Monitor and manage space and site data in Confluence
10 min
By the end of this lesson, you’ll be able to:
- Monitor spaces with the Spaces report
- Monitor macro usage
- Export a data backup file of your Confluence site
- Import Confluence spaces
- Configure application links
- Restore a deleted space
Monitor space activity and usage
Monitor spaces with the spaces report.
See when your spaces were last active, how much storage they use, and more with the space report. This report contains information about each space in your Confluence site and can be downloaded as a CSV spreadsheet. Confluence admins can use this report to make informed decisions about resources and site security by checking for inactive spaces, seeing which spaces allow public links, or viewing the number of attachments in a space.
👉 For example: Ting receives a notification that her Confluence site is reaching its storage limit. She creates a space report and downloads the CSV file. She sorts the Storage used (MB) column to see which spaces use the most storage. She also sees how many attachments those spaces have and who created the spaces. Ting reaches out to the space creators and asks them to clean up any large or unnecessary attachments to free up storage space.
To create and view a space report:
- Select the Confluence administration icon in the top navigation bar.
- Navigate to Settings in the sidebar. Then, select Data management.
- Select Space reports.
- Select Create report.
- Select the Download button next to the report once it’s generated.
👇Here’s an example of a space report.
Monitor macro usage.
View a list of all macros being used--and those that aren’t being used--in your Confluence site. From the macro usage screen, Confluence admins can view a list of all macros that are both user-installed and bundled with Confluence. The list also shows the number of content items using them, and links to those content items.
👉 For example: Athena wants to remove a third-party macro that another space admin installed. She navigates to the macro usage screen in Confluence administration and searches for the macro in the All macros list. Then, she selects the macro link to see all of the pages using that macro. Now, Athena can reach out to the page owners and let them know she’s going to remove the macro.
To view macro usage:
- Select the Confluence administration icon in the top navigation bar.
- Navigate to Settings in the sidebar. Then, select Data management.
- Select Macro usage.
👇View all macros being both used and those that aren’t being used on your Confluence site from the macro usage page.
Manage imports and exports
Confluence admins can export their Confluence site as a backup file and import it into another site. Backup files are useful if you need to roll back changes made to your site, or if you just want to avoid data loss.
👇Click the tabs to learn more about importing and exporting Confluence data.
The backup manager lets you create a backup of your Confluence site that you can then import into other Confluence Cloud sites. You can also save the backup file as an offline backup. Confluence Cloud also takes backups of your site every 24 hours for application recovery.
To export a data backup file:
- Select the Confluence administration icon in the top navigation bar.
- Navigate to Settings in the sidebar. Then, select Data management.
- Select Backup manager.
- Scroll to Restoring a Confluence Cloud backup. Select the checkbox next to Backup attachments if you’d like to include attachments in your backup.
- Select Create backup for cloud.
Only one backup file is stored at a time. Any existing backup is overwritten by the new one. To learn more about backup files, check out Atlassian Support documentation.
Configure application links
Integrate Confluence with other apps.
Application links let you integrate your Confluence site with other Atlassian apps (including Data Center instances) or external apps so they can exchange information, resources, and functionalities.
👉 For example: Linking Jira to Confluence allows you to display Jira work items on your Confluence page, or include shortcuts to Confluence pages in work items. If Jira and Confluence are on the same site, they will automatically be linked.
To create an application link:
- Select the Confluence administration icon in the top navigation bar.
- Navigate to Settings in the sidebar. Then, select Data management.
- Select Application links.
- Select Create link.
- Select the link type, then enter the application URL.
- Select Continue to review connection details.
- Use the wizard to finish configuring the link.
👇 Integrate other apps to your Confluence site using application links.
Linked applications will automatically appear in the application navigator.
Restore a deleted space
Restore deleted spaces from trashed spaces.
Spaces that have been deleted are moved to the trash for 60 days before they are permanently deleted. However, Confluence admins can restore a deleted space from the trash. This is useful if a space was deleted by accident, or if you find you still need to access content from that space.
To restore a deleted space:
- Select the Confluence administration icon in the top navigation bar.
- Navigate to Settings in the sidebar. Then, select Data management.
- Select Trashed spaces.
- Find your desired space. From the Action column, select the Restore space icon.
👇 Restore a deleted space from the trashed spaces screen.
You can also permanently delete a space from the trashed spaces screen.
Remember, you can archive a space instead of deleting it. This will allow you to clean up your site and still be able to access the archived space.