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Confluence Search Sucks. Here Are 3 Things You Can Do to Improve It Using Unleash

Roy Shaked
By Roy Shaked
Joel Taylor
Reviewed by Joel Taylor

Published March 30, 2022.

Confluence Search Sucks. Here Are 3 Things You Can Do to Improve It Using Unleash

According to research conducted by IDC, data professionals spend 37% of their time weekly searching for information. That's a lot of time they might be spending on other projects during their workweek. People spend a lot of time searching, often with frustrating outcomes when they are not able to narrow down their search and find exactly what they need.

With Confluence showing off their big tech users like Twitter, LinkedIn, and even Slack, you'd think their centralized wiki would have better search capabilities. The fact remains, Confluence search sucks.

Confluence’s search capability is limited. Your enterprise search tool should allow your employees to discover information from one or more databases in a single query. You deserve better when navigating and searching your Confluence documentation wiki. And there might even be crucial info scattered throughout other platforms (Google Docs, Drive, etc.). That's where an enterprise search tool like Unleash can help.

* Will searching give the answer? Discover why search is often the missing element in a knowledge base.

Confluence Search Is Limited and Isn’t Intuitive

Confluence is a web-based workspace used for communication, collaboration, and documentation wikis. While it is effective as collaboration software, it leaves many users wanting more with regard to navigation, syntax, and general search capabilities.

One of the most voiced concerns by Confluence users is that it is not intuitive. The interface is not user-friendly, making it hard to navigate. Using a tool like Confluence should be straightforward, like a guide taking you through the jungle on a path. This isn’t the case here.

Confluence has a lot of search capabilities that are “hidden” from the main navigation menu. In order to access them, you have to know where to look in order to create a shortcut.

Hidden search interface

[Source Atlassian Community Forum]

You should not have to create a workaround to access your documents or implement a search. Search should be as easy as setting parameters, using filters, narrowing down your search, and finding the exact document you need.

Atlassian Community Forum

[Source: Atlassian Community Forum]

For new users, it has a steep learning curve. And using hacks to make Confluence work for you may introduce further time-consuming issues down the road. One of the most valuable commodities is time, and searching for meeting notes, product requirements, or project plans should not be where you invest it.

Out of the box, Confluence allows users to index and search pages and attachment formats (e.g., Word [.doc], Text, PDF). You can use filters, such as Time Modified, Space, Article Type, and label, that are fairly straightforward and generic.

The problem is that Confluence is limited to the parameters of its repositories. The lack of metadata is one of its most serious flaws. Finding and dealing with your Confluence material relies heavily on metadata, which is even more important when your wiki is large. Users will have a difficult time sorting and identifying the right pages with the info they need without metadata.

Confluence compensated for this by encouraging users to categorize material. The best you can do to increase your content's "searchability" is to use labels. To put it another way, labels are the closest thing you'll get to metadata – but they're still unstructured data and managing them will take even more effort.

In turn, this limitation is tougher on larger organizations that have multiple instances within Confluence that require integration. These organizations have more than just the basic Microsoft Office-based attachments.

Organizations want all of their attachments to be searchable, and, further, they need the ability to refine search results, which isn’t easy to do within Confluence. Without a standard policy and streamlined search capabilities, creating duplicate documentation and pages is a risk.

* Confluence search sucks: Unleash your team's productivity in another way.

1. Streamline Navigation With Unleash Integration

Learning how to navigate your documents and wiki should be as simple as following an easy pathway. Using an enterprise search tool will help your employees find what they need across Confluence and other tools. Using a third-party integration like Unleash allows you to create a central hub to bypass Confluence's clunky navigational interfaces.

The Unleash Menu is divided into three sections to simplify your life and help you get the information you need quickly: Explore, Views, and Apps. When you click on a specific app, the search box will provide results related to that app or account. Within the related applications, you can see the many resources that are accessible for that app and account. It will allow you to find the documents you need with ease.

* Need to see it for yourself? Explore the Unleash features at your fingertips.

2. Increase the Documentation Search Threshold

Confluence is wonderful for searching as long as you know the exact location of your files and documents. That's a major problem as your documentation wiki grows; no one has time to remember these kinds of finer details — which is why document configuration matters.

Someone in the organization who is not on the technical team may not think about documentation the same way. A well-structured configuration management process guarantees that documentation for objects like requirements, design, test, and acceptance is correct and compatible with the system objects' real physical and logical structure.

It is important to create a standard process for all teams that need access to documents using consistent file name formats and location pathways. Unleash offers instant, advanced, and contextual search capabilities to refine the overall search.

Full-text search allows you to search pages, documents, and files to find precisely what you need. Unleash can find the data you're looking for in any format and from any Confluence location, including databases, document management systems, e-mail servers, and paper.

* Can organizing files result in chaos? Discover why leveraging advanced search tools is better.

3. Create Custom Filters

The best way to streamline is to customize your search by creating filters. Custom filters allow you to refine your search with ease and create a better user experience.

Discover what you're looking for and reduce the need for numerous search queries to narrow and modify your search results. Filter docs created by a specific account – ;Drive → ;File → ;Created by → Select account

You can create advanced filters for document types, labels, reported by, shared by, modified by, and other filter types specific to your needs. Your search parameters do not change when you utilize filters.

* Convinced yet? Unleash is the one app to search them all.

Unleash Powers Your Confluence Search to Work for You

Search is quickly becoming one of the most important technologies in our daily workflow; using tools rather than hacks will allow you to spend your time where you need it most. Unleash is the ideal central hub connecting documents and indexes and analyzing all of your relevant organization data to provide actionable information at your fingertips.

Integrate some of the most extensively used applications to get more work done with less clutter. Unleash allows you to locate exactly what you're searching for with a single search and obtain relevant ranked results in a flash. Download Unleash today to experience the Unleash difference.

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