 Hello and welcome everyone. I am Kiran Rajput. Today I am here to give a short presentation on Confluence. This presentation is divided into five sections. Introduction to Confluence, National Virtual Library of India, Space on Confluence, Team Space for Each Individual Team, Daily Worksheet, Activity Sheet, Introduction to HipJack, and Question and Answers. These are the Confluence users worldwide, Microsoft, Essential, Facebook, these are the users of Confluence. Imagine a working environment where you send very less emails, attend very fewer meetings, and still create better results. With Confluence you can. Where every team gets a space to create, share, discover, and discuss contents in the forms of files, meetings, diagrams, projects. This brings everyone together at one place. Now what is Confluence? I hope everybody sitting here must be very curious to know what Confluence is, and how Confluence will be helpful in our day-to-day activities. Confluence is a collaboration tool which provides storing, sharing, and storing contents. Confluence also organizes contents in the forms of documents, meeting notes, meeting notes, diagrams, etc. Confluence is a collaboration tool which provides idea into pages and content be created, and where you discover your own content and accessible to your team, and where you take action on your own work which you have created. This process is called a work collaboration cycle where at the end everyone has a voice, information flows freely, and works get done. It has many different uses. It can be used as a knowledge management tool, a social communication, a website, a tool for planning agile development. The main benefits of Confluence are its flexibility and centralized repository of information. Additional benefits of Confluence are administrative features like permission schemes can be set up at different levels. Moving to the next step is the space. Spaces are the collection of pages which have contents. Pages are contained within spaces. Next, moving to the space directory. Space directory is the list of pages that a user has the permission to view or edit. To go to the space directory, choose space then space directly of the Confluence Editor. As we click on the space directory, we see all the space assigned to the users. To choose the space, you are going to use the most. You can mark a star to the right of your space which you are going to use it on a regular basis to make it appear under my space on the dashboard. You can also search any of the space. You can type a part name of the space in the filter list and the related files will scroll down immediately. What are pages? Pages are the primary means of storing and sharing information in Confluence. Pages can be structured into page tree which shows relation between them. You can add rich contents like images, videos, files, links and macros to it. How to create pages? There are two ways of creating page. If you are creating a blank page, you can hit the create button on the Confluence header or you can choose it from the template of blank page. Once you have created a blank page, you will be on the Confluence Editor. Confluence Editor is where you can name, rename your page, add content to it, format and save it. You can add contents like images, videos, meeting notes, etc. and choose preview to see how your page looks like and choose save. Page Templates. Confluence comes with many of the page templates. The template is a predefined page that can be used as a framework when creating a page. Meeting notes, block posts, file list and many more are the templates we have in Confluence. Meeting notes are the easiest way to draft an agenda of an upcoming meeting. You can capture many of the meeting action notes in it, store it for the attendees once the meeting is over. Block post is the easiest way to share an announcement or the status report among your team's member. Block post can be engaging and it can be attractive too like a page. File list is the list of file which you can upload it in it, all the list for your team members to view it. These are some of the templates. You can use it any of it as per your contents. Copy a page. If you need to duplicate the content of the copy, the easiest way is to copy the page. To copy a page, go to a page, space and choose, go to menu and choose copy and you can copy the content of the flag. Rename the page and make other changes in the body of the pages. Choose and save it. Editing a page. As you choose, as you save your page, the page will be in view mode. To edit a page, you have to re-enter the editor and you can edit the contents of the page and you can choose save to it. Conference automatically saves a draft of a copy when you're working on it. There are two ways to resume a draft copy. The first is resuming editing an unsaved page. For that, you have to go to the profile picture, click to that and choose draft and you can choose the draft of an unsaved page and you can start resume editing to it. The next step is to resume editing an unsaved page. The next step is to, when you are adding a page to the same space, conference will automatically ask you whether you want to resume the editing of an unsaved page. So you can resume editing or discard it. To delete a page, to delete a page of all versions, go to the page and choose go to menu and then choose delete and you can delete it, that page. Also, please note the delete option will only appear if you have a permission to do so. If someone has restricted the, has someone has given a restriction to that page, the restriction will prevent you in deleting the page. To delete a specific version of a page, go to the page and choose go to menu, then go to page history and you can choose the version which you wanted to delete it. Page restriction, page restriction allows you who can view your page added pages in a space. Go to the page and then choose the page icon, restrictions icon and you can apply over there viewing or editing restriction to