Invite people to your space - Confluence Tutorial

- [Instructor] Well up until now everything we've been doing here in Confluence has been done on our own creating our spaces, adding pages and content. Of course anyone on the organization by default will be able to find our spaces and our pages, review our content, if they know where to look. However, there may be times when you want to simply send out a notification, let people know about your space, or even if you're going to change permissions as we did in an earlier movie, let people know that they have access to make changes to your space and become one of the core team members here that works on a space. So that means communicating and collaborating. That's what this chapter's all about. We're going to start with sending out notifications in this movie. You can see I'm looking at the overview page here for the housekeeping space. Harold is the only person on the team. He's the one who created this. That's how we're logged in right now. But let's say we went into permissions and gave someone full access to work on this space with Harold, like David Rivers, for example. We might want to tell him. So that's what we're going to do. And that means going up here to the top and clicking the share button. That will share a link to this space with whoever we want. So let's go ahead and do that. You can see the link that's going to be sent out. We can copy it if we wanted to go to our own email program and send it out to people with a customized message, or we can simply let the automation built into Confluence take care of it for us. Down below we start typing in usernames, groups, or emails of people that we want to send this out to. So I'm going to start with David Rivers. As I start typing you can see he's the only David here. Clicking that name adds him to the list. I can remove him with the delete button if it's the wrong person. But this is right. I can come in here and start typing other names if I wanted to, like for example, let's say I wanted Safeek in there as well. Well, no I haven't given him permission. I'm going to leave it at just one person, and if I wanted to I know I could add more people, but I only want to send it out to David. And I want to tell him so there is an optional message area down below that he has full access. You have full access to my space to make changes as you see fit. There we go. All we have to do now is click share, and a couple of things are going to happen. First of all I see that it has been shared. And at the other end David is going to get a notification. There'll be an audible noise and a notification icon appearing next to the actual icon appearing on the sidebar. The other thing that happens is an email is sent out. So let's go see what it's like to be on the receiving end. I'm just going to switch over here to a different browser. David's logged in here looking at his own space working on things, when he notices down below that there's a little red dot above the notification icon in the sidebar. If he's not in Confluence at the time and checking email there's a new one, I'm going to filter this out to just those that are unread. You heard the audible noise. And clicking this opens up the message that was just sent out using the share button in Confluence from Harold's end. You have full access. There's a link. By clicking the view page button it'll actually open up a separate tab in Confluence where in this case David would be able to access the page, not just to review it, but because permissions were granted you can go in there and make changes as well, according to this message. Now let's just go back to Confluence because the notification icon, when we click it, shows a similar message right up here at the top, one new share of housekeeping staff. Okay. And you can see that you have full access to my space to make changes as you see fit. There are links here to open it up again. It'll open up in a separate tab. Or you might want to just do things like watch it, like it, comment. We'll talk about communicating using those options in the next movie. For now we want to open it up. And there's that new tab in Confluence, and this is exactly what Harold's working on right now. He's given full permission to David, which means logged in here as David Rivers. We should be able to go in and edit. Clicking the edit button opens it up. Sure enough, there's full access here to make changes. I'm going to come in here to the team area and add myself. That might be good. Clicking inside the one and only cell in this table opens up the table buttons, where I can go to add another column after the current column. And there it is. And click in here and add this same thing, which is an actual profile picture. So by going up to the drop down to insert more content, I can go to other macros, and you'll see with Confluence content selected, there are some things that can be added, and as we scroll through these, you're going to see profile picture is one of them. Selecting that we just have to add the username. We're logged in as David. I'm going to type in my own name here. That's the person and the size defaults to normal. But there are different sizes to choose from that are larger. When we click insert you can see there's a new team member, and I'm going to hit enter and add my name down below like Harold has done. And if I go over to Harold you can see it's a link. This is actually a link to send email. And if I click it and go to the link you can see it is going to open up a new tab in mail in this case. So it opens up your mail app. I'm going to go back now and continue making changes. So I'm going to select my name. I'm going to bold it just like it is for Harold. The color will change when we turn it into a link by going to the insert link button up here. And the address is a mail to, and in this case it's drivers@landonhotel.com. Clicking insert will insert that as a link. And you can see the only difference is the alignment, but we can change that. Center aligned. That looks good. Obviously full access here to make changes to this space just as Harold promised in the share that he sent. Clicking publish now should allow me to make those changes and save them. And you can see it looks a little bit different under the team now. So that's the beauty of this share button up above. You can send out invitations to your space just to introduce it to people. Have them come take a look at the content. But if you'd given permissions to people to work on it like we did with this guy, you might want to use that same share button to send out a message and notify them. They can go in and do exactly what we just did, make changes to the pages, the content, the entire space, if you've given that type of permission.