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Steps for Moving Pages from Confluence to Bookstack

Overview:

This page contains a series of steps and instructions to be sent to Content Owners that are tasked with:
(1) reviewing original pages in Confluence to determine if they will Copy to Bookstack or Do Not Move to Bookstack;
(2) Reviewing pages that have been Moved and are review and mark Done. 

 

OIT Knowledge Base


 Step 1 - Review Original Pages in Confluence Step 2 - Move Selected Pages to Bookstack Step 3 - Mark Moved Pages for final approval

Step 1 - 14 days Step 2 - 14 days Step 3 - 14 days
Start Date March 8, 2023 March 23, 2023 April 7, 2023
End Date March 22, 2023 April 6, 2023 April 21, 2023

 

Sample Language:

(1) Review original pages in Confluence to determine if they will Copy to Bookstack or Do Not Move to Bookstack;

Dear Colleagues: I am enlisting your help on the Confluence to Bookstack conversion project. As a first step, the goal is to determine which pages need to move to Bookstack, which pages need to move with edits, and which pages will not move. Please  review and complete the steps described below. Please complete by 2/3/23 or reach back out to me if you need more time. 

1) Access the sheet in this Google Sheet labeled 'OITInternalCollab'.
2) Look for the Pages (Column D) I have assigned you as Content Owner (Column C). 
3) Click through to view your page's content to determine Action. 
4) Update each of your pages in the Action (column A) by selecting from the drop down. 
5) Send me a quick note when you are done.

Footnotes:
  • I have updated pages associated with my name to provide an example.
  • If you believe you have been assigned a Content Owner in error, please update in the cell and notify that individual. 
  • See Key sheet for explanation of the Actions. For any pages marked for editing, please be thinking of how edits for your pages will be completed. I'll be circling back to you on those.
  • Feel free to use the Notes (Column B).  
  • We are adding the permalink to the page in Bookstack to the spreadsheet. For cross referencing, should we need it.
  • Tags: we are replicating any tags being used in the Confluence article, and adding any others that are requested. I am also using Tags as part of the review workflow. Currently we are tagging pages with To Review+intitals of the content page owner. This will allow that individual to filter pages in Bookstack by the To Review+Initials
Reminder: this is the beginning of developing a process we will use for our larger collection of pages in the OIT Knowledge Base and external groups. Your questions and insights are helpful as we work through the details. Please pass them along.

(2) Content Owners review pages that have been Moved and are review and mark Done:

Hello team: Some or all of your pages have been moved from Confluence to Bookstack. Now it is time for your final review and approval of the work completed so far. Please complete the series of steps found below. I ask each of you to complete these steps for your pages no later than 2/24/23. Good progress is being made. 


Please review page content and raise glaring issues now, as this workflow will serve to provide a process for the MUCH larger spaces in Confluence that are next on the slate to move (OIT Knowledgebase is next, and will begin early March). 

Note: There are more pages still to be moved. We wanted to check in with this group now to iron out any issues before we get too far down the road. Thank you for your help with this. 

Complete: Review, Approve and Done Process
1. Login to Bookstack (Internal Collaboration book is only viewable for users who are logged in).
2. Open Page Conversion Inventory Sheet, locate tab: OITInternalCollab 
3. Filter Column A (Action) by Moved
4. In Column C (Content Owner), look for rows with your name.
5. For each row with your name, click to open and compare Column D (Confluence page) to Column G (bookstack link).
6. Make desired edits. For major issues, note them in a comment in the sheet or Notes column for one of us to address. Work back and forth until the item is resolved.
7. When final, remove the Tag: 'To Approve: your initials' in the Bookstack page, and change the status in Column A (Action) to Done.
This completes the process.

Questions to this group:
1) We've been copying/pasting the link to the old confluence article in the body of the bookstack page for cross reference. Should we continue doing this?

2) Chaptering: I'm looking for suggestions and reactions here. Bookstack does not do the indexing or subpages hierarchy that confluence does. It relies on Books/Chapters/Pages and Tags. We started by just adding pages into the INternal Collaboration book in Bookstack, but that started to look unruley after a while. I created some chapters based on the indexing that was used in confluence. Take a look and let me know if we should add more chapters for more organization.

-Laura
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