it, who can view and who cannot view the page and apply restriction to it. Move or reorder pages. While creating a page, choose the location icon at the top of your page. If you want to move your page to your parent locations or anywhere else to the other space, you can choose the location and you can shift your page and choose save to it. The other way is like in case if your page is already created, then choose go to menu and choose move. In case if you wanted to move the pages among the child pages, then you can use the tab on the left hand side of the set page location icon to help you find this new space and then you can click to the reorder, reorder and choose save to it. Add search for labels. Labels are tags that are useful to finding out your specific page. To add a label to a page, go to the page and choose the added icon over here and you can add your labels and choose add to it. Label and attachment, there are two ways of attaching a label. Sorry, there are two ways of attaching labels to an attachment. First go to the page, choose the go to menu and then choose attachment and you can attach it over there and a label. The other way is to choose the space and choose space tool here, then choose contents and click to the attachment. You will going to see all the list of attachments listed here. You can choose the label and save it, change the label and save to it. Search for labels. In case if you have any specific content like you can search it by label text, in case if you are searching for any specific pages like annexures, you can type label text on these Confluence search field and the related pages you can see on it. Search by name. In Confluence you can also search the document or file by name. In case if you are searching for any of the moc files or moc papers, you can enter in the Confluence search field and you can see all the related papers scrolling down. Next come the space sidebar. Space sidebar is the page tree. It's a hierarchy list of pages that you are going to find in Confluence. It's also like when you create a new page by default, you can see it in the space sidebar. Versioning, it maintains versions of the documents uploaded and create page created. In case if you have made any of the changes in the documents and you have saved it, a new version will be created in it. How to view a version? Go to the space and choose go to menu and then choose a page history and you can view versions there. How to compare versions? Go to space and choose go to menu, then page history and click to page history. We'll see the versions over here. You can select both the versions and select compare versions here and you can see all the versions. Next coming to the dashboard. Dashboard is the front page of the Confluence site which provide access to the information and information that are important to the users. It also the first thing that the user sees on logins. Dashboard can be accessed anywhere from the site logo of the Confluence header. This was the end of the introduction of Confluence. Moving to the next section is the home page of NVLI. This is the home page of National Virtual Library of India. We have uploaded all the documents here. NVLI related all the documents over here which becomes very easy for others also to access the documents. This space is accessible to all the managers including the Partnering Institute also where they can upload their pages, view, edit in their respective pages. Moving to the next session is the team space. We have given every team a space where they can upload their documents. This is a private space to the team team members. We have a team details here. You can upload all your team details of the members which become very accessible to everyone to view and work on easily. We also have uploaded three pages like meeting notes and then reports and documents. In reports and documents also you can upload all your related documents to it for your team to view it and work on it. This is the meeting notes in case if you if you don't need the meeting notes you can delete this and you can upload any of the templates, page templates as per your contents. Daily workload report. As you are everyone aware that doccubiqui is no more functioning so we have configured in Confluence so that everyone can update their daily activities. This is the NVLI co-ordinating team where all the details of the members have been given in this. You can upload all your information here like employee code, designation, project titles, emails, contact number, everything here for an easy accessible. The next we have the work activities. In this template we have already started putting all our activities here from July onwards. You can also follow this template as your wish if you want feel like using and some other templates you can do also that. Suppose if anybody has recorded any of the work activities they have downloaded in any of the documents files they can upload over here like before June or before July whatever activities they have done they can record it over here. This was the end of the sessions. We are introducing a new features in Confluence that's a hip chat. My colleague Yugansh will carry forward to it. Thank you ma'am. So hello everyone. Most of you would have used Yahoo Instant Messenger in the past and most of you must be using I mean all of you must be using WhatsApp. So it's kind of a WhatsApp for office or a Yahoo Instant Messenger for office. Most of the features are same and some are different. So hip chat is a web service for internal or private chat and instant messaging. It has several advantages like there is a one to one private chat conversation you can have on hip chat. There can be a group chat specifically for your team. You can create a two percent group, three percent group and chat. Usually what happens whenever you communicate through email there is a lot of formal language. You draft the email in a very formal language and it usually takes time. So information does not flow very freely