned.
Find or create a Confluence Space for your process documentation. For each process type, process and sub-process we create a Confluence page — these have properties and relationships that are maintained via metadata. We create process types to categorize processes and help you find and navigate through them easily. You can also choose to not create the process types and have only processes.
In Confluence general administration, Content Categories entry: Let’s create Content Categories with Metadata fields for process type, process, and sub process. The metadata can have different field types:
Text → gives you the opportunity to let the user fill in the Metadata field with a simple text string.
Multi select → gives the user the option to select several values from several pre-defined options coming from a dropdown menu.
Single select → gives the user the option to select one value from several pre-defined options coming from a dropdown menu.
Page link → you can draw connections, for example, to existing pages.
User (single/multi user) → allows you to select all available Atlassian users who have site access.
Date → allows users to select a date from the past or the future.
The table below shows you which fields you need and how you could configure them:
Corresponding Content Category | Field name | Field type | Example values |
|---|---|---|---|
Process | Process Description | Text | - |
Norm | Multi select | 4 Context of the organization 4.1 Understanding the organization and its context 4.2 Understanding the needs and expectations of interested parties 4.3 Determining the scope of the quality management system 4.4 Quality management system and its processes 5 Leadership 5.1 Leadership and commitment 5.2 Policy | |
Process Owner | Single user | - | |
Process Type | Page link | - | |
Relevant for Role | Multi select | Product Owner, Software Developer, Software Tester, Marketing Specialist, Sales Specialist | |
Relevant for Location | Multi select | Tirana, Dresden, London, Vienna | |
Process Team | Multi user | - | |
Process Type | Process Type Name | Text | - |
Process Type Description | Text | - | |
Sub process | Sub process Goal | Text | - |
Sub process Owner | Single user | - | |
Relevant for Role | Multi select | Product Owner, Software Developer, Software Tester, Marketing Specialist, Sales Specialist | |
Process | Page link | - |
To use our Metadata fields, they have to be included in Content Categories. For this case, we create a Content Category for each process type, process, and sub process.
Now we can add the fields easily. Click on "Add Metadata field" and create the fields we've listed in the table above.
Now we need to fill in the templates that were created for our Content Categories (but you can also select the existing ones). For that, go to the Global Templates and Blueprints on the left bar of the page and click on "Edit" for the Application/Server template.
The screenshots below show you how the templates for process type, process, and sub-process could look like:
We will use the following macros:
“Display Metadata” macro: by including it, you can choose to display all the Metadata fields you’ve assigned to the page (process) or select and display only the Metadata fields you need from the page;
“Metadata Report” macro - it displays a table of pages belonging to the selected Content Category. The pages to be shown can be configured with filters, based on their Metadata field values. For example, you can use it to list all sub processes of the current process. The corresponding filter for that we'll add after creating a process page;
The “Create from template” macro allows us to create a button, which will create a new process type from the template.
Now we can choose a Confluence page to create an Overview of processes. This overview page will help us find the processes easily. The overview can be built with the help of the Metadata Report macro.
With this macro, you can list all process types by selecting the “Process Type” Content Category.
And for the “Create from template” macro, you should choose the “Process type” template and add "Create new process type" text.
Congratulations! We have finished the preparation and now, when creating the corresponding pages, the user will be guided to fill in the metadata attached to the template.
While creating a process type, the user is now able to display an overview of all processes of this process type. Click on “Edit” button of the Metadata Report macro, add a filter for the process type field and select the one you're creating (you need to publish the page first).
In the picture below, first, you can see the Metadata Display macro, which shows you all the Metadata fields you entered earlier, and below is the Metadata Report macro.
Now we can create a process of the previously created process type.
Now as you have a page for your process, you can also create subprocesses for your process.
If you add the following filter to your Metadata Report macro on the process page:
… you will see the overview of the subprocesses of your current process.
Well done! You have set up interactive process documentation with a clear structure.