Capable Publishing: Structured Workflows for Confluence Content Delivery
Confluence shines when it comes to drafting content, sharing ideas, and collaborating on projects. However, when it’s time to deliver that content - whether to a public-facing site or an internal documentation hub there are two important steps that are missing:
- Approval Workflows: A structured process where selected reviewers can approve pages, with a full audit trail to capture every decision and change.
- Publishing Pipelines: A method to move approved drafts into their final published location—completely separate from the draft workspace—be it public-facing or internal.
These capabilities were lacking... until now.
We addressed the first gap with our Approval Tool. Now, we've completed the picture with our Publishing Tool enabling end-to-end content delivery from draft to publication on internal areas and external public places too.
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How It Works
Before diving into the interface, check out the full animation below - it offers a visual overview of how our Publishing Tool functions 👇
Capable Publishing - A Quick Overview
Draft in a private space
Draft your content safely away from the destination of your published work, be that an internal space viewable by members of your organisation or an external place viewable by the public.
Request approvals
Set up automatic approval requests for new pages or manually add reviewers as needed. You can even configure auto-publishing upon approval.
Publish to target space
After approval, pages are automatically sent to your designated publishing space. Prefer a manual approach? Disable auto-publishing to review everything before it goes live.
Manage access visibility
Publishing to public? With Refined Wiki or Confluence public links, your content is instantly accessible. Need privacy? Publish to restricted internal spaces visible only to select users.
Stay in control
Track publishing and approval status at a glance with our intuitive UI — see whether a page is Pending, Approved, Published, Outdated or Desynced via the icons at the top of the page. Alternatively, view and manage everything through a centralized dashboard that sorts content by status, perfect for content and knowledge base managers.
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Built for Real-World Content Workflows
Capable’s tools help teams implement efficient, scalable workflows with minimal manual input and strong governance. Here’s how it works across different use cases:
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✅ Internal IT Documentation
Your IT team is writing a new SOP to set up laptops or reset passwords. Instead of drafting directly in your live knowledge base (risking employees having exposure to incomplete information), you use a private “Knowledge Drafts” space and alongside our tool to:
- Trigger approvals from designated team members
- Auto-publish to a secure, view-only space
- Maintain an audit trail and track outdated content
No copy-pasting or version confusion - just a smooth workflow.
Read More About Internal Documentation >
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🌐 Customer-Facing Technical Docs
For teams producing help articles, FAQs, or user guides, quality and consistency are paramount. Capable ensures that everything is vetted before going public.
- Reviewer alerts via Slack or Email
- Automatic Approval Expiries to motivate fast colleague approval feedback for timed releases
- Secure read-only publishing spaces for public docs
Create in “Help Center Drafts,” approve, and publish via tools like Scroll Viewport or Refined Wiki—ensuring polished, reviewed content reaches your users.
Read More About Public Documentation >
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🧠 Knowledge-Centered Service (KCS)
Capable is ideal for teams practicing KCS, where knowledge is generated as support issues arise but still requires formal validation before publication.
- Auto-request approvals when new pages are created
- Define flexible approval thresholds
- Maintain full audit logs from draft to release
A support agent logs a fix, it’s automatically reviewed, and once approved, it’s live - zero bottlenecks. Easily integrates with Jira Service Management. Don't just reply to support tickets — contribute to a quality knowledge base with a solid review process.
Read More About KCS Publishing >
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📢 Marketing Teams with External Output
From landing pages to campaign copy, marketing teams need fast yet accountable publishing. Our solution helps you:
- Work in private with automatic approval prompts
- Set expiration dates for pending approvals
- Add visual banners to remind reviewers
- Publish directly to public/private spaces
- Track everything via the dashboard
It ensures your messaging is consistent, timely, and always on brand.
Read More About Marketing Publishing >
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Automation with Accountability
Capable’s Publishing Tool brings together:
- Auto approval requests
- Auto publishing
- Auto surfacing to external tools
This isn't just content management. It’s content operations.
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Ready to Upgrade Your Publishing Process?
Our structured workflows are part of Capable for Confluence, designed to support reliable, high-quality knowledge delivery at scale.
Whether it’s IT documentation, product knowledge, or outbound marketing, this suite is your launchpad for content done right.
Coming soon:
Step-by-step tutorials on approval configurations, auto-publishing setups, and sharing content confidently across environments.
We've already created these two videos below:
Publishing Confluence Pages | Capable Publishing Introduction
Public Documentation in Confluence with Refined and Capable Publishing
In the meantime, give it a go - and turn your draft pages into polished publications with total clarity and control.
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James Bridge
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