and there is no faster feedback and information sharing. So here instant messaging provides us with this advantage that irrespective of whatever is the formal language we can have an informal communication and get a faster feedback on certain things which we want to share among our team. So that can be done. Another thing is that like we have created an individual spaces for all of your teams. So whatever activity you do within your space those notifications can be configured to hip chat rooms. So like in Yahoo Messenger there were different rooms. Similarly here in hip chat we can create dedicated rooms which can be set public or private for different purposes. So what we have done is we have created rooms in hip chat for each and every team. So if any change happens in the confluence space of your team then those notification and updates appear in the hip chat room respective rooms. Here you can also share a lot of files. Your chat history is always searchable. There is an inline image viewing. So if a team while the communication shares some images you do not need to explicitly download it and view. There is an inline image viewing. So you can view it in the chat window itself. And another thing is that most of the email messaging systems are not very responsive. Here hip chat is supported by most of the platforms for the desktop as well and for the mobiles as well. It's being supported by Android and iOS smartphones and tablets as well. So you can almost access hip chat from anywhere. It also integrates with many third-party services such as GitHub, MailChimp, Heroku. So for those teams who like there may be some of the teams which are explicitly into the software development part. So there they can configure all their GitHub updates to a dedicated room in hip chat and all the GitHub notifications will appear in that room. We have hosted hip chat on this URL. So we will be sending email invites and you will have to sign up and join your respective teams rooms and you can start using hip chat. This is the very first screen you get to see when you log in to your hip chat account. Then you need to click on launch the web app. And when you log in, you get to see on the left to which all rooms you are connected with. So here like since I have logged in from the admin account, I get to see a lot of team or else I will only get to see only to the team which I am connected with. As you can see there is a lock appearing over here that it shows that this room is a private room. So only those members who have access or invites to that room will be able to join. So this is a scenario where I am editing a meeting note in my confluence space. You can see NVLI PMO team. This is the space name and this is the name of the page. Here I am just editing something and when I, sorry, when I click on save, I get a notification in my hip chat room, an instant notification in microseconds. So here you get to see that who has updated the page, what's the page name, when the page was created by whom and what is the name of the space and here you also get the URL to the page where the change has happened. Now this is another major, sorry, major advantage of confluence is that it facilitates or it provides a cross-team collaboration. So in order to provide cross-team collaboration here among all the DVP teams, we have created a space named NVLI at IITB documents. So here for each team there are individual pages created. You can see this is the name of the space, this is the home page and for each team under the page tree there is a page being created. Here you can upload and share any documents or reports that you think must be shared among all the teams. You can always create, edit and share a page and do all the functions provided by Confluence which are, most of them are self-exploratory permissions. Now since this space has access to most of the teams and all the team members and managers, we have restricted the delete permission from all the users so that to avoid any accidental damage, accidental deletion of file and any activity performed in this page or in every page is being recorded and is being logged somewhere in Confluence. So we request that any mischief should not be done. Another thing is that whenever you create a page in any of the space in Confluence, do remember to choose the right parent page. For example, if you want to create a page, sub-page under accounts team, so do remember to click on accounts team first and then create a page. But accidentally if you create a page somewhere else other than your desired hierarchy, you can always choose to move it to the correct location. So as I said that we are facilitating cross-team collaboration and so that we can share all the documents at one place. Even this presentation slide has been already uploaded under our teams page, NVLI project coordination team. So you can simply go and download these slides named introduction to Confluence in the space named NVLI at IITB space. To all those members and teams who have the access to Confluence currently they can all right away view this file. These are some of the references. There are many small features which are self-exploratory. So we suggest you to start using it and let us know if any customization or assistance is required. Other than that we have received team member details from some of the teams to whom the access has been provided both for Jira and Confluence as per their requirements. For other teams I request that as soon as possible please send your team details so that we can provide your credentials and we can set up Confluence and Jira for you. Now some of the teams are using Jira. Some are not. So it's optional as per your teams requirement as per your nature of the team. So I think most of the software teams might be interested. So one of the team I think blended MOOC team requested us Jira software setup. So we communicated them all the credentials and with the basic setup of the Jira. So other than this if there is any query we