Overview
Using Confluence, you leave some personal information in the system: names, e-mails, and so on … Users have to know exactly what the data is used for and have to agree with a privacy policy agreement. The company has to keep track of it as well. So, we’ve built this module for that purpose. You have also the possibility to create multiple announcements, in relation to other subjects. Enable your admins to inform users of upcoming events, or other information that affects projects, all without any coding!
Read our guide and find out how to easily create announcements, agreements, and other privacy notifications in Confluence step-by-step.
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Announcer Dashboard
Open the Confluence administration section using the settings button at the right top corner and choose any item in the dropdown menu. After that, you will see the sidebar – find the Notifications & Announcements Announcer module and click on it. Now, you’ll see the Notifications & Announcements DashboardAnnouncerDashboard. It is the main page where an admin can manage all announcements.
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How to create an announcement
You can create an announcement with a template. To do so, pick one of two predefined templates (Private Policy or Cookie Policy). Alternatively, you can create a new announcement by clicking the Create button. After that, you’ll see the Configuration page. The configuration of a new announcement consists of two tabsfour steps: General and Additional configuration, Styling, Scope and Review.
Let’s take a look at it in detail.
General configuration
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Here is an overview of which General configuration parameters you can set:
Name
Name | Default Value | Description |
|---|
Status
Disabled
Set the announcement status. Select the Enable mark when the announcement settings are finished.
Template name | Empty | Enter the name of the |
template. It’s an internal name |
Title
which will be visible for Jira administrators only. |
Type
Required
Choose the type of the announcement: Required or Optional.
Required means users will not have any options and will be able to click just one button, for example “Yes“, “Accept“ etc.
Optional means users can accept or decline your policy, agreement or any other notification.
Dialog title | Empty | Enter the title of the announcement. The title will be visible for all users. |
Dialog body |
Empty |
Select one of the content types: Custom or Get from a page.
Enter the content which will be visible for users. |
You can use a toolbar for text formatting |
. Set the text type, size, selecting by bold, italics, underlined etc. |
Get from a page means you will enter the ID of the page in the Page id field, and content from this page will be shown for users as an announcement.
Additional configuration
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Styling
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Here is an overview of which Additional configuration Styling parameters you can set:
Name | Default Value | Description |
|---|---|---|
Display type | Dialog in the screen center | Define the visualization of the announcement, whether it will be the dialog window in the screen center, or banner in the footer (for cookie notifications mostly), or the block login form. |
Window size |
Small | Choose the suitable window size:
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|
|
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You can see examples when you set |
cursor at |
“i“ sign. |
Pin to footer
Disabled
Check the checkbox if you need the announcement to be always pinned at the footer of Confluence.
Allow user’s feedback | Disabled | Check the checkbox when you need to get some short feedback from users. |
Button count | 1 button | Choose between 1 or 2 button options. With 1 button, your announcement can only be Accepted. With 2 buttons, users have an option to decline your announcement. |
Text for accept button | Accept | Define the text that users will see when clicking on the accept button, for example “Accept“ or “Yes“. |
Text for decline button | Decline | Define the text that users will see when clicking on the decline button, for example “Decline“ or “No“. |
Show for group
Empty
Scope
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Here is an overview of which Scope parameters you can set:
Name | Default Value | Description |
|---|---|---|
Spaces | Empty | You can define spaces for which the announcement will be displayed. If any space is selected, only users from this |
space will be able to see the announcement, e.g. Bug fixes project, Help project, etc. Leave empty to show to all the users. |
Show announcement for
Can view | Logged in users | Define who will see the announcement: authenticated users only or users who are not authenticated yet |
:
| ||
Groups | Empty | Define |
End date
Empty
who will see the announcement: all users or a specified group only. If any group is selected, only users from this group will be able to see the announcement, e.g. confluence-administrators group, confluence-users group, etc. Leave empty to show to all the users. | ||
Displaying time frames | Always | You can choose between two options:
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Review
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Review gives you the general overview of your template, before enabling it.
Here is an overview of which Review parameters you can set:
Name | Default Value | Description |
|---|---|---|
Status | Disabled | You can enable or disable template before saving it. |
How to create an announcement from a template
Navigate to the Notifications & Announcements Dashboard Announcer Templates page and click on the Create from template button. After that, choose one of the predefined templates from the dropdown menu Use Template button for any template you would like.
We have two predefined templates for the most popular announcement types:
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Set the status Enabled and click on the Update button at the top of the page Save button after all your changes.
Announcement Actions menu
Status quick definition
At your Dashboard, you see all your created announcements.
You can quickly enable or disable the announcement using settings in the Actions menu. For an enabled announcement, you will see the status Enabled highlighted in green. This announcement is active and displayed for users now.
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You can check if the announcement is shown correctly. Open any ticket and see the announcement with the display type you have created.
ou can check who contributed to the template by clicking on the contributors field:
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You can see Versioning of the template at the end of the name, and unpublished drafts by looking at the Unpublished Changes tag:
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Statistics
You can see the announcement accepting/declining statistics at the Dashboard in the Accepted/Declined column. More statistical details can be found in the Actions/Statistics menu. Click on it and see who accepted or rejected the announcement, their IP addresses, and when it happened. If you have checked the Feedback checkbox, you will also see the responses.
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You can delete this announcement if needed with the Actions menu/Delete option.
Recycle bin
Deleted templates will be transferred to the recycle bin first, where after 30 days, they will be permanently deleted.
Before the 30 days, you can restore one or every template from the Recycle bin page:
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Use cases
Various policies and agreementsto be shown to users:
Privacy policy,
Information security policy.
Cookie policy
Notifications(including maintenance notifications):
Major changes in the application,
Upcoming maintenance,
Rules of conduct
Information about pandemic regulations
Deadlines and friendly reminders
Different news for different groups of users (divide audiences by selecting the “Show for group” or “Show for project/space“ option)
For example, show your US employees some love for Independence Day
Free Privacy Policy Generator
Still looking for the perfect text for your privacy policy? Then we suggest this free tool to you, without any obligation: https://www.freeprivacypolicy.com/free-privacy-policy-generator/
The generator can help you to fulfill the requirements of GDPR, CCPA, and Co.
After creating the text, however, you should get a professional review to ensure that it is legally secure.
The finished text is also provided to you as HTML code, which you can insert on any page of your website.