1. Wikis allow organizations and groups to benefit from rapid, secure collabortion of information that is easily created, edited and integrated with other resources
2. You have a variety of wiki choices, a number of which are a great fit to different use cases for organizations, groups and teams
3. Confluence is a popular, affordable, flexible, easy to use wiki that has both server versions and cloud versions
4. The wiki features are so easy to use, many users never bother learning what other features Confluence offers
5. Confluence offers a good range of extension and integration options as needed
6. Sky Web Team provides support for a number of leading wiki solutions including Confluence

SWTR ranks Confluence as a "GOLD" rated wiki

The SWTR ( Sky Web Technology Rank ) of   8.5    is based on 4 summary factors scaled from 1 ( worse ) to 10 ( better )

• Value - 9 for value ( combination of function, features, integration )
• Cost - 7 for net costs ( combination of pricing, administration work )
• Risk - 9 for low operations risks for users and administrators
• Support - 9 for good product support, user input to Atlassian and an active user community with good tips, plugins

Can a wiki add value to your organization or group?

Wikis help solve information sharing problems for organizations and groups

What problems do wikis solve?

Maybe. There are many ways to share different types of information across organizations and groups including applications, databases, documents, shared drives, files, media, chat services and more.

Wikis provide organizations and groups a way to rapidly, securely collaborate different types of information that is easily created, edited and integrated with other resources. Many other solutions require more extensive training and expertise to implement ( Web and mobile applications, complex data analytics tool suites, databases etc ). Wikis provide a simple, easy way to

1. integrate those existing resources as a flexible, simple "front-door" for users to find and access a wide variety of information
2. add a variety of information and content types quickly by users without extensive training requirements
3. add new types of information with "low-code" frameworks for developers

Confluence makes it easy to see if it adds value for your needs

Wikis differ in features, technologies and costs. Some are open-source and free to download and use. Some are commercial with a variety of licensing models. Confluence offers a low-end free to see how it adds value to your teams. Unlike some "try and buy" products that are free for 90 days or a year, the Confluence free tier is permanently free so you can learn to use it on your schedule.

Most wikis offer a good variety of integration features for different information and content types right of out of the box.

In addition, good wikis offer both an active 3rd party marketplace with plugin applications to extend the wiki and a simplified development model to add your own application plugins. Confluence scores well here too.

The SWT Wiki Audit - Should your organization use wikis?

1. Does your organization need to securely integrate a variety of content across teams and groups internally or externally?
2. Is it easy to create and update new content quickly as needed at a low cost now?
3. Is it easy to maintain and manage an accurate history of the content changes over time?
4. Beyond chat and Web meeting video recordings, is there a good way to create and manage curated, searchable content easily for teams?
5. For major projects is there a solid way to integrate solution options, design documentation, decision history with feedback across all parties?
6. For on-boarding new members or updating member skills and knowledge, is there a productive way to do that effectively now?

Symptoms you may need a wiki

1. You have training sessions where developers show everyone how to regex your email or chat sessions to find answers to problems
2. Like Garth in "Wayne's World", our organization fears change
3. Your existing documentation for users and IT is often out of date
4. You failed compliance and change management audits
5. What your project teams define, developers build and users get trained on are out of synch
6. Projects and solution upgrades take longer than expected and it's not clear why

Some "wins" for wikis

Team Knowledge base

Problem - small staff with rapidly expanding technology needs

One IT infrastructure team I managed during a recession had a slow RIF ( Reduction In Force ) while we rapidly grew our servers and added new OS stacks to our backlog in addition to all the normal software maintenance, support, compliance audits and new projects. A challenge?

Solution - Knowledge base wiki

Yes. I created an "extended" wiki that used added plugins. All of our team work tickets and support tickets were reviewed against the team knowledge base. Initially there were few solutions there but we added and tagged our solutions going forward. It also offered quick dashboards with integrated SQL queries on our operating environments.

Impacts - With fewer staff expanded infrastructure technology capability 300% in 18 months

18 months later the team was smaller but our ability to cover a wide range of technologies productively had grown 300% - not a bad payoff ! Other teams also started using our knowledge base as well - a real win for the company.

Sharing content with local and remote users

Companies may not be setup to easily share content securely across teams. Internally, we were able to share content to authorized users quickly using the wiki.

Problem - on-demand content sharing

High volume data and document sharing applications are normally well engineered by organizations. Lower volume or on-demand sharing of content is a challenge

Solution - wikis setup easy on-demand content sharing with authorized users

Easy to setup a wiki space, add users and permissions for content upload and access

Impacts - where automated content sharing didn't exist, wikis provide another secure option

In minutes, users can setup secure content sharing

Voluntary Data quality, sharing supports the Information Maturity Life Cycle

Problem - too many spread sheets create too many versions of the truth

One company I worked at had solid "systems of record" and "trusted data stores" with many Web services and APIs, multiple databases to validate, ingest, integrate and distribute information centrally. Despite that, users created thousands of separate spread sheets. Every user had a different story to tell with different data at different ages. The problems getting useful answers were large. Rolling out an enterprise-wide data quality infrastructure initiatives isn't a quick project. It usually requires a culture change starting at the top as well.

