Managing Confluence Content at Scale (Introducing Saved Searches)
At Capable, we’re always looking for ways to help teams work smarter, not harder. That’s why we’re excited to announce the launch of our new Saved Search feature, designed to streamline your content management process in Confluence.
Managing large volumes of content can be challenging. As your Confluence spaces grow, it becomes more difficult to keep track of important pages, approvals, and progress updates. That’s where Saved Searches come in — allowing you to quickly find and organize the information you need, at scale.
What Are Saved Searches?
Saved searches let you create custom queries to filter Confluence pages based on a wide variety of criteria. Whether you want to find pages by text, creator, labels, approval status, or even macros and mentions, saved searches give you the flexibility to filter your content exactly the way you need.
Once you’ve set up a query, you can save it for future use and revisit it anytime with a simple click. No more manually searching for pages or tracking down important content — it’s all at your fingertips.
Why Should You Use Saved Searches?
We understand that managing content across multiple spaces, teams, and workflows can be complex. Saved searches make this process easier by offering the following benefits:
Streamlined Content Discovery: Quickly find pages based on specific attributes, whether it’s content created by a certain person, pages with specific labels, or content that is awaiting approval.
Better Visibility: Filter pages by their status, such as “in-progress,” “stale,” “approved,” or “pending approval,” to get an overview of the status of your content or projects.
Customizable Views: You can choose the columns you want to display for each search, making it easy to tailor the results to your needs. Display information such as the page creator, last updated date, or approval status with a few clicks.
Save Time: Once you’ve set up your custom search query, save it to avoid repetitive searches in the future. Whether it’s tracking ongoing documentation or monitoring project progress, saved searches save you time.
Edit Pages right from the Table: You can rename pages, update labels and status information directly from the search results table.
Real-World Use Cases
1. Technical Writers: Track Documentation Progress
If you’re a technical writer, you’ll love how saved searches help you track the progress of your documentation projects. By applying labels like “to-do,” “in-progress,” or “done,” you can quickly filter content based on its status. You can even set up automatic processes to apply a "stale" label to pages that haven’t been updated in a certain timeframe, ensuring that outdated content doesn’t slip through the cracks.
2. Project Managers: Stay on Top of Project Status
Project managers can filter tasks or projects by their labels, such as “on-track,” “at-risk,” or “complete.” With saved searches, it’s easy to monitor the status of ongoing projects and track approval processes. You can even filter tasks that are pending approval and ensure that everything stays on track and within schedule.
3. Marketing Teams: Monitor Campaign Progress
Marketing teams can use saved searches to track the lifecycle of campaigns or content pieces. Filter campaigns by labels like “planned,” “in-progress,” or “completed,” and keep an eye on approval statuses. With saved searches, marketing teams can quickly assess which campaigns are running and which ones need attention.
How Does It Work?
Using saved searches is simple:
Create a Search: Use Capable’s search bar to set up a custom query based on your desired criteria — be it text, labels, approval status, or any other metadata.
Customize Your View: Choose which columns to display in your search results, such as the page creator, last updated date, or approval status.
Save Your Search: Once you’ve refined your search, you can save it for easy access in the future by clicking on the blue floppy disk button at the end of the filter bar.
Share Your Searches: You can share saved searches with others, making it easier for everyone to access the same filtered content.
Embed Your Searches: Embed your search results into pages using the Search results macro
Start Using Saved Searches Today!
We’re excited for you to try out the new Saved Search feature and see how it can transform your workflow. Whether you're managing content in technical writing, project management, or marketing, saved searches help you stay organized, track progress, and work more efficiently.
To start using saved searches, simply open Capable from the apps menu of Confluence, click on ‘Search’ in the navigation bar and start creating custom queries. It’s that easy!
Have feedback or questions about saved searches? Let us know in the comments below, or reach out to our support team. We’re here to help!