Automatically add tags to a site when including it in another site

[Alex]

Hi. 

I am trying to set up a documentation in Confluence Cloud, where Sub Pages are included (/include) into a main Page. I want to have several documentation pages which content is made of different sub pages. So that if i change one sub page the changes appear in all main pages.

But i also want to keep track of where the sub pages are included. So i thought of tagging them. Unfortunately i think i will forget it sometimes, so i am looking for a way to automatically copy the tags of the main pages to the included sub pages. I already found the neat automation feature, but i did not find a way to do this task.

Is this even possible? Or is there another way or a workaround?

Many thanks in advance

- Alex

(Edited)

[Lucas Modzelewski _Lumo_ · Accepted solution]

I'm working on a solution for that :) I will drop an update later this week

[Lucas Modzelewski _Lumo_]

It is still work in progress, not yet automated, but with single click labels can be added from all included pages.

Short Loom:

Global and space admins can set if in current space other spaces and personal spaces are included.

Next week I will work on some get started page and more configuration, then 1st release

Next I will work on triggering this operation, with some scheduled checks and maybe automation.

[Alex]

Hi Lucas. This is really impressive. I was not aware that you can modify Confluence like this. Manual syncing the labels is already great.

Does this also work the other way round? Syncing the labels from the main page to the included pages?

[Lucas Modzelewski _Lumo_]

I’ve been thinking about this.

Before jumping into implementation, I plan to add an audit log and define rules/settings to handle different scenarios.

“Syncing” raises some interesting challenges. Adding labels from included pages is straightforward - it’s an incremental change, and we want that to reflect on the parent page(s). But if we try to reverse the process, it starts to lose meaning unless we introduce additional logic - otherwise, all included pages would end up sharing the same labels (parent + included pages). Unless, of course, some labels are excluded from syncing... tricky (requires log to track the way label was added).

Things get even more interesting when it comes to removing labels. For example, if a page is included in multiple locations, should all parent pages be updated, or only the one in the same space? If a label is removed from just one included page, but still exists on other included pages, should it be removed from the parent? These kinds of edge cases require configurable logic and an audit log to maintain transparency and traceability.

I’m also considering extending support to include labels from attachments.

[Lucas Modzelewski _Lumo_]

Smart Label Sync App is live! 

v1.0.0: https://marketplace.atlassian.com/apps/1238065/smart-label-sync?hosting=cloud&tab=overview 

[Alex]

Looks great. Amazing what you can do with Atlassian.

I will have to ask my admin to install this Plugin. I am really looking forward to. Thank you. 

[Alex]

Also the sub pages don not necessarily have to be sub pages of one specific main page, but can be stored anywhere in the space.

[Alex]

Hi Walter.

Thank you for your quick response.

You are absolutely right, i mean Pages inside a Space in confluence. I just recently started using Atlassian Products, also in German. So i got the names wrong.

I will change this in my initial post.

This is what i mean. Include the Content of Sub Pages in the Main (Documentation)-Pages. So that if i change the content of a sub page all main pages are automatically updated. I did not find a feature to show me which sub pages are included in which main pages. So i thought of tagging them automatically as soon as they get included to a Main Page.

[Alex]

The Main Documentation Page should look like this

[Walter Buggenhout]

Hi @Alex and welcome to the Community!

Could you provide a clear explanation (preferably through a tangible example) of what your documentation structure looks like?

I am guessing you are trying to include content of pages into other pages, but you got me confused by referring to sites all the time. Just to explain why I am confused:

1. You probably have an Atlassian site at the top (this determines the URL of your Atlassian platform, e.g. alexander.atlassian.net
2. It that organization, you probably have different apps, such as Confluence (an Jira, Jira Service Management, ...)
3. Content in Confluence is then organised first of all in spaces.
4. And inside a space, your actual content is written on pages (optionally, you can organise these pages in folders inside a space if you like as well)

When you uses /include, you normally include into a page - this being (part of) another page.

Also, an example might help to understand what you are hoping to achieve by tagging pages, and even more importantly how you have envisioned that ...