Using Page Properties to summarize information in Confluence pages

Atlassian Confluence is a powerful collaboration tool used by teams to create, share, and manage content. Among its numerous features, the 'Page Properties' and 'Page Properties Report' macros stand out as indispensable tools for organizing and reporting on information across multiple pages.

Whether you're managing projects, tracking statuses, or coordinating team efforts, these macros can streamline your workflows and enhance your productivity.

In this blog post, we’ll explore how to use these macros effectively and share a few use cases that highlight their versatility.

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What Are 'Page Properties' and 'Page Properties Report' Macros?

Page Properties Macro

This macro allows you to define key-value pairs within a table on a Confluence page. It's particularly useful for storing metadata about the content of the page, such as project status, owner, due dates, or any other custom field you might need. The data stored in the 'Page Properties' macro can later be retrieved and displayed in a summary report.

Page Properties Report Macro

This macro aggregates data from multiple 'Page Properties' macros across your Confluence space. By specifying certain labels, the report can pull in data from pages containing those labels, and then display it in a single table. This is ideal for creating dashboards or summaries that give you an overview of information spread across multiple pages.

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How to Use the 'Page Properties' Macro

1. Create a New Page: Start by creating a new page in Confluence where you want to store specific information.
2. Insert the Page Properties Macro:

• In the body of your page, type /page properties to insert the macro.
• Inside the macro, create a table. The first column will contain your field names (e.g., "Project Status", "Owner", "Due Date"), and the second column will contain the corresponding values (e.g., "In Progress", "John Doe", "August 31, 2024").

3. Save the Page: Once you’ve filled out the table with the relevant information, save the page. This metadata is now stored within the 'Page Properties' macro and can be pulled into reports.

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How to Use the 'Page Properties Report' Macro

1. Create a Report Page: On a new Confluence page, you’ll create a report that summarizes the information stored in the 'Page Properties' macros.
2. Insert the Page Properties Report Macro:

• Type /page properties report to insert the macro.
• In the macro’s settings, specify the label(s) that identify the pages you want to include in the report. For example, if you’ve labeled all your project pages with "project-status", you would add this label to the macro.
• Customize the columns you want to display in your report by listing the field names used in the 'Page Properties' tables on the relevant pages (e.g., "Project Status", "Owner", "Due Date").

3. Customize and Save the Report: Once you’ve configured the settings, the report will automatically populate with the data from all pages containing the specified label. Save the page, and you now have a dynamic report that updates as more pages are added or updated.

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Use Cases

Use Case 1: Project Management Dashboard

Imagine you’re managing a portfolio of projects across a large team. Each project has its own Confluence page where the status, project owner, and key milestones are tracked. By using the 'Page Properties' macro on each project page, you can standardize the way this information is stored. Then, on a central dashboard page, the 'Page Properties Report' macro can be used to pull in data from all project pages, providing a real-time overview of project statuses, owners, and milestones. This makes it easy to monitor progress across the portfolio and identify any projects that may need attention.

Use Case 2: Meeting Notes and Action Items

Teams often use Confluence to document meeting notes and track action items. By using the 'Page Properties' macro in each meeting’s notes page, you can capture important metadata such as the meeting date, participants, key decisions, and action items. A 'Page Properties Report' macro can then be used to create a consolidated view of all action items across multiple meetings, filtered by date or by a specific project. This allows team members to quickly review outstanding tasks and ensure follow-up on critical decisions.

Use Case 3: Knowledge Base Management

In a knowledge base, it’s important to keep track of articles' metadata, such as creation date, last updated date, author, and related topics. By embedding the 'Page Properties' macro in each knowledge article, you can capture this information in a structured format. A 'Page Properties Report' macro can then generate an index or overview page that lists all knowledge base articles, sorted by last updated date or author. This helps users quickly find the most relevant and up-to-date information.

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Tips for Effective Use

• Consistent Labeling: Ensure that all pages you want to include in your report are consistently labeled. This is crucial for the 'Page Properties Report' macro to function correctly.
• Standardized Field Names: Use consistent field names across all 'Page Properties' macros. This ensures that the report columns are correctly populated.
• Customizing Reports: The 'Page Properties Report' macro allows for customization. You can sort the report, filter by specific values, and even restrict the report to pages in certain spaces.

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Conclusion

The combination of the 'Page Properties' and 'Page Properties Report' macros in Confluence offers a powerful way to manage and report on data spread across multiple pages. Whether you're tracking projects, managing meeting notes, or organizing a knowledge base, these macros can help you create dynamic, up-to-date reports that streamline your workflow and improve team collaboration.

By integrating these tools into your Confluence practices, you can transform scattered information into actionable insights, all within a single, easily accessible platform.