ikuTeam Files for Confluence Product Documentation

Take the first steps to use the ikuTeam Files for Confluence.

• Open the ikuTeam Files for Confluence
• Connect your first folder
• Step 1: Click the "Connect folder" button
• Step 2: Select the storage place where the folder you want to connect is and authenticate
• Step 3: Navigate to where the folder you want to share with your team is
• Step 4: Select the folder you want to connect
• Step 5: Select permissions (optional)
• Step 6: Click the "Connect" button
• IMPORTANT! Please read.

Open the ikuTeam Files for Confluence

You can install the ikuTeam Files for Confluence from the Atlassian Marketplace, then open it by clicking the ikuTeam Files link on Confluence’s sidebar. It's ready to use.

Connect your first folder

You don't need to create an account to use the app. The only thing required is to connect at least one folder to the Confluence Space so that you can start collaborating with your team and build your single source of truth.

ℹ️ If a folder is connected when you first open the app, someone in your team has already shared a folder. You can use that one or add more by following the same steps.

Step 1: Click the "Connect folder" button

Step 2: Select the storage place where the folder you want to connect is and authenticate

You can connect a folder stored in SharePoint, OneDrive for Business, Google Drive, Dropbox, OneDrive, Box, or Egnyte.

ℹ️ You can connect more places later from the file manager. Learn more

Connecting a Dropbox folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Dropbox account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Dropbox from the list.
4. If you're not signed in to your Dropbox, sign in when the screen loads.
5. Press the "Allow" button, or select the account you want to authorize if you have a business account.
6. You can now browse your Dropbox to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a Google Drive folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Google Drive account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Google Drive from the list.
4. If you're not signed in to your Google Drive, sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your Google Drive to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a SharePoint folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your SharePoint account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select SharePoint from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your SharePoint to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

ℹ️ Learn more about the SharePoint Permissions Setup

Connecting a OneDrive for Business folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your OneDrive for Business account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select OneDrive for Business from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your OneDrive for Business to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

ℹ️ Learn more about the SharePoint Permissions Setup

Connecting a OneDrive folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your OneDrive account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select OneDrive from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your OneDrive to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a Box folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Box account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Box from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your Box to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting an Egnyte folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Egnyte account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Egnyte from the list.
4. Enter your company domain for Egnyte.
5. Enter your email or username and password to Sign in.
6. Press the "Allow Acess" button.
7. You can now browse your Egnyte to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Step 3: Navigate to where the folder you want to share with your team is

⚠️ Please make sure to allow pop up on the browser, it will open a new tab to let you authorise the remote storage to you confluence instance.

Once the connection is successful, the previous tab will give you a success message, and the site will be added to the list.

ℹ️ SharePoint tip: If you can’t see the site where your folder is, you can use “Find site” and “Connect by URL” option to directly use the site name and URL.

Step 4: Select the folder you want to connect

Use the checkbox to select the folder you want to connect.

We recommend connecting a folder where you and your team store your documents, but you can start with a new one by clicking the "New folder" button.

ℹ️ Tip: You can select multiple folders.

Step 5: Select permissions (optional)

Click the "Permissions" tab. By default, your team can view and edit any folders you connect. If you want to limit access or block the edit feature, click the dropdown to change the permissions.

For more information, check the permissions page.

Step 6: Click the "Connect" button

✅ You’re all done. You're ready to use the app. Learn more about the file manager, how to edit documents, and how to attach files and folders to your pages.

ℹ️ IMPORTANT! Please read.

The app uses the storage place as the "single source of truth," However, you need to understand that it has some particular behaviors. Like:

• When you share the same file in various Confluence pages, it will show all the updates in the other places when edited in one place.
• Suppose someone deletes the file or folder shared/embedded into a Page from the connected storage (OneDrive, Google Drive, Dropbox, etc.). In that case, it will no longer be available on Confluence.
• If someone edits the attached file in the cloud storage via a desktop app, the changes will also be reflected in Confluence.
• This behavior is excellent to avoid duplicates and multiple untracked versions across platforms. With this app, you can have one file that is the same everywhere. Handle it with care. :)

Create an in-context file manager for your Confluence Space. Seamlessly browse shared folders, preview files, and edit documents from SharePoint, Google Drive, Box, Dropbox, or Egnyte without ever leaving your workspace.

• About the file manager
• Managing connected folders
• Refresh folders list
• Connect additional folders
• Sort connected folders
• Filter connected folders
• Folder tag
• Folder permissions
• Disconnect a folder
• Rename connected folder
• Open in original storage
• Sign out
• Managing connected places
• Connect a place
• Rename a place
• Disconnect a place
• Using the connected folders
• Navigating your folders
• Using your files
• Folder actions
• Wrap up
• IMPORTANT! Please read

About the file manager

The file manager is easily accessible from the sidebar, and it's the cornerstone for all you can do with the ikuTeam Files app. When using the macro to attach files and folders to your pages, you'll also use the file manager, which works the same way.

This page covers everything related to the ikuTeam Files app, from what you can do with your files and folders to managing connected folders. Let's start with the latter since you always need at least one connected folder to use the app.

Managing connected folders

When you open the ikuTeam Files app, you'll first see a list of the connected folders you can browse and use to collaborate with your team.

ikuTeam Files app home screen:

List of the connected folders to the current Confluence space.

1. Refresh folders list button
2. Connect folder button
3. Sort connected folders button
4. Filter connected folder
5. Folder tag button
6. Folder permissions button
7. Context menu button
8. Disconnect folder option
9. Rename connected folder
10. Open in original storage option
11. Copy Link

Refresh folders list

Use the "Refresh folders list" button to update the list of connected folders and access folders your team shared with the latest permissions.

