Smart Attachments is a document management app for Confluence. It allows you to create a space storage for storing important project documents in one place. You manage and organize documents within folders, you can quickly browse through folders and locate files at once.
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Accessing the space storage
- Open the space.
- On the navigational sidebar, select Files and Documents.
- Once you open the space storage, you will see folders and documents.
Navigating across folders
- Open the space storage.
- Locate the folder you want to open.
- Click the folder name.
- To return back to the previous folder, click ... .
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You can use the breadcrumbs to return to multiple levels back. |
Adding new folders
- In the space storage, click Add folder.
- In the Add folder form, enter the name of a new folder.
- Click Create.
Uploading folders with documents
- Open the space storage.
- Select one or multiple folders on your local computer.
- Drop these folders into the space storage.
The app will automatically create folders and upload documents into them preserving the initial structure on your local computer.
Sharing the folder
You can share the folder with Confluence users and with people outside of your organization (people having no account in Confluence).
- On the list with folders, locate the folder you want to share.
- Hover over the folder.
- Click the [...] button.
- Select Share.
- In the Share folder form, specify the following information:
- Allow external access - move the toggle right to enable public access to the folder. In this case, non-Confluence users will be able to view the contents of the shared folder and its sub-folders.
- Share link - click Copy to copy the sharing link.
- Add people - add user, user groups or individual emails who you want to share the folder with. An email will be sent. This field may not be available if the mail server is not configured in your Confluence.
- Include a message - add the message for the sharing link.
- Click Share.
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You can move the toggle left to revoke the public access to the folder. In this case, people outside of your organization will be no longer available to access the folder contents. When you re-enable the external access, the sharing link will change and you will have to share the updated link again. |
Setting access restrictions
- On the list with folders, locate the folder you want to set access restrictions for.
- Hover over the folder.
- Click the [...] button.
- Select Restrict.
- In the Restrictions for Folder form, set the view or view and edit restrictions for specific users or user groups.
- Click Apply.
Access restrictions for folders work the same way as restrictions for pages and blog posts. For the details on access restrictions, please check this page.
Renaming the folder
- On the list with folders, locate the folder you want to rename.
- Hover over the folder.
- Click the [...] button.
- Select Rename.
- In the Edit folder form, update the folder name.
- Click Update.
Moving the folder
- On the list with folders, locate the folder you want to move.
- Hover over the folder.
- Click the [...] button.
- Select Move.
- In the Move Folder form, select the space storage and folder which you want to move the folder to.
- Click Move.
You will automatically transition to the new location of the folder.
Downloading the folder
On the list with folders, locate the folder you want to download.
- Hover over the folder.
- Click the [...] button.
- Select Download.
The app will prepare the download file, this process may take a while. The file download starts automatically.
Deleting the folder
On the list with folders, locate the folder you want to delete.
- Hover over the folder.
- Click the [...] button.
- Select Delete.
Confirm the removal of the folder.
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All the folders and attachments stored within this folder will be removed too. |
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- Macro that outputs a list of attachments from a specific Jira project based on a JQL query.
- The macro can support upload of attachments into Jira issues from Confluence by dropping files onto specific issues in the list generated by the macro.
The macro can integrate with Smart Attachments for Jira and show the list of attachments within the specific category. The Jira app functionality should be extended for this.
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Bulk removal of attachments in Confluence in the way similar to bulk removal of attachments in Jira.
Delete Attachments (Statistics) exists.
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A toggle to switch between different views of attachments:
- a list of attachments
- thumbnails of attachments
- gallery of attachments
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Sending attachments to users and external customers by email from Confluence.
We can add a mail handler for receiving and processing emails and attaching files to Confluence pages after receiving replies from users or customers by email.
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Extend the sorting options with a capability to set the appropriate sorting option per space:
- Sort by Name
- Sort by Date
- Sort by Label
- Sort by Author
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The space or Confluence administrator can define the global behavior of embedding files into pages:
- as links
- as rendered objects
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Currently, if you watch a Space or Page, you'll receive notification when Attachments, including new versions or deletions of an existing attachment.
Provide an option to Notify watchers when adding or deleting attachments.
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Users has tendency to put everything (including big powerpoint presentations, pdfs, executable) as part of wiki attachments. And many times it's seen that those attachments are not removed and they stay there forever; putting lots of work on bakup process. In order to prevent this problem; right now we have lowered the attachment size limit (2MB) and asked user to use file storage for any bigger attachments.
I guess having inbuilt control on space quota (so that users can't add any new data till some unused get removed) will be good way to restrict/remove unwanted stuff lying there forever!
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Currently if you copy one Confluence page to another, there aren't any options to specify if you would like to copy the pages attachments over or not; they are all simply copied over. I know of at least one person who would prefer to have the option to copy a page without bringing over the attachments.
Perhaps this could be done with a checkbox per attachment during the copy operation.
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We are currently using Confluence 5.10.4 and I would like to find a way to group attachments. At the moment we upload attachments to a page and then use the ‘Attachments’ macro to display the list of documents. This works well but I would like to find a way to group attachments to make it easier to identify documents by type. e.g. Requirements, Specification, UI, API, Archived, etc.
I thought about using the label but you can’t group or sort by the label field.
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