What Flow indexes from Confluence Cloud
Confluence Cloud syncs pages from selected sites and spaces into Flow knowledge search. When you connect, you name the Confluence site and approve Confluence read access. When you add a space or page tree as a source, you choose Who can read this in Flow? for that source. Each source on the connection makes its own choice.Prerequisites
- A Confluence Cloud account that can read the spaces you want to sync. Your organization may require an administrator to approve the connection.
- A Flow admin or knowledge manager who can manage knowledge sources under Integrations.
- The Confluence sites and spaces the team needs.
Who can read this in Flow
When you add a source, Flow asks who can read the indexed pages. The four choices match the labels in the source settings. When a choice lists Flow teams, you select the teams; the team adding the source starts selected, and only an organization admin can select other teams.
By default, a source with a Flow audience skips a page when Confluence restricts who can read it. It also skips the page when an ancestor is restricted, or when Flow cannot prove the space is open to all licensed users. The optional source settings below explain when you can choose to share more content. Flow also skips a page when it could not read all required evidence, for example when Confluence returned a restriction subject Flow cannot identify. Those pages do not appear in Knowledge.
Use a dedicated low-privilege Atlassian account when a source has a Flow audience. The crawl can read everything that account can read.
Include pages from spaces with limited access
This setting is off by default and is available when you share a source with a Flow team or organization. Some Confluence spaces are shared with only certain people or groups. Turn it on only if everyone selected in Who can read this in Flow? may read pages from those spaces, even if they cannot open them in Confluence. Flow asks you to confirm this before applying the change. Flow still skips pages with their own viewing restrictions, restrictions from a parent page, or permission checks it could not complete. This setting does not change permissions in Confluence. Keep Include restricted pages off if you want those pages to stay out of Flow.Include restricted pages
A source with a Flow audience has an Include restricted pages setting, off by default. Turning it on stops the skip rule for that source and re-crawls it. Every page the connecting Atlassian account can read in that source then becomes visible to the chosen Flow audience, including pages that are restricted in Confluence. Flow asks you to confirm that before it applies the change. Turning it off again removes the restricted pages on the next crawl. When more than one team shares a Confluence space, one team’s source runs the crawl for all of them. That team can turn on Include restricted pages only after every other team sharing the space has turned it on for its own source. Each team decides for itself.Change who can read a source
Open the source and change Who can read this in Flow? in its settings. The change applies to that source only and takes effect on its next crawl. Choosing Everyone in the organization, or any choice that lets a team read pages Confluence would deny, requires the same confirmation as setup. Flow starts a crawl right away only when the change affects the Confluence permissions Flow copies. That happens when a source starts copying Confluence permissions on a connection that already has an Atlassian Admin connection. It also happens when you attach an Atlassian Admin connection to a connection with sources that were waiting for it. Switching between Only selected teams and Everyone in the organization applies at once without a crawl.Prepare the provider
Confirm that the connected account can read the selected content. If your organization requires approval for connections, ask your Confluence administrator to approve it. If any source will copy Confluence permissions, create the organization API key. You can attach it when you connect or later from the connection’s Knowledge tab. Sources with a Flow audience never use it.Create the organization API key
Restricted Confluence spaces name people and groups with Atlassian account IDs. Flow uses an Atlassian organization API key to map those IDs to people in Flow. Create this key only when a source copies Confluence permissions. Only an Atlassian organization admin can create it. Create a key with scopes. Do not create an unscoped key. An unscoped key can call every Atlassian Admin API.1
Open Atlassian Administration.
Sign in at Atlassian Administration. If you have more than one organization, select the one that owns the Confluence site.
2
Create a scoped API key.
Open Organization settings, then API keys. Choose API keys with scopes, then Create API key. Give the key a name you will recognize later, such as Flow knowledge.
3
Set an expiry and the required scopes.
Atlassian caps organization API keys at one year. Set an expiry you will remember, and rotate the key before it ends. Select these scopes:
read:workspaces:adminread:directories:adminread:accounts:admin
4
Copy the organization ID.
The organization ID is the segment between
/o/ and the next / in the Administration address. Example:https://admin.atlassian.com/o/a1b2c3d4-0000-4000-8000-000000000000/overviewPaste only a1b2c3d4-0000-4000-8000-000000000000. Do not paste the full address or the Confluence site URL. Atlassian may also show the organization ID on the create-key screen. If you see it there, copy both values in one visit. Flow does not derive the organization ID.Connect in Flow
Open Integrations, choose Confluence Cloud, and complete the connection flow.1
Enter the Confluence site name.
Flow shows it as
https://<site>.atlassian.net. Use only letters, digits, and hyphens, and do not start or end with a hyphen.Optionally choose an Atlassian Admin connection. If you have not connected Atlassian Admin yet, choose Attach later. See Create the organization API key.2
Approve Confluence read access for that site.
Use a dedicated low-privilege Atlassian account when sources will have a Flow audience.
Capabilities
- Select sites and spaces for one team.
- Choose Confluence permissions or a Flow audience for each source.
- Run scheduled or on-demand sync.
- Search the synced pages in Flow.
Automation integration reference
Automation action, scope, and risk reference lives in the Confluence Cloud integration.Sync and behavior
If Flow restarts while checking access, it retries that work. A restart does not mean that your Confluence permissions are wrong. If a page remains excluded because Flow could not check its access, sync again or contact Flow support. After Flow reads the selected spaces, it prepares eligible content for search. Wait for the sync and indexing to finish before checking that your team can find the content. If progress stops, contact Flow support; changing Confluence permissions does not fix a processing delay. After the first sync, confirm that the intended pages appear under Knowledge. By default, a sync for a source with a Flow audience includes only unrestricted pages in spaces open to all licensed users. Include pages from spaces with limited access also permits spaces shared with specific people or groups. Pages with their own or inherited viewing restrictions still stay out unless you separately enable Include restricted pages. If a sync for a source with a Flow audience stops after repeated provider errors, Flow stops serving that source until a later sync completes. The pages stay indexed; they become readable again when the next sync confirms that they are still open. In skipped-file lists, Excluded by sharing settings means the page does not meet the selected sharing policy. Access check incomplete means Flow could not finish checking whether the page is eligible; sync again or contact Flow support if it continues. Flow can explain exclusions only for content the connection can discover. If Confluence hides a space or page entirely from that account, Flow cannot list it or count it as locked content. A successful sync therefore covers the selected content available to the connection, not every page in the site. Later syncs recheck the selected pages and their access. They can still take time even when you have not edited any pages. Flow can reuse a saved copy of unchanged content to reduce requests to Confluence. It still checks whether the content is eligible for your team. If Confluence returns only page details without the text, Flow uses a verified saved copy of that version or requests the page text before processing it. Flow may reuse saved permission and page hierarchy information for up to 30 minutes by default. Permission changes may take time to appear because Flow must check and apply them again.Attachment formats
Flow extracts attachments in PDF, Word (.docx), and PowerPoint (.pptx) formats. Other file types, including images and spreadsheets, appear as unsupported and are skipped before download. To make their content searchable, save it in a supported format that contains text. Changing Confluence permissions does not add support for a file type.
An attachment cannot be read
A file can be listed as a supported format even when its contents use a different format or are damaged. Flow leaves that attachment out of search and shows the reading problem in the crawl report. Open the file in its original application and export a new PDF, Word (.docx), or PowerPoint (.pptx) copy with selectable text. Replace the attachment in Confluence and sync again. If a valid supported file still fails, contact Flow support. Changing the connected account’s permissions does not repair a file-format problem.