Connect additional folders

In the Getting started page, we covered how to connect your first folder. The empty screen makes it easy to see how to do it, but you can connect as many folders as you need.

Instructions:

1. Click the "Connect folder" button.
   
   
2. Select the storage place where the folder is, or connect a new one if needed.
   
   
3. Navigate to the folder you want to share with your team.
   
4. Select the folders you want to connect by clicking the checkboxes.
   
5. Optional: Click the "Permissions" tab to set advanced options. By default, your team can see and edit any folder you connect. For more information, check the permissions page.
   
   
6. Click the "Connect" button.

ℹ️️ We recommend connecting a folder where you and your team store your documents, but you can start with a new one by clicking the "New folder" button.

ℹ️️ SharePoint tip: If you can’t see the site where your folder is, you can use the Find site Or Connect by URL to locate and link your sharepoint folder.

✅ All done. You can now use your new folder or add more using the same process.

Sort connected folders

The connected folders are ordered alphabetically by default.

You can change this by clicking the "Sort" button and selecting a sort by option and the order you prefer. The button will always reflect your selection.

File can be sorted by the below criteria

• Name : (A–Z or Z–A)
• Type: File type / extension
• Modified Date (newest or oldest first)
• Size (largest or smallest first)

Filter connected folders

By default, the file manager shows every folder connected to the space, including folders your teammates connected. Select “Connected by me” to narrow the list to the folders you connected yourself.

This is handy in spaces with a lot of connected folders. Instead of scrolling through the full list, you can jump straight to the folders you work with, and any search or browsing you do runs against that shorter list.

Folder tag

You can add a tag to your connected folders to help you keep them organized and easily accessible.

Adding a tag

To add a tag:

1. Click the tag button.
2. Enter a name.
3. Pick a color.
4. Click Save.

✅ All done.

Editing a tag

To edit the tag, click the tag button again. You can change the description and color. When you’re done, click Save.

Removing a tag

To altogether remove a tag:

1. Click the tag button.
2. Click the Remove tag button.
3. Confirm the removal.

✅ All done.

⚠️ This action is undoable, but you can add a tag again anytime.

Folder permissions

You can set permissions for connected folders from the File Manager at any time by clicking the lock icon. For more information, check the permissions page.

Disconnect a folder

It's also possible to disconnect folders you no longer need. Before getting into how to do it, it's relevant to know that you're only breaking the Team Files app's link to the original storage when you disconnect a folder. All your content is safe, but any files and folders you or your team attached to Confluence pages from the disconnected folder also lose the link to the original storage and become unavailable.

⚠️ If you accidentally disconnect a folder, you can connect it again in 30 days to restore the attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click the context menu button (look for the ··· button) on the right side of the folder you want to disconnect.
   
   
2. Click the "Disconnect" option.
   
3. Confirm by clicking the "Disconnect" button.

✅ All done. Your folder is safe and sound, but your team can't use it anymore in the ikuTeam Files for Confluence app.

ℹ️ You can only disconnect the folders you added. Admins can disconnect all folders.

Rename connected folder

Instructions:

1. Click the context menu of the connected folder you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Rename" button. All done.

ℹ️ When you change the name of a folder, it's updated in the connected storage, too.

⚠️ Changing the name of connected folders from Dropbox and Egnyte breaks existing attachments.

Open in original storage

1. Open in [Storage] opens a new browser tab with the file/folder location on the storage location like sharepoint/googledrive etc.
2. Copy link allows you to copy the location of the file/folder from your storage site.

Sign out

This option lets you sign out from a connected folder if the “Mirror storage permission” setting is active. This is useful if you need to connect with a different account.

Managing connected places

While using the ikuTeam Files app, you can connect folders stored in SharePoint, OneDrive for Business, Google Drive, Dropbox, OneDrive, Box, or Egnyte. You only need to authorize the app to access that storage place first. You're in control of your storage places: only you can see the places you allowed, and you, and only you, can disconnect them.

You can view your connected places when you connect a new folder or from the ikuTeam Files settings page.

Connect folder dialog:

List of your connected places.

1. Connect place button
2. Context menu button
3. Rename place option
4. Disconnect place option

Connect a place

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
2. If you have connected places before, they will appear on the list. Click the "Connect place" button. If you haven't, you'll see a list of all the places you can connect directly.
3. Select the storage place you want to connect and authenticate.

ℹ️️ You can connect several accounts of the same service. For example, you can connect a Personal Dropbox and Dropbox for business.

Connecting a Dropbox folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Dropbox account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Dropbox from the list.
4. If you're not signed in to your Dropbox, sign in when the screen loads.
5. Press the "Allow" button, or select the account you want to authorize if you have a business account.
6. You can now browse your Dropbox to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a Google Drive folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Google Drive account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Google Drive from the list.
4. If you're not signed in to your Google Drive, sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your Google Drive to connect a folder to your Confluence space or Jira project.
   

ℹ️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a SharePoint folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your SharePoint account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select SharePoint from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your SharePoint to connect a folder to your Confluence space or Jira project.
   

ℹ️️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

ℹ️️ Learn more about the SharePoint Permissions Setup

Connecting a OneDrive for Business

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your OneDrive for Business account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select OneDrive for Business from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your OneDrive for Business to connect a folder to your Confluence space or Jira project.
   

ℹ️️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

ℹ️️ Learn more about SharePoint Permissions Setup

Connecting an OneDrive folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your OneDrive account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select OneDrive from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your OneDrive to connect a folder to your Confluence space or Jira project.
   