Solution - voluntary data sharing with round-trip data stores

I offered a simple, self service data integration app in the wiki that authorized teams could access as a short-term alternative. Users could search the catalog of integrated data stores. If one didn't exist, they could submit a spread sheet that was validated and posted to a data store. When needed, users could edit the data directly or download the data again to a spread sheet and re-publish their data.

Impacts - natural data quality and efficiency improved informally

As users starting using this "round trip" process to search for data, download data if available and upload data if not available, the user teams gradually started reusing data, checking data quality and reducing data conflicts across teams. This "voluntary" data quality system paid off quickly. We improved data sharing, data services, data ownership and data qualtiy. Eventually, some of these data stores will "migrate" into formal "systems of record" with normal corporate data governance which is good. In the interim, voluntary data integration sources did improve data quality.

Does a wiki make sense for you?

You have many choices for wikis that fit different use cases. If you need help defining the value for your use cases and looking at candidate wiki solutions or getting started, let us know.

Confluence is a collaboration software program created by Atlassian. Like many wikis, Confluence makes it very easy to create and publish custom web pages. Confluence is developed primarily in Java.  Wikipedia has a long list of wiki software that includes both open-source and commercial offerings.

Confluence has 2 licensed package offerings:

1. Confluence Server
   1. a server version that a client licenses, installs and maintains
   2. offers more features and more control over updates, potentially reducing runtime issues
2. Confluence Cloud
   1. a subscription service with different subscription options including a low-end, free tier
   2. a very easy, affordable way to get started with your own wikis

This overview is limited to the Cloud version.

On the page itself is the page header which includes:

1.   A pencil icon ( if you have permission, click to edit the page )
2. An eye icon - click to watch this page, you will be notified every time someone else changes this page
3. The Share icon to email a link to this page to someone
4. The unstar message shows I have selected the star icon to make this page a priority in my searches
5. The 3 dot menu icon ( highlighted as selected ). Here the expanded 3 dot menu shows a dropdown of a long list of page options because I have administrator authority in the space. A user would have fewer options on the dropdown menu
   
   1. Attachments (8) - on this page
   2. Page History - view the history of changes to the page
   3. .. more ( not shown here )

On the left, the hierarchical space page menu for this space shows on the left ( abbreviated here ) for easy navigation across the space.

The user can easily collapse or expand the left space page menu as needed.

Confluence Support Page

https://support.atlassian.com/confluence-cloud/resources/

The Cloud version has a dedicated support page.

It covers a wide variety of topics: Getting Started, Organizing Work, Collaborating on Content etc.

• Google Docs has provided a free plugin that supports integration of Google Drive and the GSuite applications ( Google Docs, Slides, Sheets etc ).
• You can present documents easily from Google drive within a Confluence page. Here's an example of a slide show in a Confluence Web page below.
• While directly editing docs from Google drive is easy in a Web browser, IF you want to edit the document in the Confluence page you can do that directly as well.
• There is a Confluence site that lists any known issues for the Google Docs plugin: 
  https://confluence.atlassian.com/confkb/office-connector-limitations-and-known-issues-170492994.html

Some calendars found in the Manage Apps Confluence Marketplace

https://marketplace.atlassian.com/search?moreFilters=free&query=calendar

The Google Calendar plugin is free but only works for the server version - not the cloud version

https://marketplace.atlassian.com/apps/231/google-calendar-for-confluence?hosting=server&tab=overview#

The Google Calendar plugin for the server version is referenced here:

https://marketplace.atlassian.com/vendors/1212722/servicerocket-labs

Google Team Calendars ( from Atlassian )

https://skywebteam.atlassian.net/wiki/plugins/servlet/ac/com.atlassian.confluence.emcee/discover#!/discover/app/com.atlassian.confluence.extra.team-calendars

This plugin is from Atlassian

While it is expensive ( about $30 per year per registered user ), there may be discounts for a non-profit organization.

This plugin has some constraints as well for Jira

After installing the app on a page, it shows either a 7 day or a 30 day list of events

If I select any event in the list, it opens a new window showing the standard Google Calendar with all the options I normally have.

Here, I can add subscriptions to other calendars, import calendar events etc - everything we normally do in Google Calendar

Overall not a bad solution and reasonably affordable compared to other Google Calendar plugins

Confluence offers some basic page layout controls ( eg 2 column layout etc ).

In addition, you can use the tables as "layout controls" for more complex layouts even embedding tables as needed.

For details on the keywords and syntax in CQL, see these links

https://confluence.atlassian.com/doc/confluence-search-fields-161188.html

https://support.atlassian.com/confluence-cloud/docs/confluence-search-syntax/

The developer guide is the starting place to learn how to develop a Confluence app.

https://developer.atlassian.com/developer-guide/start-building-with-atlassian/

Who hosts the app?

If you build an app for a cloud product, then you'll be responsible for hosting your app, whereas on a server or Data Center product the app will be hosted by the customer.

At a glance

Cloud apps:

• Can be written in any language
• Hosted by the developer (you)
• Interact with the product through REST and JavaScript APIs
• Can access the public internet

The Cloud developer documentation includes API info

https://developer.atlassian.com/cloud/