How do I automatically share pages with admins

[Bee Ivey]

I support a small law firm and we are opening up the wiki for everyone to put their work roles and instructions for various aspects of their jobs. What we wanted was the pages to be private except for admin and for when they are finalized and published. Even giving other staff high level admin access, they cant see my pages unless I send it to them directly. 

Is there a way to set permissions so that you can share with a group of people or that admin can see anything below their role? Thank you in advance.

[Laura Campbell]

@Bee Ivey 

Since certain functionalities (like macros or editing) are different between the draft mode (where you can configure the macros or edit the page) and published mode (where they display content in a specific way, or people can view the page), "publish" is simply making the page viewable. Confluence does not natively have a content approval process, and publishing a page simply creates it.

If you have restricted access to a page because it's not ready yet, when you share it, you need to select "can edit" or "can view"

Your screenshot shows that you are managing access to pages through a parent page. So "Parent page Acme" has restricted access, and all the pages created under it (child pages) are only available to people who have access to "Parent page Acme". 

If you want to manage view/edit permissions for each child page separately, you'll need to change from "Restricted by a parent" to plain "Restricted". I'm pretty sure you can't have a child page open to more people than the parent page however. 

[Mikael Sandberg]

Hi @Bee Ivey,

Welcome to Atlassian Community!

You could use view page restrictions, you can then restrict who can view to only admins and the owner of the page. Once it is ready to be shared you can remove the view restriction. Note that view restrictions are inherited, so if your page has child pages then they would also be view restricted if the parent is.

[Bee Ivey]

I think this is what we have been doing. But you have to share each page individually with the people you want. I would like to share a page that hasnt been finalized with the admin team to look over, or the company to look over, make comments, etc. I only see a way  to do this with individuals. Am I not seeing the right help doc for this?

[Mikael Sandberg]

View restrictions are not per page if you use parent/child hierarchy, only edit restrictions are.

Another way of doing it is to set the space permissions to be more restrictive. But if you really want to restrict access to pages that are not yet ready for a wider audience you may want to look at an app in the Marketplace that allows you to publish approved pages to a different space/instance. I have used Comala Publishing together with Comala Document Control. With publishing you have two spaces, one internal and one external, and the external only have published pages, while the internal is used for reviews and approvals (this was done via Document Control, it gives you a workflow for the approval process).

You may also do this with automation, if you look under Templates there is one that changes the restrictions when the page is moved, so you could have different sections within a space or two spaces, and when the page is moved it will open it up for everyone. I haven't played around with Confluence automations that much but it looks doable.

[Bee Ivey]

This might be a solution. 

I just dont understand why it gives me the option to share to a group, for instance, but then no one in that group can see it. That would make sense to me to share to the vetting team, whoever that is, and them be able to see it. In the demo video, people could collaborate and make notes on these, but ours all seem to be siloed away from even admin. 

I am checking these apps out now

[Bee Ivey]

Also I cant seem to find this "parent/child hierarchy" or how to set it up

[Bee Ivey]

Even with these in place, I am not sure they are working. I am the owner and I cant see anyone else's pages no matter what state they are in, unless published

[Bee Ivey]

Maybe I dont understand "publish". In my mind, that is the final stage. Is that not the case here?