ℹ️️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting a Box folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Box account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Box from the list.
4. Sign in when the screen loads.
5. Press the "Allow" button.
6. You can now browse your Box to connect a folder to your Confluence space or Jira project.
   

ℹ️️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

Connecting an Egnyte folder

Learn how to authorize the ikuTeam Files for Confluence app to access the content in your Egnyte account so that you can connect a folder.

Instructions

1. In the file manager, click the "Connect folder" button on the right (or select the option from the [···] menu if the window is too narrow).
2. If it's your first time connecting to a storage place, skip this step.
   The modal dialog shows a list with your connected storages. Click the "Connect place" button.
3. Select Egnyte from the list.
4. Enter your company domain for Egnyte.
5. Enter your email or username and password to Sign in.
6. Press the "Allow Acess" button.
7. You can now browse your Egnyte to connect a folder to your Confluence space or Jira project.
   

ℹ️️ We NEVER store your user or password credentials. We use state-of-the-art OAuth 2.0 to connect securely through an encrypted connection. The app gets an authorization token to use the storage. You can revoke this authorization at any time.

✅ It's all done. Your new place is now connected. You can browse it to connect a folder or return to the file manager.

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
2. Click the context menu button of the place you want to rename.
3. Click the "Rename" option.
4. Enter the new name and click save.

✅ That's it. Updating the name takes a few moments and is ready to use.

ℹ️️ You can also rename and manage your places from the ikuTeam Files settings page.

Disconnect a place

When you disconnect a place in the ikuTeam Files for confluence app, you only remove the connection to the original storage. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders you or your team attached to Confluence pages from the disconnected folders also lose the original storage link and become unavailable.

⚠️ If you accidentally disconnect a place, you can connect it again in 30 days to restore the connected folders and attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click on the "Connect folder" button from the list of connected folders.
2. Click the context menu button on the right side of the place you want to disconnect.
3. Click the "Disconnect" option.
4. Confirm by clicking the "Disconnect" button.

✅ All done. Your storage place is safe and sound but no longer accessible in the Team Files app.

ℹ️️ You can also disconnect and manage your places from the ikuTeam Files settings page.

Using the connected folders

Now that we know how to connect folders, it's time to learn how to make the most of the ikuTeam Files app. This section will cover what you can do with files and folders and how to add content to your connected folder.

Navigating your folders

Click a connected folder to view its content. The navigation is at the top, your content is in the center, and extra options are to the right.

1. Current folder name
2. Path: you can click in any section to return there
3. Back button: return to the previous folder
4. Search field
5. Content area
6. New folder button
7. Upload file button
8. New document button
9. Sort button

If your window is too narrow, the right section is hidden, but all the options are available in the context menu that appears next to the navigation.

Using your files

1. Preview click area
2. Edit button
3. Preview button
4. Context menu
5. Open in [Storage]
6. Copy Link
7. Download file
8. Rename file
9. Delete file

Preview files

You can preview the content of your files by clicking the name of the file you want or the preview button. You can preview images, PDF documents, Microsoft Office documents, and Google documents. For more details, check the Preview files page.

Edit documents

You can edit Microsoft Office documents from the file manager by clicking the Edit button. When the Mirror Storage Permissions is turned OFF for simplified access, the ikuTeam file uses its own ikuTeam engine to render and edit documents.

Whereas when the mirror permission is set to ON for more complex access control the app uses Microsoft 365 to edit files in SharePoint, OnDrive and Box. The ikuTeam engine is used for the rest of the supported cloud storage.

If you're using Google Drive, you can edit Google Drive documents the same way; just click the edit button. Google Docs also supports real-time collaboration and autosave.

In addition to office and google documents ikuTeam file can also preview and edit PDF files with the Advanced version of the app.

ℹ️️ The edit option is also available when previewing the file (check Preview files) and when you attach the document to a page.

For more details, check the Preview files page.

Download a file

1. Click the context menu of the file you want to download.
2. Click the "Download" option.

Your browser will open a new tab to download the file automatically. Depending on the browser you're using, the tab closes itself when the download starts, or it might ask you permission to download the file (noticeably Safari browser), requiring that you click the "Allow" button.

Depending on its size, the file will be available in your default download folder after a few moments.

ℹ️ The download option is also available in preview mode (check Preview files) and for files attached to pages.

Rename a file

1. Click the context menu of the file you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Save" button. All done.

ℹ️ When you change the name of a file, it's updated in the connected storage too.

Open in original storage

1. Click the context menu of the file you want to open.
2. Click the “Open in [Storage]” option.

The file opens in a few seconds on the original storage site.

Delete a file

1. Click the context menu of the file you want to delete.
2. Click the "Delete" option.
3. Click the "Delete" button in the confirmation dialog. All done.

⚠️ When you delete a file, it's also removed from the connected storage place. This action is undoable in the ikuTeam Files app.

Upload a file

Via drag and drop:

You can drag a file from a local folder and drop it in the folder you have open in the ikuTeam Files app to upload it there. Doing this will save the file in the storage place containing the connected folder, helping you build your single source of truth.

Via file picker:

1. Click the "Upload file" button on the right or at the bottom of the open folder.
2. Look for the file you want to upload in the file picker.
3. Select the file and confirm.

Depending on the size of the file, it may take a few moments for it to become available in the app.

ℹ️ The upload option is also available when you attach a folder to a page. You can drag and drop a file to upload it there.

Creating new documents

With the ikuTeam Files app, you can create documents where needed. They are always ready for real-time collaboration, with no file locks, and are saved back to the storage place containing the connected folder, avoiding duplicates.

For Microsoft Office Documents:

1. Click the "New Document" button.
2. Select the kind of document you want.
3. Type a name for your document and click the "Create" button.

