Set up and publish a space
Overview
A space administrator can link two spaces for space publishing (or a one-off copy) and publish and sync documents between the two spaces.
A space administrator can also configure the space to use snapshot publishing.
Configure a space for space publishing
Using Comala Publishing, a space administrator must link two spaces: the draft source space and a published target space.
You need to be:
A space administrator with permissions for both spaces
A member of the Confluence group added to the app Publishers Group (in global permissions)
You can then
Configure the content to be published
Initialize the synchronization of the two spaces
Link the draft and the published space for space publishing
There are two options to set up the draft and published spaces:
Option 1: Publish content from one space to a new published space.
Option 2: Publish existing public content from a new draft space.
Here are two example scenarios that can help you understand these two options.
Option 1: A new documentation space
Use this option if you are starting a new documentation space,
OR you have an existing space you want to use as the draft (source) space, and this is then published to a new space (the target space)
Let's say you're starting a new documentation space
Your content is ready for your audience
You occasionally update the content
You want a clean and approved version for your audience to read
You can create a new space, then use Comala Publishing to link and sync your draft documentation space with this new space, which becomes the published version to share with your audience.
Any time you make a change to a page in the draft space, the page's state changes to out of sync until you publish the space or the page.
You first need to create a new empty space.
This becomes the Published space (the target space).
Link the current space to the target space that will be the Published space
Choose Publish to synchronize the content in the two space
Before choosing Publish, you can
Configure the publishing options
View Changes that are pending in each of the draft and the published spaces
Once synced, you can make changes to your content in the new draft space (the source space), then publish the whole space or individual pages.
Option 2: Adding to a populated space
Use this option if you have an existing space, on which people have comments, watched pages, etc,
AND you need a draft space to which you can make changes, and when approved, publish this to your existing space
Let's say you have a space that:
Is rich in content
Already has comments
Has users watching pages and user labels
You need a new draft space that you can publish from to the pre-existing populated space.
You first need to create a new empty space.
This becomes the Draft space (the source space).
The existing populated space is the Published space, and the initial configuration of Comala Publishing for this Option 2 is in the space tools in this populated space.
In the populated Published space space tools use the Comala Publishing option to Publish from another Space
Link two spaces by using the dropdown menu to choose the draft space
Choose Link
An on-screen dialog confirms linking the two spaces.
Choose Finish
The next step is to synchronize the content in the two spaces.
Choose Synchronize to copy the populated space content to the new draft space
All the content on the current populated space is copied over to the linked draft space.
Before choosing Synchronize, you can select Advanced options to manage the configuration for this initial copy process.
Once this initial synchronization is complete, navigate to the new linked Draft space (source space).
In the new Draft space (source space), configure publishing options to decide how to handle deleted pages, labels, properties, and more.
All further configuration and publishing of Comala Publishing is now undertaken in this linked Draft space (source space).
You can make changes to your documents in the new Draft space (source space) and then publish the whole space or individual pages.
Unlinking the spaces can only be completed in the Draft space space tools Publishing dashboard.
Options for space publishing
In the publishing screen, configure what to include when you publish your draft space content.
You can set publishing options, including
Link or change the target space using the dropdown menu
Enable users (with edit permission) to publish single pages using the Single Page Publish slider
Exclude pages or blog posts from the publish action
Clean up of out-of-sync pages
Keep labels intact when publishing
For publishing actions, you can use check buttons to configure the document and data to be published:
Page content options to determine what data is published
Visualization options let you choose whether or not to display the publishing status lozenge and draft watermark
Space sync conditions let you publish pages, blog posts, space home page, or orphan pages, limit whole space publishing to changed content, or always publish all documents, and whether to use the sync-label to limit or exclude the documents in a publish action
You can also set conditions based on an applied Comala workflow final state (when a Comala Document Management family app is applied).
Exclude some page content from being published
What can you do if you don't want some of the page content to be published?
Comala Publishing provides a simple solution.
You can
Place the content that you don't want published in the body of the macro
Publishing status lozenges
When the Display Publishing Lozenge is checked, a publishing status lozenge is added to the published and synced documents in both spaces to easily identify the state of each draft and published page.
The publishing status lozenges are one of
NEW - Content not yet published new
OUT OF SYNC - Previously published content is now different in each space out of sync
PUBLISHED - Published content that is the same in each space published
Viewing the publishing changes
The View Changes option button displays any content that is out of synchronization between the draft and published space.
Filter buttons allow you to choose the
Date range
Publishing status of content
User who last updated the content
If content is not shown as expected, check the filters in the View changes screen.
Toggle between the target and published space to view the content in that space that is out of sync.
The report lists new or edited content since the last Publish action within the set date filters.
Here, the Published Space has content that is not in the Draft Space.0
The report lists new or edited content since the last Publish action.
Some content might be listed due to the publishing configuration.
For example, the NOT IN DRAFT changes lozenge in the published space can be due to the checked configuration setting “Ignore all the top-level pages”.
If you publish a page whose parent does not exist in the target space, it becomes an orphan in the target published space - it is published to the root of the target space.
Publishing to a target space with a different home page name from the draft space home page can cause publishing problems, as the app is not designed to publish a page that is the child of the Draft Space homepage to be a child of a different-named homepage in the Published Space.