are now open to question and answer session. I know doubts may not generate as of now because none of you have gone through using the system actually. So you can start using it even if there is no doubt right now and most of the doubts are not very typical which may not be solved by you as individuals. So if you come across any doubt you can always write us at nvli.itb at gmail.com and we'll be happy to assist you and help you. Yes so in Confluence there is no storage limit for documents okay and in HipChat there is a storage limit up to 5GB of file sharing you can do. Could you please explain in the details just demonstrate how we can create how we can set the permissions right now. You can do this. The permissions are being already set we have taken care of everything. This would be given to the manager which task is important what permission I have to give to the someone so that every time we will not call to the your team that this document is required and these are the permissions required. So how we can set. So we understand your concerns but like. The question was specific to Confluence. So that would be better. Yes. So I will go through a live instance of the Confluence. So you'll get an idea of what actually is being done. So this is my home page okay right now I have logged in as an admin account so I will see most of the things okay yes sorry. So as you can see this is my home page even you can there are lot of minor minor features which you can explore by your own like I have for easier navigation I have created this space and set as my home page. So each of you can create your own on page or any space to which you have access you can set it as your home page. So currently there for the NVLI project these many spaces are being created. This is specifically dedicated for the worksheet logging worksheet and these are individual private spaces for all the DBP teams right. So the spaces which are relevant for us as DBP staff I'll go through those spaces first. You can always choose to see a list of spaces through the space directory. So this is the very first space about which Kiran mem briefed all of us. So this space is shared with mostly with the senior managers here, managers here and all the NVLI partners which are CDAC, IGNO, RRLF and NKM. Here all those documents are uploaded and we can upload. So in this space you cannot create anything because this space is being taken care by the admin by the conference admins. Here you can always be updated about what communication is going on in the NVLI project. So here all those documents are uploaded and here you have the view permissions. Other thing this is the second space which is for the cross team collaboration. Here if you want to create something you can go to your respective team. Okay then you have to click on the create button. You get to choose so many paste templates. Now whichever paste template is relevant to your team you can choose that. For example I'll choose the meeting notes. I'll click on create by default it takes the today's date and I'll save it. Now I've got a template of a meeting note. I can always choose to edit it, fill in all the details like who were the attendees goals. I need not to explain these all things and then click on save. So all these things are for this document. So see we have avoided for you to set permissions. We have already set some permissions which we think that are sufficient for this space and this page. Now if beyond that you need that this certain permission I need as a manager or as a user I need this permission. I need not be dependent on system admins for that. Then you may write just for that and we can provide you that permission. Like by default you all the users do not have a delete permission. So in order to avoid the accidental deletion of any of the page or any of the documents. So similarly there are other permissions as well. Sir here see this space is specifically designed for cross-team collaboration. So here we need not to hide anything. So here this space is dedicated for cross-team collaboration and sharing of the documents. Now in case of individual spaces for your respective team we have given all the access to you. You need not be dependent on us. So for example if this is the space for eStudio team. Here these are the permissions. I will go through you go through the permissions as well. So to start with we have created only some three sample pages for you. You can always choose to delete them or add new to them. Meeting notes reports and documents team details. So ma'am as you asked that how you segregate the project roles. So here we have like eStudio team we have categorized into three groups. eStudio managers, eStudio members and eStudio assistant project managers. And so these are the permissions. Now this space is dedicated for your team. So you need not be dependent on the confluence admins for any of the permission. So here we have given you all the permissions that every user can view, every user can add or delete. So the universal for your space and not beyond that. Under your space for any of the document you can choose to put access restrictions or or you can provide access by your own. So in that case. Take a specific dedicated space for all the managers and there in there you can upload or share documents. And within that space will give you the permission sorry you the access to set the permissions of that document or each document right. Suppose I have to create 10 documents today then fight tomorrow. Every time nobody will call to the PMO team. Sir, I have a comment is required that permission. I understood and I have proposed a solution to that. I will communicate with you over the mail. That can be done. We will be creating a dedicated space for managers and there we will be giving all the managers access to you know put restrictions over a document or remove restrictions over the document. And there if we create a dedicated space you even do not need permission to put an access. So there