After a few moments, your document appears in the folder, and you can edit it.
For Google Documents:

1. Click the "New Document" button.
2. Select the kind of document you want.
3. A new tab with the Google editor opens, and you can start editing your document.

You can close the tab when you finish your edits. Your new document will show in your folder when you reload the page.

ℹ️ You can create Microsoft Office documents in any connected folder, but Google Documents are only available for connected folders from Google Drive.

Folder actions

1. Preview click area
2. Context menu
3. Open in [Storage]
4. Copy link
5. Rename folder
6. Delete folder

View the content of a folder

You can see the content of a folder by clicking on it. You can also click folders inside to view the content or click the back button to return to the previous one.

Rename a folder

1. Click the context menu of the folder you want to rename.
2. Click the "Rename" option.
3. Enter the new name in the dialog window.
4. Click the "Save" button. All done.

ℹ️ When you change the name of a folder, it's updated in the connected storage too.

Open in original storage

Click the context menu of the folder you want to open.

1. Click the “Open in [Storage]” option.

The folder opens in a few seconds on the original storage site.

Delete a folder

1. Click the context menu of the folder you want to delete.
2. Click the "Delete" option.
3. Click the "Delete" button in the confirmation dialog. All done.

⚠️ When you delete a folder, it's also removed from the connected storage. This action is undoable in the ikuTeam Files app.

Create a folder

To help you keep things organized, you can create new folders whenever needed.

1. Click the "New Folder" button on the right side (or from the context menu in narrow views).
2. Enter the name in the dialog window.
3. Click the "Save" button.

After a few moments, the view reloads, and your new folder will be listed and ready to use.

Sort

The content of your folders is ordered alphabetically by default.

You can change this by clicking the "Sort by name" button and selecting a sort of option and the order you prefer. You can sort content by name, type, modified date, and file size. The button will always reflect your selection.

Wrap up

Now you know all that you need to use the file manager. You can now learn more about Preview files or about using the macro.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

ℹ️️ IMPORTANT! Please read.

The app uses the storage place as the "single source of truth," However, you need to understand that it has some particular behaviors. Like:

• When you share the same file in various Confluence pages, it will show all the updates in the other places when edited in one place.
• Suppose someone deletes the file or folder shared/embedded into a Page from the connected storage (OneDrive, Google Drive, Dropbox, etc.). In that case, it will no longer be available on Confluence.
• If someone edits the attached file in the cloud storage via a desktop app, the changes will also be reflected in Confluence and Jira.
• This behavior is excellent to avoid duplicates and multiple untracked versions across platforms. With this app, you can have one file that is the same everywhere. Handle it with care. :)

Learn how to preview files on Confluence with the ikuTeam Files for Confluence app.

• About the preview
• Preview files on the ikuTeam file manager
• Documents preview in full-screen
• PDF documents preview in full-screen
• Images preview in full-screen
• Preview files and folders on your pages
• Upload a file to an attached folder
• Supported file formats for preview
• Wrap up

About the preview

On this page, we'll cover the different ways to preview your files on Confluence using the ikuTeam Files for Confluence app, expanding the topics on the page about the file manager.

The ikuTeam Files for Confluence app lets you preview files in the file manager and the attached files and folders on pages. It supports the most common Office file formats, PDFs, and popular image formats.

This way, your Confluence pages can easily serve as your one source of truth, with content that is always accessible and updated.

Preview files on the ikuTeam file manager

1. Expand Preview
2. Expand File Preview
3. Preview button

When using the File Manager, you can preview your files' content by clicking the expand icon or name of the file you want with the full-screen preview. You can also use the “Preview” button to open the preview. The options available vary slightly depending on the kind of file.

Documents preview in full-screen

1. Edit mode
2. Download Document
3. Open in [Storage]
4. Close Preview

PDF documents preview in full-screen

1. Edit the pdf file.
2. Download
3. Open in [Storage]
4. Zoom controls

Images preview in full-screen

1. Return to the file manager
2. Download
3. Open in [Storage]

Preview files and folders on your pages

Using the ikuTeam Files app, you can attach files and folders to your Confluence pages with the macro and preview them when the page is published.

1. Disclosure button
2. Document info
3. Header options
4. Preview
5. Sort options
6. Context options

The full-screen preview for the files attached works the same way as described for the file manager. Click the icon or name of the file you want to open the preview.

Another option exclusive to the preview in pages is to view the content inline without hiding your page. By default, every attached file and folder is displayed in a collapsed view to save screen space. You can expand each file by clicking the disclosure button on the left to preview its content.

You can expand attached folders similarly to see their content quickly and even navigate sub-folders. You can also preview the files' contents inside the attached folder by clicking the name to open the full-screen preview.

Upload a file to an attached folder

When you have an attached folder on your page, you can drag and drop a file from a local folder to upload it there. Doing this will save the file in the storage place containing the connected folder, helping you build your single source of truth.

ℹ️ Depending on the size of the file, it may take a few moments for it to become available in the app.

Supported file formats for preview

• Images: GIF, JPG, JPEG, and PNG
• PDF documents (including password-protected files)
• Microsoft Office documents: DOC, DOCX, DOCM, XLS, XLSX, XLSM, XLSB, PPT, PPTX, PPTM, PPS, PPSX and PPSM
• Microsoft Office templates: DOT, DOTX, DOTM, POT, POTX, and POTM
• Microsoft Visio files: VDW, VSD, VSDX - (Requires “Mirror Storage Permissions” turned ON)
• Open Office documents: ODT, ODS, and ODP
• Google documents, sheets, and slides
• Rich text documents (RTF)
• iWork files: Pages, Keynote, and Numbers on Box (Requires “Mirror Storage Permissions“ and iWork for Box turned on)
• Videos: MP4, MOV, and WEBM¹

¹ Partial support for WEBM, some browsers like Safari don’t support it.

