Why Team Files is better than Smart Links to manage files and documents in Confluence

Seamless file integration can significantly enhance team productivity when working in Confluence. While Atlassian’s Smart Links offer a convenient way to embed content from external apps, they have limitations in terms of file management, permissions, and collaboration. For organizations that need powerful file handling and deeper integrations with cloud storage, Team Files for Confluence (or SharePoint / Google Drive Connectors) adds greater value, offering a dedicated document management solution. Let’s take a look at why Team Files stands out.

The Smart Links Caveat

Smart Links allow you to embed content from apps like Google Drive, Dropbox, and Office 365 directly into Confluence pages. This feature helps avoid toggling between multiple applications, making organizing various types of media within Confluence easier. However, Smart Links primarily serve as a shortcut to external content, meaning users often still have to open files in their original applications to view them fully, make edits, or manage file versions.

Team Files: All-in-One Document Solution for Confluence

Team Files takes embedded file integration to the next level by creating a centralized document management hub within Confluence. It lets users directly upload, preview, and co-edit files from major cloud providers on the Confluence page. Not only does Team Files enable more versatile file interactions, but it also provides collaboration, permissions management, and syncing capabilities that Smart Links do not. Below is a breakdown of some features that make Team Files an ideal choice for document management within Confluence.

Detailed Feature Comparison

Key Advantages of Team Files

1. Streamlined File Management

Team Files supports all major file types, from SharePoint, OneDrive, Google Drive, Dropbox, Box, and more. It allows users to organize files into folders, rename them, and manage permissions seamlessly, eliminating the need for users to open multiple tabs or applications.

2. Enhanced Collaboration

The Team Files app offers real-time co-editing, allowing team members to collaborate within Confluence, which is especially valuable for teams working on shared documents. Whether it’s a project plan in Google Sheets or a presentation in Office 365, users can collaborate directly, reducing version confusion and saving time.

3. Two-Way Syncing with Cloud Storage

Team Files brings two-way syncing capabilities that Smart Links don’t offer. This means any changes made in Confluence are mirrored in the original file on Google Drive, Dropbox, or OneDrive, keeping everyone on the same page and preventing duplication.

4. Advanced Permissions and Security

Users can define specific permissions for files and folders within Confluence, providing granular control over who can view or edit documents. This adds an extra layer of security for sensitive documents beyond what Smart Links provide.

5. Generative AI-Powered Summaries

Team Files offers Rovo Assistant, an AI-powered tool to streamline Confluence file interactions. Rovo instantly generates summaries for PDFs, Word documents, and spreadsheets connected with Team Files or attached directly in Confluence. Built on Atlassian’s Forge platform, Rovo prioritizes privacy, with data processed securely within Confluence.

Conclusion

While Smart Links offer a solid foundation for integrating external content into Confluence, Team Files elevates Confluence’s document management capabilities with real-time collaboration, file versioning, permissions, and more. For teams that rely on seamless file access and collaborative editing, Team Files provides everything they need to manage documents in Confluence efficiently.

Integrating Team Files can transform how your team uses Confluence, making it a more powerful tool for collaboration and file management.

Related documentation

Getting started with Team Files for Confluence

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