how do you manage spaces? who can create spaces?

[Harini Gangaraj]

Hi all, 

    Could some one give examples of how to set permissions and how to manage spaces?  should everyone have permission to create spaces? 

[Kesha Thill · Accepted solution]

Hi @Harini Gangaraj! 

I'm on the Confluence marketing team and this is a great question that we receive a lot. Space setup is unique to each company, and it depends how you want your company to be using Confluence. Generally we recommend spaces for:

1. teams (i.e Confluence Marketing team space, Jira product team, Confluence product design team, etc.) - in your team space, all work related to your team would be here. My team puts all of our quarterly goals, meeting notes, project plans, campaign plans, blog drafts, etc. here.
2. personal space - I use my personal space to just brainstorm, take my own notes, draft up copy that I may move to my team space at some point, etc.
3. projects - sometimes projects are big enough that they warrant their own space due to the amount of documentation attached. For example, we may have a space solely dedicated to a new product feature because with that features comes requirements, messaging, go-to-market strategy, engineering plans, etc.

And to add extra examples - Here at Atlassian, Confluence is a pretty open workspace where we all have the freedom to create spaces for our team or for specific projects. So we keep our permissions very open throughout the whole company. The benefit of this is that everyone feels like they can both create and contribute (versus just being a bystander and consuming information), as well as take ownership of their work. If i'm owning a project, I may create a space for it and set my own permissions for that space where only I can delete pages, but anyone can contribute since I know my team will be large, I'll be getting a lot of stakeholder feedback from many different places, I'll have multiple people/teams involved that I may not anticipate yet, etc.

In regards to it getting disorganized or overwhelming, it can happen, but we also just trust that people will take the time to clean up their space, archive old pages, etc. Sometimes we give specific roles on the team, like a confluence gardener, who at the end of every quarter will go through and archive irrelevant information/pages.

Anyway - I'm babbling 😉 but I hope that helps a bit! 

[Harini Gangaraj]

Hi @Kesha Thill,

    Thank you for all the suggestions. We are a very small team for  now.  I will keep your suggestions handy.

[Ollie Guan · Accepted solution]

Hi @Harini Gangaraj,

Here are my suggestions:

1. Allow each user to create their own private space

2. The system administrator is responsible for creating the public space

For space permissions, please refer to:

https://docs.atlassian.com/confluence/docs-69/Global+Permissions+Overview

[Harini Gangaraj]

Hi @Ollie Guan ,  Thank you - this is exactly what I was looking for.

[Thomas Schlegel]

Hi @Harini Gangaraj,

we use the same setting in our company as Ollie described. I would not let anyone create public spaces. I assume, this would end up in a extremely large number of rarely used spaces.

If someone needs a space, we create it according to our company CI and set some basic permissions and other settings, add them to overview pages etc. 

[Moses Thomas]

@Thomas SchlegelBut every  body  should be able to  create personal space,  as this  make sense to  me

[Thomas Schlegel]

@Moses Thomas  - you're absolutely right, I forgot the word "public" above.  Every user should be able to create a personal space, if she / he wants to.

Thank you 

[Moses Thomas · Accepted solution]

@Harini Gangaraj

• To manage space  please see here   https://confluence.atlassian.com/conf59/administer-a-space-792498663.html
• To  create space  and who  can see here https://confluence.atlassian.com/conf59/create-a-space-792498598.html

Best!

[Harini Gangaraj]

Thank you @Moses Thomas for the very quick reply. Should everyone in the team have permission to create spaces in an organization. Will it be difficult to manage too many spaces? We just installed confluence - please excuse me if I am asking dumb questions

[Moses Thomas]

@Harini GangarajIt  depends ,  on  what  you  define in you global permission,  if you  give this  users/group   then  they  will  be able to .

[EPS Software Engineering AG]

Hi,

We allow the creation of public spaces. However, we use our App Space Tree Creator (STC). This App allows the creation of a space based on a STC-space (any Confluence space) and the authorizations to be copied from the STC-space. Possible usages are project spaces, quotation spaces, etc.
You can find our Space Tree Creator on the Marketplace.

Regards,
Stephan (CEO of EPS Software Engineering AG, the vendor of the Space Tree Creator)