Wrap up

That's all about previewing files. Did you know you can edit documents attached to your pages or create new documents in the file manager?

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to edit documents on Confluence with the ikuTeam Files app.

• About the edit
• Editing a Microsoft, Google, or OpenOffice Document
• Real-time collaboration for Office files
• Editing a PDF document
• Real-time collaboration for PDF files
• Supported file formats for edit
• Wrap up

About the edit

We'll cover the different ways to edit your documents on Confluence using the ikuTeam Files for Confluence app, expanding the topics presented on the page about the file manager.

While some files are preview-only, like images, when it comes to Office files, you can also edit the most popular formats and PDF files right inside Confluence, helping you build your single source of truth. Without downloading to edit and re-uploading multiple copies or locking other people out while you edit the document.

This way, your Confluence pages can easily serve as your one source of truth, with content always accessible, updated, and editable.

Editing a Microsoft, Google, or OpenOffice Document

You can edit a document from the file manager, including the full-screen preview, and you can also edit documents attached to your pages.

Regardless of the context, you can edit Office files by clicking the Edit button. A new tab opens, where the appropriate editor opens, and you can edit your file in a few seconds.

ℹ️ When the Mirror Storage Permission is turned OFF for simplified access, the ikuTeam Files uses its own ikuTeam engine to render and edit documents.

Whereas when the mirror permission is set to ON for more complex access control, the app uses Microsoft 365 to edit files in SharePoint, OneDrive, and Box. The ikuTeam engine is used for the rest of the supported cloud storage.

If you're using Google Drive, you can also edit Google Drive documents using the Google Docs editor, supporting real-time collaboration and autosave.

Open Office files work the same way as Microsoft Office files, using the ikuTeam Office engine, but do not support real-time collaboration.

Real-time collaboration for Office files

As mentioned before, ikuTeam Office Engine, Microsoft Office, and Google Docs support real-time collaboration.

You can start editing an Office file attached to a page or from the file manager. The editor seamlessly creates a collaboration session when another person clicks to edit the same file. You can continue to edit the file as before and leave it anytime by closing the browser tab.

Editing a PDF document

With the Advanced version of the ikuTeam Files for Confluence app, you can edit PDF files attached to your pages by clicking the “Edit” button (also available in the full-screen preview).

A new tab opens, and you can edit your document in a few seconds.

When editing a PDF file, you and your team can work together, as the editor supports real-time collaboration, so there are no file lockdowns. There's also an autosave feature, so you can close the tab when you finish.

Real-time collaboration for PDF files

As mentioned before, PDF Documents support real-time collaboration, and it's effortless to use.

Start editing a PDF file attached to a page. When another person clicks to edit the same file, the editor seamlessly creates a collaboration session. You can continue to edit the file as before and leave it anytime by closing the browser tab.

Supported file formats for edit

• Microsoft Office documents: DOC, DOCX, DOCM, XLS, XLSX, XLSM, XLSB, PPT, PPTX, and PPSX
• Microsoft Office templates: DOT, DOTX, DOTM, POT, POTX, and POTM
• Open Office documents: ODT, ODS, and ODP
• PDF Documents
• Google documents, sheets, and slides
• iWork files: Pages, Keynote, and Numbers on Box (Requires “Mirror Storage Permissions“ and iWork for Box turned on)

Wrap up

That's all for editing documents. Did you know you can also create new documents using the file manager?

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

What Changed

ikuTeam Files for Confluence has transitioned to focus exclusively on cloud storage integrations — SharePoint, Dropbox, Box, Egnyte, and Google Drive. As a result, native Confluence attachment preview and editing is no longer available in the Forge-based ikuTeam Files app.

ikuTeam Files for Confluence now focuses exclusively on cloud storage integrations: SharePoint, Dropbox, Box, Egnyte, and Google Drive. Native Confluence attachment preview and editing has moved out of ikuTeam Files.

The good news: it's still fully available, just in a better home.

Where to Find It

Native Confluence attachment support is now part of ikuTeam Office, with even more capabilities and a better fit.

How to Get Started

Where It's Available Now

Native Confluence attachment support is still fully available in the ikuTeam Office app.

How to Get Started

1. Install ikuTeam Office - Available on the Atlassian Marketplace
2. Migrate your macros - Move everything over in one click: Advance

Learn how to attach files and folders to your pages with the ikuTeam Files macro to share knowledge with your team.

• About the ikuTeam Files macro
• Adding the macro to your page
• Using the / shortcut
• Using the “Insert items” menu
• Customizing the layout
• Attachment header
• Preview width
• Preview height
• Preview default visibility
• Automatic Sorting
• Removing attached files and folders
• Removing the macro
• Wrap up

About the ikuTeam Files macro

Our macro allows you to attach files and entire folders to your pages using a particular view of the file manager. You can insert the macro on your pages as many times as you need and attach as many files and folders as you want per macro.

On this page, you can check how to use the macro so you and your team can share the relevant files and folders in the right place, quickly building your one source of truth inside Confluence.

Adding the macro to your page

Adding the ikuTeam Files macro to your pages is straightforward, with the / shortcut or via the “Insert items” menu.

Using the / shortcut

Instructions:

1. Enter the edit mode of the page where you want to attach files and folders.
2. Place the cursor where you want the macro to appear.
3. Type /ikuteam and select the ikuTeam Files app from the dropdown.
   
