Connecting Confluence to KlaritiQ

Policies, runbooks and model documentation often live in Confluence. You can connect it to KlaritiQ so the pages that matter to an initiative are linked from its Knowledge card, every change to them is recorded, and a person can approve the exact versions they reviewed. When a page changes later, the card says so.

This is one way. KlaritiQ reads pages and writes nothing to Confluence. A wiki edit also never undoes a sign-off on the AI system: approving Confluence pages is its own record, kept beside the others.

Before you start

• To connect Confluence you need to be an owner or admin of your KlaritiQ organization.
• Your Confluence has to be Confluence Cloud. Confluence Server and Data Center are not supported.
• The Atlassian account you connect with must be able to see the pages you want to link.
• Linking, pinning and unlinking are for owners and admins. Every other member of the organization can see the Knowledge card and who changed each page, when, with the message and the hash.

Step 1: Connect Confluence

Go to Integrations in the admin menu. Under Workspace connections find Confluence, then choose Show details to open it. Choose Connect Confluence.

You are taken to Atlassian's own consent screen. Pick the Confluence site you want and approve. Atlassian words the permissions in its own way, but they come down to reading Confluence pages and their history, and staying connected without asking you to sign in again. KlaritiQ does not ask to change anything in Confluence.

You are brought back to KlaritiQ, where the card shows Connected and the name of your Confluence site. If the card says Not enabled, Confluence has not been switched on for your KlaritiQ workspace yet. Contact support and we will switch it on.

Step 2: Label the page

KlaritiQ only looks at a page that carries the Confluence label klaritiq. In Confluence, open the page, add the label klaritiq, and save. This is the first of two keys: whoever owns the page says it may be shared, and then a KlaritiQ admin links it.

If the label is later removed, KlaritiQ stops checking the page and the card shows Label removed. What was already recorded stays.

Step 3: Link the page to an initiative

Open the initiative and go to its Governance tab. Find the Knowledge card and open it. The panel has four tabs: Pages, Changes, Approvals and Sources.

1. Open Sources.
2. Choose Link a page.
3. Search the labelled pages and pick the one you want.

The page is checked right away when possible, and otherwise within about 15 minutes. The Sources tab shows Last checked N min ago, and shows Could not check if the last attempt failed. Whenever the last check failed, the panel does not call a page current or approved. It says it could not check.

An initiative can link up to 20 pages, and an organization up to 200. If you reach a limit, the message says so.

What is recorded when a page changes

Every new version of a linked page is recorded on the Changes tab, newest first:

• the Confluence version number
• who made the change, and when
• the version message, if the author wrote one
• a fingerprint (a SHA-256 hash) of the page text
• what changed in the text, as a plain line-by-line difference (owners and admins only)
• a link to the evidence record created for that version

Members who are not owners or admins see who changed a page, when, the message and the hash, but not the difference, in the same way that only owners and admins can read the stored page text. If KlaritiQ was not looking while several versions went by, each version is still recorded, and the difference is shown across the versions it spans. If a version changed the page's formatting but not its text, it is recorded and marked no text change.

Checks run about every 15 minutes. They are not instant, and a change can take longer to appear if Atlassian is limiting requests. An admin can choose Check now on the Confluence card on the Integrations page.

Approving pages: pin the versions

Seeing a change is not the same as approving it. Approval is done by pinning.

1. Open the Approvals tab.
2. Choose Pin current versions.
3. A confirmation lists exactly which pages and versions will be pinned. Check it, then confirm.

A pin records every active page at its current version, who pinned it, when, and an optional note, and keeps the full text of each pinned version. A new pin replaces the previous one as the current approval. Older pins are kept and stay listed.

Each page on the Pages tab then shows a chip:

• Approved: the current pin contains this page and the live version is the version that was pinned.
• Changed since approval: the page has moved on. It reads like "v12 to v15", and adds "no text change" when only the formatting differed. Someone should look at the difference and pin again.
• Not approved: the page is in no current pin yet.
• Gone: the page was deleted or can no longer be reached.
• Label removed: the klaritiq label is no longer on the page.
• Disabled: the page was unlinked.

Nothing else is invalidated by a wiki edit. Sign-offs on the AI system, tasks, risks and decisions are not touched. Only the page's own chip changes.

Pages with restrictions, and very long pages

• A page with view restrictions in Confluence is shown as Restricted in Confluence. KlaritiQ keeps no text for this page. The history of changes is still recorded, but no text and no difference is stored, so people who cannot see the page in Confluence cannot read it in KlaritiQ.
• A page longer than KlaritiQ keeps (200 KB of text) is shown as Longer than KlaritiQ keeps. Cannot be approved.

What KlaritiQ stores

• For each linked page: its title, space, link, and the latest text. Only owners and admins can read stored text.
• For each version: the number, who changed it, when, the hash, and the difference.
• The full text of a version only when it is pinned. Older versions that were never pinned are not kept as text, though their hash and difference remain.
• The Confluence refresh token, encrypted.

The Evidence ZIP for an initiative includes the pins, versions, differences and hashes.

Unlinking and disconnecting

• Unlink a page from the Sources tab to stop checking it. The page shows as Disabled. Nothing is deleted: the versions, evidence, approvals and stored text already recorded stay.
• Disconnect on the Confluence card stops all checking and removes the stored token. Nothing is deleted in Confluence. Linked pages stay linked, and KlaritiQ keeps the recorded versions, evidence, approvals and stored text. To withdraw Atlassian's access completely, also remove KlaritiQ from the connected apps in your Atlassian account.
• One exception, the names of authors. Atlassian requires that personal data from a disconnected site is erased. So 3 days after you disconnect, KlaritiQ erases the names and Atlassian account ids of the page authors on that site from the recorded history, and shows a neutral marker instead. Reconnecting within 3 days prevents this. The versions, hashes and approvals themselves are not removed.

Personal data

Page text can name people. Authors' names are kept in the change history. When a person's KlaritiQ account is erased, or 3 days after Confluence is disconnected, authors' names in the history are replaced with a neutral marker. If page text or a difference holds personal data that must go, contact support: an owner or admin can remove a page's stored text or differences, and each removal is logged with who did it, when and why. For what Atlassian is sent and where, see the Sub-processors page.

If something looks wrong

• Could not check: the last check failed. The panel shows the reason. An admin can choose Check now once it is fixed.
• Access withdrawn or expired: an admin chooses Connect Confluence again. Do it within 3 days of a disconnect to keep authors' names in the history.
• A page is missing from the search: it does not carry the label klaritiq, or the connected Atlassian account cannot see it.
• A change has not appeared: checks run about every 15 minutes, not instantly. Wait for the next check or choose Check now.
• You see who changed a page but not what changed: the text difference is shown to owners and admins only.

For what each connection can access and how credentials are protected, see How KlaritiQ Integrations Work. For how evidence is judged, see Understanding Evidence.

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