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Keep Docs Updated - Macro User Guide

Keep Docs Updated - Macro User Guide

Overview

The Keep Docs Updated Macro allows you to embed a dynamic table of outdated pages directly into any Confluence page. This is perfect for creating content review dashboards, team accountability boards, or quality monitoring pages that stay automatically updated.

Quick Start

Adding the Macro to a Page

  1. Edit any Confluence page

  2. Type /keep or click + → Other macros

  3. Search for "Keep Docs Updated"

  4. Click Insert to add the macro

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Interface Overview

Configuration Panel

When you insert or edit the macro, you'll see the configuration panel:

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The configuration panel has two sections:

  • Filter Controls (Top) - Define which pages to display

  • Results Preview (Bottom) - See matching pages before publishing

Features

Filter Options

Configure these filters to control which outdated pages appear in your macro:

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Filter

Description

Example

Filter

Description

Example

Space

Select specific space(s)

"Mobile Development"

Include Labels

Show pages with these labels

"documentation, review"

Exclude Labels

Hide pages with these labels

"archived, deprecated"

Content Type

Filter by type

Pages, Blogs, Whiteboards, etc.

Older Than

Date threshold

Pages not updated since this date

Max Results

Limit results

100

Table Configuration

Click Configure Table in the top-right to customize the display:

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Display Settings

Custom Title Add a title above the table (leave empty to hide)

Example: "Marketing Team - Content Review"

Custom Description Add descriptive text below the title (leave empty to hide)

Example: "Pages requiring review this quarter"

Default Sorting

Configure how results are sorted by default:

  • Sort By: Choose column (Days Since Update, Last Updated, Page, etc.)

  • Order: Ascending or Descending

Visible Columns

Select which columns to display in the published view:

 

Available columns:

  • ☑ Page (always visible)

  • ☑ Type

  • ☑ Last Updated

  • ☑ Updated By

  • ☑ Owned By

  • ☑ Days Since Update

View Settings

Show Export Button Toggle ON to display "Export CSV" button on published page

Show Background Toggle ON to add a subtle background color around the table

Configuration Workflow

Step 1: Set Filters

  1. Space: Select target space(s)

  2. Labels: Add include/exclude labels (optional)

  3. Content Type: Choose content types to monitor

  4. Older Than: Set date threshold

  5. Max Results: Set limit

  6. Click Apply Filters

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Step 2: Review Results

The preview table shows matching pages with:

  • Page names (clickable links)

  • Type, Last Updated date

  • Updated By, Owned By users

  • Days Since Update count

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Step 3: Configure Display

Click Configure Table and set:

  • Custom title and description

  • Default sorting preferences

  • Visible columns

  • View settings (export button, background)

Click Apply to save configuration.

Step 4: Save the Macro

Click Save in the macro panel to insert it into your page.

Published View

Once published, viewers see a clean table with your configured settings:

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Features in published view:

  • Custom title and description (if configured)

  • Sortable columns (click headers to sort)

  • Pagination controls (bottom)

  • Export CSV button (if enabled)

  • Direct page links (click page names to open)

Common Use Cases

Use Case 1: Team Content Dashboard

Goal: Track all outdated pages in a team space

Configuration:

  • Space: "Mobile Development"

  • Older Than: 90 days

  • Max Results: 50

  • Custom Title: "Mobile Dev - Quarterly Review"

  • Visible Columns: Page, Last Updated, Owned By, Days Since Update

Use Case 2: Label-Based Tracking

Goal: Monitor pages tagged for monthly review

Configuration:

  • Include Labels: "monthly-review"

  • Older Than: 30 days

  • Custom Description: "Pages requiring monthly updates"

  • Sort By: Days Since Update (Descending)

Use Case 3: Multi-Space Monitoring

Goal: Track documentation across multiple spaces

Configuration:

  • Space: "Engineering", "Product", "Support"

  • Content Type: Pages only

  • Exclude Labels: "archived"

  • Max Results: 100

Use Case 4: Executive Summary Page

Goal: Simple overview for management

Configuration:

  • Older Than: 60 days

  • Visible Columns: Page, Space, Days Since Update

  • Show Export Button: ON

  • Custom Title: "Documentation Health Report"

FAQ

Q: Can I use multiple macros on the same page?

A: Yes! Each macro can have different configurations.

Q: Will the results update automatically?

A: Yes, the macro recalculates outdated pages each time someone views the page (with caching for performance).

Q: Can viewers change the filters?

A: No, filters are set during configuration. Viewers can only sort and page through results.

Q: What happens if I don't configure the macro?

A: It will use default settings (all content types, no label filters, 100 max results).

Q: Can I export results from the published view?

A: Yes, if you enabled "Show Export Button" in Table Configuration.

Q: How do I update the macro configuration after publishing?

A: Edit the page, click on the macro, then click the edit icon to reopen the configuration panel.

Q: Can I filter by multiple labels?

A: Yes, separate multiple labels with commas or use the label picker.