   
4. The ikuTeam Files dialog opens automatically. If it doesn’t, select the macro and click the “Edit” button.
5. Browse your connected folders in the ikuTeam Files dialog. If you haven’t connected any, you can do that so now. You can also connect more folders from the context menu as you would in the file manager.
6. Click the checkbox to select the files and folders you want to attach. They will appear in the live preview pane on the right side.
   
7. In Live Preview, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.
   
   
8. Optional: click the “Layout” tab to customize how attachments look on your page.
9. Click the “Insert” button.

✅ It's all done. You’ll be able to see your selections while you edit your page, but they’re not interactive now, as the editor limits the actions available.

While in edit mode, you can view your attachments and add more files and folders by clicking the “Edit” button on the macro again. You can preview your attached items, edit Office files, and browse your folders when you publish the page.

ℹ️ To ensure you’re selecting the correct file, you can preview your files as you would on the file manager. Click the name to open the full-screen preview or click the disclosure button on the live preview pane to preview the content, as you would on files and folders already attached.

ℹ️ / shortcut options

Using the / shortcut on the new editor is our preferred way to attach files and folders to pages. We added some options that are easier to remember and type than the app name (the default term) for your convenience.

You can add the ikuTeam Files macro to your page using any of the following options: /document, /attach, /teamfiles, /ikuTeam Files, /file, /folder, /sharepoint, /dropbox, /drive, /google drive, /box, /onedrive, /one drive, and /egnyte.

Using the “Insert items” menu

Instructions:

1. Enter the edit mode of the page where you want to attach files and folders.
2. Place the cursor where you want the macro to appear.
3. Click the “Insert items” menu on the toolbar.
   
   
4. Start typing ikuTeam Files in the search field until you see it.
5. Click the “ikuTeam Files” option.
6. Browse your connected folders in the ikuTeam Files dialog. If you haven’t connected any, you can do that so now. You can also connect more folders from the context menu as you would in the file manager.
7. Click the checkbox to select the files and folders you want to attach. They will appear in the live preview pane on the right side.
   
8. In Live Preview, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.
   
9. Optional: click the “Layout” tab to customize how attachments look on your page.
10. Click the “Insert” button.

✅ It's all done. You’ll be able to see your selections while you edit your page, but they’re not interactive now, as the editor limits the actions available.

While in edit mode, you can preview your attachments and add more files and folders by clicking the “Edit” button on the macro again. You can preview your attached items, edit Office files, and browse your folders when you publish the page.

ℹ️ To ensure you’re selecting the correct file, you can preview your files as you would on the file manager. Click the name to open the full-screen preview or click the disclosure button on the live preview pane to preview the content, as you would on files and folders already attached.

Customizing the layout

By default, the files and folders attached to Confluence pages use a regular header and appear in the collapsed view to use less space on the screen. It’s easy to preview the file by clicking the arrow to open the expanded view, which uses the width of the page and is 464px tall.

The Admin can set different defaults for new macros, and you can customize individual macros.

You can set different layout settings when attaching files and folders in a new macro or by editing existing macros by clicking the “Layout” tab in the ikuTeam Files dialog. You can preview the changes in the “Live Preview” panel. When you save the changes, you’ll see the new layout applied to your page.

In “Live Preview“, you have an “Edit tag” button for files and folders. Select it to add a tag to any item, or to change or remove a tag you added earlier.

A tag is a short label that sits next to the file or folder. It gives an item context that its name alone does not carry, for example Approved, Draft, Invoices, or a client or team name.

Attachment header

Select the size for the header of the macro:

• Regular: The standard size for the header of attached files and folders. It shows a big icon and additional details;
• Compact: Uses a smaller icon and only indicates the name of the file or folder;
• Hidden for files: Completely hides the file header and forces the expanded preview option. Moving the mouse over the file will show a compact header.

Preview width

Select the width for the preview:

• Auto: The standard width for previews uses the available space;
• Custom: Define a value for the width of the preview area.

Preview height

Select the height for the preview:

• Regular: The standard height for previews (464px);
• Custom: Define a value for the height of the preview area.

Preview default visibility

Select the behavior for the preview:

• Collapsed: The standard option that hides the preview;
• Expanded: Automatically shows the preview of files and folders. This option is required when selecting the “Hidden for files” header.

Automatic Sorting

The macro now supports automatic sorting by size, date, and more - letting you keep your content organized without lifting a finger.

Removing attached files and folders

You can remove specific files and folders attached to a macro at any moment.

Instructions:

1. Enter the edit mode of the page
2. Select the macro that you want to change
3. Click the “Edit” button
   
   
4. The live preview pane lists all the attached files. Click the unlink button on the ones you want to remove from the macro.
   
5. Click the “Save” button.

Your macro is updated. You’ll see the updated list if you are using the new editor.

ℹ️ If you make a mistake while removing attached files and folders, you can click the “Cancel” button to discard all changes.

⚠️ The changes become permanent and undoable when you click the “Save” button. You can, however, attach the files and folders again, as removing them from the macro doesn’t delete them.

Removing the macro

You can also remove the entire macro and all the files and folders attached.

Instructions:

1. Enter the edit mode of the page.
2. Select the macro that you want to remove.
3. Click the “Remove” button.
   
   

It's all done. Your files and folders are safe and sound but no longer attached to the page after you publish the changes.

Wrap up

Now you know how to attach files and folders to your pages and make changes to your macros.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Learn how to set permissions for connected folders.

