System
Confluence Cloud & Data Center
Short description
Storage usage and license allocation are both significant cost drivers. Exorbitant storage consumption can necessitate costly upgrades or increased subscription fees, while unused licenses inflate operational expenses. With Viewtracker - Analytics for Confluence, organizations can optimize resource utilization and mitigate unnecessary costs by identifying and eliminating obsolete attachments and inactive user accounts.
Challenge
Identifying obsolete attachments, outdated or irrelevant content, and difficulty in measuring knowledge base effectiveness are common challenges IT admins face when managing complex Confluence instances. Misaligned content and processes further complicate matters. Additionally, inactive user accounts and user inactivity can impact system performance. Data migration and archiving strategies are crucial for maintaining data integrity and accessibility while addressing storage reduction needs and potential cost savings.
Actors
🛠️ Taylor – IT Admin
Actors Goals
Taylor has to optimize storage usage by deleting obsolete attachments, reducing storage consumption, and monitoring usage with alerts. She manages license costs by deactivating unused accounts, optimizing assignments, and regularly auditing licenses. She must also improve system performance by removing unnecessary data and optimizing database queries.
Main Flow (Steps)
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Taylor outlines steps for data backup, content identification, and deletion.
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Taylor archives old content, deletes unused attachments, deactivates inactive users, and optimizes space structure.
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Taylor tracks storage usage, schedules regular cleanups, and trains users on best practices.
Outcome
Taylor's primary achievement is optimizing storage utilization, which enhances system performance and reduces operational costs. By making strategic decisions regarding resource allocation, Taylor effectively identifies and eliminates redundant content while ensuring adherence to data retention policies.
Implementation Details
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After accessing the Content & Usage Report, Taylor begins by analyzing space activity to identify inactive and active spaces and user activity. This includes counting the total number of user accounts and views generated by users, searching for specific usernames, and utilizing powerful filters that apply to the selected date range.
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Next, Taylor accesses the Attachment Report to analyze attachments, focusing on details such as attachment name, space name, views, file size in bytes, and the viewers of each attachment.
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Finally, she accesses the Instance Report to analyze key performance indicators (KPIs) for instances, which include the number of Confluence users, spaces, pages and blog posts, attachments, and the size of attachment storage.
Content
Analytics and statistics for the IT Service Management team in Confluence