Assigning authorizations in Confluence was a time-consuming and inefficient process in many IT projects for our customer, which operates a digital workplace (based on Confluence) for 60,000 employees. Intranet users who needed access to specific Confluence spaces requested this access manually. Admins and editors managing the intranet had difficulty keeping track of who was managing and maintaining which spaces. In practice, this meant that they had to create a ticket, which was then processed by the responsible Jira team. This process often took several days, as administrators had to intervene to manage authorizations via the group plugin developed in-house for this purpose. To solve this problem, the Management Cockpit offers a central space view in which all editors and admins of a space are visible.
In addition, there was no way to add notes, statuses or ratings to the content of the Spaces, which was important for administrators to ensure the quality of the content published by editors. The Management Cockpit adds a comment function that allows any authorized user to leave comments or notes on a Space.
The admins also wanted an overview of user activity on the intranet and the spaces they were members of. As Confluence often only used groups as a reference to find out which part of a space you manage, this was problematic. The Management Cockpit now offers an individual view for users, showing which spaces and roles they are active in.
The manual approach had several disadvantages:
The lack of automation impaired the workflow and led to an unnecessary burden on the IT teams.
To overcome these challenges, the customer placed the following requirements on the solution:
To solve these problems, we developed and integrated the Management Cockpit - a solution that offers self-service and automation for the authorization management (IAM) of Confluence Spaces. The new solution enables users to independently request authorizations for specific spaces without having to create a ticket. Instead, the process now takes place via a self-service portal that provides an overview of all available spaces and roles. The user fills out the form and a ticket is automatically created in Jira.
Important features of the Management cockpits:
With this solution, we seamlessly transformed the entire authorization management into a simple and fast self-service process.
Maximize the efficiency of your teams with the automation of your authorization management
The implementation of the Management Cockpit led to significant improvements and benefits for all involved:
The Management Cockpit for Confluence revolutionized the previous manual authorization management in the Confluence Digital Workplace/Intranet. By introducing automation and self-service options, project teams work faster, the IT teams are relieved and the entire process has become significantly more efficient. The results speak for themselves: a reduction in processing time from days to seconds, fewer errors, more control for users and a massive increase in productivity.
The Management Cockpit is a no-brainer for intranet users, admins and editors who manage access and need an overview of it, as well as for the Jira team that manages the group plugin. It improves efficiency and transparency and is a valuable solution for any company that uses Confluence and wants to optimize the management of access permissions.
It should be particularly emphasized that this self-service can be perfectly integrated into existing self-service portals or offers an entry into the world of self-services. At the same time, the "user-in-group" approach can also be used to implement new use cases, such as when developers need access to Jira projects. This flexibility opens up additional possibilities and fields of application that further increase the benefits of the Management Cockpit.
Automate your IAM with Jira and Confluence and digitally integrate your employees, customers, service providers and partners for seamless collaboration.
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