• About permissions
• Setting folder permissions
• Option 1: Anyone can view and edit (default option)
• Option 2: Editing restricted
• Option 3: Viewing and editing restricted
• Granting permissions to specific people, groups, and roles
• Updating permissions
• How permissions work
• Permissions override
• Wrap up

About permissions

You can set different permissions for each connected folder, controlling who can view, edit, or download its content. These work similarly to Confluence page permissions, so if you're already familiar with those, you'll feel right at home.

One important thing to know: these permissions are independent of your cloud storage (SharePoint, OneDrive, Google Drive, Dropbox, Box, Egnyte). How the two layers interact depends on whether your admin has enabled Mirror Storage Permissions Admin Settings | Mirror Storage Permissions

Setting folder permissions

You can set permissions when connecting a folder in the "Permissions" tab or from the File Manager at any moment by clicking the lock icon.

The "Permissions" tab shows the current settings and how they affect your connected folder.

There are three main options that you can select from the drop-down menu:

Option 1: Anyone can view and edit (default option)

It is the default option, which means everyone with access to the Confluence Space can view and edit the content of the connected folder.

Option 2: Editing restricted

Everyone can view the folder and its content, but only the person who attached it (the owner) can edit it. The owner can also grant permission to download files or edit documents to specific people, groups, and roles.

Option 3: Viewing and editing restricted

Nobody has access to the folder; only the owner can view it and edit its content. Only people, groups, or roles added by the owner will have permission to view the folder or edit its content.

Granting permissions to specific people, groups, and roles

1. Select the "Editing restricted" or "Viewing and editing restricted" option from the combo box. New fields appear, and a list of the current permissions shows what "Everyone" and the owner can do with the folder:
2. Click the input box to start typing a name, group, or role, or select one directly from the menu.
3. Select the permissions to grant (only download or edit, that includes download).
4. Click the "Add" button.

The list will be updated to include the new addition. You can add as many entries as you need and click the "Connect" button (when connecting a folder) or the "Apply" button (when editing permissions).

Updating permissions

The permissions modal allows you to change any person's permissions, group, or role. The connected folder owner can change the permissions anytime by returning to the permissions modal. The owner can add more people and groups or revoke granted permissions by clicking the "Remove" button.

How permissions work

Please keep in mind that permissions are additive. If a person can only view a folder as an individual and is part of a group that can edit, this person can edit the folder, as ikuTeam Files for Confluence combines all the permissions.

ℹ️ Files and folders attached to pages will only be visible to people with permissions granted in the folder.

⚠️ When you use the macro to attach files and folders to a page, ikuTeam Files for Confluence uses the connected folder's permissions at that moment. If you change the folder's permissions, the macro's attachments will not get the updated permissions. You must attach them again if you need them to use the new permissions.

Permissions override

The ikuTeam Files for Confluence app simplifies access to shared content by default, favoring ease of use with simplified permissions. This default overrides file permissions set in SharePoint, OneDrive, Box, Dropbox, Google Drive, and Egnyte for folders connected to Confluence. The original storages are unchanged and keep the permissions set.

Admins can require users to authenticate with an account with access to the connected folders to respect the set permissions in the storage. Use the "Mirror storage permissions" setting with folder permissions to control better how files are shared, viewed, and edited.

ℹ️ NOTE : When “Mirror Storage Permissions” is enabled, access to files follows the permissions set in your cloud storage provider in this case google. However, confluence permission always takes final precedence. If a user doesn't have access to a space or a page, they won't be able to see or interact with the files attached to it, regardless of their cloud storage permissions.
In short, cloud storage permissions control what files are accessible, but Confluence permissions decide who can see them.

Wrap up

Now you know how to set permissions for your connected folders to your pages and make changes to your macros. Don't forget you can connect more folders from the file manager.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Managers can adjust the ikuTeam Files space settings to the team’s needs.

• About the ikuTeam Files for Confluence space settings
• ikuTeam Files for Confluence availability
• Connected folders logs
• Wrap-up

About the ikuTeam Files for Confluence space settings

Managers can find the ikuTeam Files space settings in the settings>Integrations> ikuTeam Files section of the space settings, accessible from the project sidebar or menu.

ikuTeam Files for Confluence availability

The ikuTeam Files for Confluence app is available by default for every space. Managers/Space admins can deactivate the app in the individual space settings if it isn’t required in that space.

To deactivate the ikuTeam Files for Confluence app, click the toggle to turn it off. You can reactivate it anytime by clicking the toggle again to turn it on.

ℹ️ Changing this setting saves automatically and applies immediately.

Connected folders logs

If you're having issues with a connected folder, you can check the “Connected folders log” at any moment. The log will give you details on when a user connected it or if someone disconnected it.

Wrap-up

On this page, you learned about all the Space settings available.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Adjust the ikuTeam Files app settings to your needs.

• About the ikuTeam Files settings
• Manage your connected places
• Disconnect a place
• Help
• Wrap-up

About the ikuTeam Files settings

The ikuTeam Files settings are accessible from the file manager by clicking the context menu in the top right corner and then selecting the "ikuTeam Files settings" option.

Manage your connected places

You can manage your connected places from the "Places" tab inside the ikuTeam File settings. You're in control of your storage places: only you can see the places you allowed, and you, and only you, can disconnect them.

Places tab:

List of your connected places.

1. Context menu button
2. Rename place option
3. Disconnect place option

Rename a place

You can connect several accounts from the same service, and by default, we add a number at the end when you do it to differentiate them. To help you keep things organized, you can rename your places to something more meaningful to you.

Instructions:

1. Click the context menu button on the right side of the place you want to rename.
2. Click the "Rename" option.
3. Enter the new name and click save.

✅ That's it. Updating the name just takes a few moments, and it's ready to use.

ℹ️ You can also rename and manage your places from the "Connect a Folder" dialog.