is a lot of customization possible but see since we have not started using the tool as of now we do not know actually that what's your need what your needs are. So as you will start using it you just communicate with us over the email or over the phone will prefer email because then there is a record of what you have asked from us. And then we can customize it for you. If you want to see I can also demonstrate how notification appears in hip chat totally optional. Okay so no more questions. So for logging the activity or the daily work log we have created a dedicated space named DBP staff worksheet here since I have logged in from the admin account I get to see all the teams but if you log in from your respective account you will get to see only your team. So for example this is the FRG team and this is Sir's account. So here since you have not provided access as of now we don't have your team details. So we have created a template here you can choose to edit. Now this will be edited only by you. We have made sure that we have set all the permissions with respect to each individual users in this DBP staff worksheet space. So no other user can edit your actually time sheet. To start with we took. So this is our teams page. First of all this page was to upload all the work log done before July 2016 if you have you know logged it some elsewhere. So I used to log in log it in a task sheet so I uploaded that for July. Now this is a actually we have by default created this template for you but you may choose to use any other template as well that's totally fine with us. This template is for is actually being used under agile methodology for daily stand-up meetings wherein a user explains what he or she did yesterday and what he or she plans to do over the day he or she enters this at the start of the day. Yeah so this is the filled template. It is. I just want to know that this person has created something. Sorry can you repeat. But I'll show that to you personally because that that for that I'll have to show you the admin admin view. See one thing is that you want to you want to see the updates whatever is being done in your space right. So that appears over the homepage of your space under recent updates. Another thing is that you want to get notified. 200 people that you cannot see everything what they are doing. You just want some high level view of what what is happening and what is is there a workflow mechanism which I can use. Yes something has been done and then I can go ahead. Yes sir like you can see. This is the Enviolite IITV documents home space now whatever activity is going on by each user it's it is getting listed under recent space activity over here. Can you scroll it down. You can see since the inception of this space. Now now can I club it and say that this is part of one activity. I have not explored that actually. Okay but so for example so I I list say five six activities and then the team member actually tags it with that activity. It comes under that and when I want to see what is happening in that that space small activity space I should be able to get the status of it. So I think sir if for this purpose what I would recommend you is that Jira would be the most useful tool where in you can create each activity individually. You can set a certain time estimate for that activity. You can put in a start date and date and you can actually track the progress of that activity being done or being idle and then there you can generate a time sheet report for each activity for each user and there are numerous filters which can be used to generate that. So whatever happens in compliance can this also be fuelled back to Jira. Yes sir. So even most of the teams what they do is some of the software teams what they do is they like when they create BRD or the SRS they create that in Confluence. They have a informal communication that document goes through various phases. Once it is fixed when the BRD requirements are fixed issues are being created right from Confluence to Jira and then they are assigned to certain users. So how do you create an issue here? Yes it's very simple actually. Which space is this? Yeah I'll just so I'm going in our teams space, private space. So like right now I have not I don't have any meaningful example of creating an issue but usually what happens is when we select a text we get to see these two pop-ups. So you can see is it available when I select a text. So for example if I have a BRD and that has that has been frozen requirements are final. So I can just choose a particular text and I can click on create Jira issue. When I click on create Jira issue it redirects it opens me it pops up pops up the create issue screen and I can create the issue in the project to which I have access in Jira. So it's as simple as that. Are you giving Jira access to everybody? Sir it's on you we are as of now giving access to everyone and if you want to like if you want us to conduct an hands-on training session on Jira for your team we are happy to do that. No see if you send if you give access to everybody then everybody people we may use it right. So let them use it and let them see how it works because. Yes sir by default we have actually created dedicated projects in Jira as well for each team and they may start using that also. It's a single sign on yeah. I understand yeah. So the user may just choose to switch into IITB Jira from here. It's as simple as that but like there are teams of different nature different work there there are some teams for them it may not be the workflows are available. Yes workflows are you can create a new one. Yes yes even that can be done yeah. I'm saying it's highly customizable. It's just that we need to know your requirements. Can you do one thing can you send a document describing different workflows available in Jira. Yes yes. Just send it to everybody. I'll do sure. Let's see I mean who of them may use or may not use so let them let them see how it they can use it in their