Efficient Attachment Management for Confluence
Attachment Manager for Confluence
A Confluence attachment manager app to save money and improve team performance.
Save money
Optimize spaces to reduce storage needs
- reduce backup costs
- delete unused attachments
- quickly delete large files
- avoid Confluence slowing down
Once disk usage reaches 250GB, an upgrade to the Confluence Premium plan is required. This costs an additional $13,675 per year for 300 users.
Manage attachments in Confluence with bulk actions
- delete, download, move attachments
Search by
- file name, file type, child page, date, labels
Filter by
- in use, not visible (unused), current versions, old versions
Improve team performance
Manage attachments in Confluence
- speed up approval and review processes by deleting outdated files
- ensure Confluence runs quickly
- statistics to support attachment management
- bulk download attachments Confluence
Avoid expensive Confluence upgrades
Once disk usage hits 250GB Confluence Standard must be upgraded to Confluence Premium plan.
- $13,675 per year for 300 users ($45.58 per user)
- $5,900 per year for 100 users ($59 per user)
Even higher if pay monthly.
Additional costs of unnecessarily large Confluence storage.
Operational cost
Fewer files means system and space administrators spend less time on tasks like increasing disk storage, managing backups, performing upgrades, reindexing, executing virus scans, migrating and generating reports.
Backup cost
Use feature to download attachments in bulk to keep attachments in lower cost storage area if required for operational or regulatory reasons to keep all files long term.
Environmental footprint
More files means more energy consumption for cloud storage and local processing. Global data centers and data transmission networks account for 2-3% of the global electricity consumption, which equals the global anthropogenic greenhouse (GHG) emissions of Australia or France. (source: Nature)
User time
A lot of attachments can slow down a Confluence instance. This can reduce productively, a few minutes per user per days adds up to significant lost productivity. Plus slower speed can turn users off using Confluence as a single source of truth.
Analytics
Support reporting requirements and give project management a boost with accurate data.
Attachment space statistics:
- total size
- number of attachments
- total size per type (images, videos, documents)
- top creators
- total attachments size per month
- new attachments added per month
Why use a Confluence attachment manager
Use cases
Reduce confusion by removing outdated files
Download a zip of images for a marketing campaign
Avoid a last minute file purge when space runs out by checking attachments storage proactively
Create backups to fulfill regulatory requirements
Best practices for attachments in Confluence
Attachments play a vital role in Atlassian Confluence, yet many administrators often overlook them until significant problems arise. These tips aim to share best practices that can assist Confluence administrators and project managers.
Large attachment tracking
Monitor the size of attachments. Delete large unnecessary files is a quick way to save on storage before a limit is hit and to improve Confluence space performance speed.
Preview
Preview attachments before deciding what action is needed if any. Attachment Manager by Easy Apps allows advanced search with filter across a space.
Delete unnecessary attachments
Do you need unused attachments? Do you need older version of an attachment?
If the image is no long on any page consider deleting it to reduce confusion and save disk space.
For regulated industries then older unused images might be best downloaded and stored elsewhere as part of a managed attachments solution.
Old versions
Having only the current version, meaning the attachment that shows on the page, can help avoid future confusion.
It is normal to have changing versions while working on a document. But once the project is settled most of the time all that is desired is the current version. Older versions can be used by mistake.
By following best practices, your team can better utilize Confluence attachments to enhance collaboration and minimize confusion.
How to use the attachment manager
Installing attachment manager
An administrator goes to the Atlassian Marketplace and searches for Attachment Manager by Easy Apps
How to access attachment manager
On any page under Apps in the left side menu
Choose pages to search
All pages in the space, by child pages or select pages
Filter results by
Attachment filename, File type, Creators, Labels, Creation date
Limit results by
In use, not visible, current versions, old versions
Bulk actions
Download, delete, move
What is attachment management
Attachments play a vital role in Confluence, yet many administrators overlook optimization until significant problems arise.
Attachment Manager by Easy Apps supports Confluence optimization by providing a convenient way to organize and manage attachments across a space.
Across a space
Find, download, move and delete attachments in one place.
Bulk download
Bulk download attachments Confluence as a zip file to your computer.
Quick search
Support project management with the ability to find attachments in seconds to see what, if any, action is needed.
Security built in
Follows existing space permissions. Users can only view, move and edit images according to existing space and page permissions.
Permissions
The functionality of the Attachment Manager respects and adheres to the Confluence space permissions.
What you can view, modify, or manage is determined by your assigned permissions within the space.
Contact a Confluence administrator if you have questions about your access.
Documentation
Visit our documentation to learn more about how Attachment Manager for Confluence can help you reduce costs and boost productivity.
Support
Documentation and support for administrators and users of Attachment Manager for Confluence by Easy Apps.
No security worries
All processing done within Confluence, we never store your data. We use the new Forge app development platform by Atlassian.
FAQs
Go to our documentation to see learn about all the features of Attachment Manager.
Attachments are files saved in Confluence. A file added to the edited page gets attached to the current page or blog post.
Upload files as a an image, document or web link to a page.
View updated files as:
an image
a link
embedded in a page macro
Note: add attachment permission required.
Inserting a file, image, or link to a page also adds it as an attachment.
To insert a file, image, or link:
drag the file onto the page
select the ‘Add image, video, or file’ button from the toolbar
Type
/filesor/images, then select ‘image, video, or file’
After is inserted options to:
resize it
set its width or height in pixels
add caption
Use Attachment Manager by Easy Apps.
Within Confluence files uploaded are attached to pages. An attached file you can downloaded, deleted or edited it by uploading a new version.
Open the more options menu (••• in top right), select Attachments.
1. go to more actions menu (••• top right) the select Attachments. This open a tree of all files associated with the page.
2. select View at the right of the file name to preview the file
3. select Share
4. add an email address, user name or group name, write a message and select Share
1. hover over the image
2. Comment appears as a popup, select it
3. write comment, mention other users with @name, then click save
Option to add a video via Loom. It is a tool owned by Atlassian, it requires a separate subscription.
‘Add Attachment’ and ‘Delete Attachment’ permissions control who can upload and delete attachments in a space.
A user with ‘Add Page’ or ‘Add Blog’ permissions can insert existing attachments to their pages, but not upload new attachments. To upload a user needs to also have the ‘Add Attachment’ permission.
Attach images, illustrations, videos and audio files as an image, document, or web link.
Uploaded files can be viewed as:
an image
a link
embedded in a macro
Confluence maintains version history. This means that is keeps an attachment even if you replace in on the page. The older attachment is not visible on the page but saved. The latest image is called the current version.
If you upload a file with the same name as an existing attachment on the same page, Confluence overwrites the existing attachment.
To update a file you’ve attached to a Confluence page, upload a new version of the file.
Changes you make to the source file won’t affect attachments in Confluence.
Confluence search could have trouble finding the attachment.
It is not common but they could cause problems in Confluence.
See How It Works