Bielefeld IT Service Centre
Confluence Cloud
Central knowledge and documentation hub
Confluence Cloud serves as a central platform for digital collaboration and structured knowledge management, and can be used for seamless documentation within project teams. The application enables faculties, working groups and project teams to jointly create, securely share and quickly retrieve information, project data, meeting notes, concepts and much more in one central location.
Scope of services
Collaborative working: Editing pages simultaneously with colleagues in real time.
Structured filing: Organise documents into flexible sections and page hierarchies.
Interactive content: Integration of tables, to-do lists, images and macros.
Template library: Get started quickly with ready-made templates for minutes, proposals, guidelines and much more.
Availability: Access from anywhere via web browsers and mobile apps without a VPN.
Practical examples of how to use Confluence Cloud:
Project Management & Teamwork
- Project documentation: A central repository for project plans, milestones, status reports and requirements, accessible to the entire project team at all times.
- Meeting minutes: Quickly create and share meeting notes directly within the team area, including the assignment of tasks to participants.
- Brainstorming & Concepts: Collaboratively gathering ideas, creating roadmaps and drafting strategy documents in real time during a workshop.
Knowledge Management & Knowledge Transfer
- Central departmental wiki: Setting up a department-wide reference guide for internal policies, compliance requirements, travel guidelines and much more
- Onboarding guides: Structured induction pages for new staff, featuring checklists, key contacts and links to relevant tools.
- Documentation of best practices: Recording work instructions, technical guides or handbooks to preserve knowledge within the team.
Permitted use
The tool is authorised for official use in the context of research, teaching and administration. Only data requiring a standard level of protection may be documented in Confluence Cloud. Data requiring a higher level of protection is not permitted.
A template for determining the security level of the data being processed can be found here: https://www.uni-bielefeld.de/verwaltung/informationssicherheit/regelungen/2020-10-19_Vorlage_Schutzbedarfsfeststellung.pdf (in German)
Requirements
Target audience
Staff from the Central Administration, the Faculty of Medicine and BITS.
The service is currently in a trial phase.
If other departments are interested, please contact bits@uni-bielefeld.de.
Access
- Login via Bielefeld University’s web authentication system
- https://unibi.atlassian.net/wiki/home
- -> Requesting a new space in Confluence Cloud
Requests for a workspace in Confluence Cloud must be made by the relevant project or team lead to the BITS Service Desk, providing the following details:
- Name of the space.
- Email addresses of all persons who are to have access to the workspace.
- Details of one or more space administrators (all other users are automatically granted ‘standard’ member access by default).
- Space administrators can subsequently manage the users and permissions for their space themselves.
- -> Request Confluence Cloud licences for additional users
Confluence Cloud licences for additional users:
If, following the initial application for a space, further users also wish to use Confluence Cloud and become members of the space, space administrators can grant these users access to the space themselves, provided the user already holds a Confluence Cloud licence. If not, a licence must first be assigned to that person by the Service Desk. To do this, the person responsible for the space must provide the following details to the Service Desk by email:
- Email address(es) of all persons to be licensed for Confluence Cloud.
- Name of the space to which the person(s) is/are to be granted access.
- Role of the person(s) (either area admin or member).
Costs
Costs are incurred for individual users, but in the areas mentioned (central administration, medicine and BITS), these are not passed on to the teams or users.
Obligations to cooperate
No specific prior knowledge is required to use Confluence Cloud. Departmental administrators are responsible for managing the content and user access within their own departments. Assistance and support are available from BITS or the relevant IT support team.
Administrators (BITS and departmental administrators) will receive additional training from a service provider if required.
Support
For employees with a PC workstation provided by BITS
Service Desk
Mo.–Fr. 08:00–16:00 Uhr
Tel.: 0521 106-6000
E-mail: servicedesk@uni-bielefeld.de
For other employees
Decentralised IT support of the faculty or institution.