own. Yes yes most of the teams though use a default workflow in Jira but there are numerous others that even those can be used. I'll share I'll share it on the common space in the audience. Yes yes so I'll just walk you through the Jira instance of Drupal vendors. They have been actively using Jira and we have been using scrum boards under agile methodology for that development. So in the previous session I covered that there is a Jira dashboard wherein you can use several gadgets and get to see all the reports in a summarized form. So this is how this is my personal dashboard which I have configured to track what's going in the Drupal development project. So you can see that this is the third sprint running and there are only two days remaining. It's taking a bit time due to slow connection I don't know. This is a created versus resolved issue chart. So here you can see that I as a user I am being given access to all these projects created in Jira. So I'll open the Drupal NVLI project. Now five different vendors are constantly working and logging their issues workloads in Jira here in this project. So you get to see as this is the third sprint running right now. You get to see these many issues are being created and put into the sprint 3. Sprints are a time iteration a time bound iteration to do a task for those who are not aware about the sprint. You can see those issues which are which have been striked out. They are already complete. Remaining are not are in progress. I'll show you how an issue typically looks like when we create it in Jira. And like I introduced hipchat we have been using a similar software named Slack for all the communication for instant messaging here in this project. I'll show you that as well. Yeah. So this is a Jira issue. Now here you can see that when it was created the creator put estimated time is two days later on after completing this task he logged the work as two days. He is the this person is the assignee to which this issue was assigned. And he himself was the reporter. Here is his work log history and all the status can be seen over here. So a lot can be done by Jira. Yes sir. So this is a similar similar software for instant messaging dedicated for Drupal development. Now here for in order to receive a dedicated service request with respect to Jira and Confluence for any doubts all the vendors put their requests over here. You can see that this this request was posted at today at 12 4 p.m. and it was resolved here. So actually instead of writing mails instant messaging software like this helps us a lot. And all the other discussions are being going on here. So here we call them channels and there we call them rules. How do how do I get added on this. I'm also there on Slack. Okay. You are also there on this URL and we are not. No, no, no. Okay. So actually this is dedicated for this Drupal development. So you may always request Professor Sundar and he'll provide you the access for all these channels. So now I'll also show you how these Drupal vendors are being are using Confluence for their communication and all sharing of the reports and all. So for easier navigation our admin team have categorized these spaces under different categories. So when when I click on Drupal NVLI I get to see only those spaces which are related to the Drupal development teams. So as you can see this is space Drupal NVLI docs. Now here they have all the architecture architecture related discussion. They created this page. They have uploaded all the documents, annotations, store structure. Is this available for everybody? No. No. Only to the people who are associated with this development activity because it may not make any sense for other users. They are not. Similarly, like I said that in Sprint they they have daily stand up meetings every day which is time bound and that is for 15 minutes. So this is how you can make meeting notes. So here they do make meeting notes on a regular basis and upload it here. Here they summarize it everything what was done yesterday, what will be done today, blockers if any like that. So this is how it is being used. So it has got a lot of options and a lot of features. Some are self exploratory, some we communicated to you. It's on you how you want to make use of it. So we request all of you to start exploring and start using this and let us know your feedback and your requirements of customization and we'll be happy to assist you. Hello. I have already created a page on my that fundamental. So I would like to know how do I refer in a very nice way. I cannot get citations and what is a way of doing it. You can always. Because I had to write the whole name of the document. Can you check mine? Yes. So sir where exactly have you created that? In the space that you are given. Your personal space? Right. Where that fundamental research group comes? It's an NVLI at ITV. So under FRG, you have created this page. So if you see down, I got a link to those documents. Now these are redundant. These are redundant because it automatically it's maintaining the versions of these documents. Right, right. Suppose I now go and edit. I can actually delete all this. I can actually delete. No, you won't be able to delete. If you go down, go down. Yes, yes, yes. Just copy first and then delete. Not everything. Only the last. No, as of right now, since I am I have logged in from the admin account. I will be able to delete everything. Right, right. Yes, but when you as a user will log in, you won't be able to delete. So the question is, you see the blue thing that is being written the text above towards the end of the paragraph. This. All right. Okay. So you have to give a big title there. Instead of that, I would like to put it down somewhere. Say one, two, three, and then say it is given in this. Sorry, I'm not getting exactly at the point. Yes, yes, yes. Sir, these are mine. I will send them. Yes, yes, yes. These all can be taken care of by us. Okay. Thank you. Thank you, everyone for spending your precious time.