Sync Policies & Documents from Confluence

The following guide helps you in syncing the policies and procedures documents from the Confluence account.

The feature helps especially in cases where you are already maintaining the organization's policies and other documents on Confluence and wish to publish them for staff through Sprinto’s employee portal, eliminating the policies set up on Sprinto.

To sync documents, you need to integrate your Confluence account with Sprinto. Ensure you've added Sprinto's predefined labels to the documents; Sprinto syncs and categorizes the documents based on the labels tagged to them.

Sprinto labels for document syncing

Use the following labels to define the document type on Confluence:

Before you begin

• Log in to Sprinto’s admin portal using your credentials.

• Ensure you have integrated your Confluence account with Sprinto. Refer to our detailed integration guide on integrating Confluence as a policy source for detailed instructions.

Procedures

Follow the below applicable procedure:

Syncing documents from Confluence

1. Adding labels against documents on Confluence.

   • Log in to the Confluence account using your credentials.

   • Open a document in editing mode for which you wish to add a label.

   • Click on the three dots option from the top-right corner, and select Add labels.

     
   • Add the label to define the document type. For more details about the available labels, refer to the Sprinto labels for the document syncing table at the top.

   • Once the label is added, click Close.

     
   • Click Update to save the changes.

     
2. Syncing documents through Confluence.

   • Go to Policies and select All policies & docs tab.

   • Click Add document.

     
   • Click Sync from confluence from the Add a policy or procedure document page.

     
   • Review the synced documents. Click View document next to any document to review them. Note: As mentioned in Step 1, you can add labels to the Confluence documents and click Refresh to detect the required documents.

     
   • Click Sync policies & docs to proceed further. Note: The synced documents are added under the "Draft Documents" category until sent and approved.

3. Setting up documents. If necessary, you can modify the following details about the document:

   • Select the document you want to update from the Policies & procedures tab. Note: You can find a Confluence logo for the synced documents.

     
   • Click Edit from the Details section to modify the document’s identifier and policy owner.

   • Click Sync to sync the latest version of the policy/procedure.

   • Click Manage from the Applicable to section to change the default applicability. This feature works only when you have imported the employee groups through the identity or HRMS service integrations.

   • Click Edit from the Controls mapped to policy section to map the security controls against the selected policy.

     

Sending documents for approval

Follow the procedure below to send the synced documents for approval:

• Select a synced document for which you want to send for approval from the All Policies & docs tab.

• Click Approve document to send the draft for approval. The assigned policy owner gets notified about pending approvals.

Once the policy owner approves the document, it moves from the Draft to the Active stage and becomes available for the applicable staff members through Sprinto's employee portal. Alternatively, you can click Send All for approval to send all policies/procedures for approval in bulk.

Support

Please get in touch with our support team if you have any queries related to the document syncing or need assistance.