The key for a well-structured Confluence space is to organize content using page trees. Up to this point, we were kind of limited in terms of what we can include in there. Pages were pretty much our only option. But now things have changed. We can add a variety of content formats including whiteboards, databases, and the highly anticipated feature: Folders.
In this article, we will explore why folders are important in Confluence, what sets them apart from pages, and of course, how to make the most out of them.
Why do you need folders in Confluence?
Simply put, Confluence folders are containers where you can add your content. They represent a more simple yet alternative to creating multiple parent pages just to house other content. Folders allow you to group related materials without the complexity or extra effort needed with pages.
How to add Confluence folders?
Adding folders in Confluence is straightforward by design. Since they’ll be only visible within your page tree, you can add them directly from there.
- Hit “+”, and choose folder
- Name your folder and VOILA!
In case you’re already using parent pages as containers, you can easily convert them into pages.
- Navigate to the specific page
- Select “More actions” and “Convert to folder”.
Please note that a space homepage can’t be converted into a folder. Additionally, the converted pages will be archived. To access them, navigate to Space Settings > Content > Archived. To make changes, you need to restore the page while the folder will not be affected.
Confluence folders vs pages, key differences:
Pages Need More Context… Folders Kind of Don’t
When using pages as containers, we need to fill them with content to avoid leaving them empty. This is why we often find parent pages with only the “Children Display” macro, or a simple line explaining the purpose of the page.
Unlike pages, folders don’t require any additional context. The only context you’ll be giving when starting is the folder’s name, and that’s it really. Then of course, the user can expand the folder to learn more about its content.
Pages Appear in Search Results, Folders Don’t
Confluence advanced search allows you to look for all types of content including pages, databases, whiteboards, and even comments. But not folders. You may wonder why though? The reason is simple: They’re containers that aren’t indexed and don’t need to be visible in search results. Their presence will only make the search experience more cluttered and perhaps even irrelevant. With this being said though, folders don’t show up in search, but the content within them does. This streamlines your search experience and helps users find the content they need without unnecessary clutter.
Pages Have Versions, Folders Don’t
When working on a page, such as the blog you’re reading right now, there are multiple versions. This allows all involved parties to track changes and revert to previous versions.
Folders on the other hand, don’t have a version history. As static containers, you can’t perform any changes to the folder itself. This makes maintenance easy and straightforward.
Of course, you can add or remove content, but those actions can’t be versioned in Confluence.
You may think there are a lot of don’ts in the sections above, and that’s by design. Confluence folders are here to simplify the organization of your content and eliminate any actions that can take you time, or create any confusion.
Best Practices for Working with Confluence Folders
Use folders for high level organization
As is the case with any feature, the key is to know when (and when not) to use it. Folders are best suited as the first layer on your page tree under which you’re going to group related pieces of content. Think of broad categories within your space that need little to no context such as projects, departments, etc.
On the other hand, you may want to use parent pages if you’d like to add more context. For example, a project dashboard can be a great use case for a parent page. Unlike folders, a parent page allows you to add more details such as project milestones, KPIs, and any other macros. This added context helps enhance navigation and guide users through your page tree.
Use descriptive folder names
The folder name is the first thing your users will see, so make it count. Try using a name that properly describes the content within your folder, and avoid any generic names. A good folder name will immediately tell users what content is inside, reducing confusion and the need to open multiple folders.
A good example would be “Q1 Sales Reports”. The name is both clear and specific. A bad example would be “Reports”. What kind of reports? and which timeframe? This prompts the user to either overlook the folder, or click to see whether they can find what they’re looking for. This negatively affects navigation and the overall experience.
Avoid overuse
A folder within a folder within another folder. We’ve all come across such structures and it’s safe to say they don’t necessarily work. While folders can be nested, try not to overuse them. Adding too many layers of folders can overwhelm your users, make it harder to find actual content, and create unnecessary confusion.
Keep your folder structure simple, using subfolders only when necessary. For example, if you have a large department with multiple teams such as marketing, it might make sense to have a top-level folder named “Marketing” and subfolders for “Product Marketing”, “Social Media”, and more. However, adding another layer of folders for every specific project can quickly lead to a deep structure that’s difficult to navigate through.
Keep folders focused
A page tree with only one folder containing all of the space content doesn’t make sense. If a folder starts getting too full with a long list of content within it, you may want to reorganize it and split the content into specific subfolders. A well-organized folder helps users quickly locate what they need without digging through an unorganized list of content.
Confluence folders is a much appreciated feature that brings organization, clarity and simplicity to your page tree. They’re an alternative to the old workaround of using empty parent pages—one that finally gets the job done right.
For more tips on how to make the most out of Confluence, make sure to check out ou=r blog and dedicated YouTube channel.
