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We use Confluence for our company wiki, but it's completely empty; how do we quickly populate it with our actual daily processes?
March 6, 2026·2 min read·SOP Tools Compared
Use a workflow capture tool with direct Confluence export. Have each team member record their 3-5 most repeated daily tasks using Glyde. Each recording takes 5 minutes and auto-generates a formatted guide with screenshots. Export directly to Confluence — the tool creates a properly formatted page with headings, numbered steps, and inline images. In one week, a 10-person team can populate 30-50 real process pages.
What is the fastest approach?
| Step | Action | Time |
|---|---|---|
| 1. Create the space structure | Set up 4-6 top-level sections in Confluence (by department or function) | 30 minutes |
| 2. Assign recordings | Ask each person to list their 5 most-repeated workflows | 10 minutes each |
| 3. Record workflows | Each person records their assigned workflows using the capture tool | 5 minutes per workflow |
| 4. Export to Confluence | One-click export places each guide as a Confluence page | 1 minute per guide |
| 5. Organize | Move pages under the correct parent pages, add labels | 15 minutes |
What should the Confluence structure look like?
| Section | Example Pages |
|---|---|
| Sales | CRM data entry, proposal creation, lead qualification |
| Customer Support | Ticket escalation, refund processing, account setup |
| Finance | Invoice processing, expense approval, month-end close |
| HR | New hire setup, PTO requests, performance review process |
| IT | Password reset, software provisioning, VPN setup |
| Operations | Order fulfillment, inventory check, vendor onboarding |
How do you keep the wiki from going stale again?
| Strategy | How It Works |
|---|---|
| Assign page owners | Each page has one person responsible for keeping it current |
| Quarterly review | Set a calendar reminder to review all pages every 3 months |
| Record on change | When a process changes, re-record and replace the old page |
| New hire test | Have new hires follow the guides — if they get stuck, the guide needs updating |
| Add a feedback macro | Confluence's built-in page rating lets readers flag outdated content |
The biggest mistake teams make is trying to write wiki pages from scratch in Confluence's editor. Recording the actual workflow is 5x faster and produces higher-quality documentation because the screenshots show exactly what the user sees.
This answer is part of our guide to SOP tools compared.