Disconnect a place

Before getting into how to do it, it's relevant to know that you're only breaking the link in the ikuTeam Files for Confluence app to the original storage when you disconnect a place. All your content is safe, but any folders you have connected from that place will also be disconnected. Consequently, files and folders that you or your team attached to Confluence pages from the disconnected folders also lose the link to the original storage and become unavailable.

⚠️ If you accidentally disconnect a place, you can connect it again in 30 days to restore the connected folders and attachments. After this period, it’s no longer possible to restore the existing attachments.

Instructions:

1. Click the context menu button on the right side of the place you want to disconnect.
2. Click the "Disconnect" option.
3. Confirm by clicking the "Disconnect" button.

✅ All done. Your storage place is safe and sound but no longer accessible in the ikuTeam Files app.

ℹ️ You can also disconnect and manage your places from the "Connect a Folder" dialog.

Help

The Help tab contains a brief description of the app, information about the team that developed it, and links to learn more.

You also find the links to contact the support team and to this documentation.

Wrap-up

On this page, you learned about all the settings available at the moment. As we introduce new features, we'll add additional settings so you can further customize your experience.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

You can now seamlessly copy and move Confluence pages containing ikuTeam Files macros within the same space. This enhancement ensures that the macros are copied correctly and remain functional in the new location. This feature simplifies the process of duplicating content while maintaining the integrity of your ikuTeam Files macros.

• How to Use
• Copying Pages with ikuTeam Files Macros
• Moving Pages with ikuTeam Files Macros
• Important Limitation

How to Use

Copying Pages with ikuTeam Files Macros

1. Navigate to the Page: Go to the Confluence page that contains the ikuTeam Files macros you want to copy.
2. Select the “Make a copy” Option: Click on the ellipsis (...) menu at the top-right corner of the page and select Make a Copy.
3. Choose the Destination: In the dialog, select the destination space and page where you want to place the copy. Ensure that the destination is within the same space to maintain macro functionality.
4. Copy the Page: Confirm the action. The new page will have the ikuTeam Files macros working correctly.

Moving Pages with ikuTeam Files Macros

1. Navigate to the Page: Go to the Confluence page that contains the ikuTeam Files macros you want to move.
2. Select the Move Option: Click on the ellipsis (...) menu at the top-right corner of the page and select Move.
3. Choose the Destination: In the dialog, select the destination space and the page where you want to move the page. Ensure that the destination is within the same space to maintain macro functionality.
4. Move the Page: Confirm the action. The page will be moved with the ikuTeam Files macros working correctly.

⚠️ Important Limitation

Moving or Copying Across Different Spaces

The ikuTeam Files for Confluence macros will break if you copy or move pages to a different space. This happens because the parent folders associated with the macros may not be connected to the new space. To prevent this issue, keep copying or moving operations within the same space.

Administrators can adjust how the ikuTeam Files for Confluence app works to meet your team's needs and comply with company policies.

• About the Administrator Settings
• Allowed storage places
• Turn off a storage place for all users
• Turn on again a storage place for all users
• Mirror Storage Permissions
• What changes
• Applying "Mirror storage permissions"
• Deactivating "Mirror storage permissions"
• Preview of attached files and folders on public pages
• Attachments layout options
• Attachment header
• Preview width
• Preview height
• Preview default visibility
• Allowed users and groups
• Option 1: Everyone can use the app (default option)
• Option 2: Everyone can use the app; only selected users and groups can connect folders
• Option 3: Only selected users and groups can use the app and connect folders
• Allowed Spaces
• Option 1: All spaces can use the app (default option)
• Option 2: Only selected spaces can use the app
• Option 3: The selected spaces can't use the app
• Wrap-up

About the Administrator Settings

As the name implies, these settings are only visible to users with Administrator privileges. All the settings on this page are accessible by entering Confluence settings and then clicking the "ikuTeam Files Settings" link on the sidebar in the "Configuration" section.

Allowed storage places

By default, users can connect folders from all the storage places supported by the ikuTeam Files for Confluence app.

Administrators can easily restrict the use of specific storage places to ensure that the use of the ikuTeam Files for Confluence app aligns with company policies.

Turn off a storage place for all users

1. Click the "Storage Places" section on the ikuTeam Files settings page;
2. Click the switch on the storage places you want to turn off;
3. The switch changes, indicating users can no longer connect folders from that storage place.

ℹ️ Changes to these settings are saved automatically and applied immediately.

⚠️ What happens to places the users connected before the Admin turns them off?

If a user connects a folder from a storage place that the Admin later turns off, it becomes blocked inside the ikuTeam Files app. All connected folders from that place are blocked, too. If there are attached folders and files from a blocked storage place, the content won't be visible, and a warning will appear mentioning that the Admin blocked the access.

Turn on again a storage place for all users

1. Click the "Storage Places" section on the ikuTeam Files settings page;
2. Click the switch on the storage place you want to turn on again;
3. The switch changes, indicating users can connect folders from that place again.

ℹ️ Changes to these settings are saved automatically and applied immediately.

Mirror Storage Permissions

By default, ikuTeam Files for Confluence app uses simplified permissions, meaning the permissions you set here are the only ones that apply. Cloud storage permissions are bypassed, so any Confluence user you grant access to can view or edit files regardless of their access in SharePoint, OneDrive, Box, Dropbox, Google Drive, or other connected storage. The files in your cloud storage remain unchanged; only how they're accessed through ikuTeam Files is affected.

One thing worth noting: in this default and simplified setup, all activity in the cloud storage is logged under the account used to connect the folder. We recommend using a dedicated service account to connect folders; that way, your audit log stays clean, and activity is clearly attributed to the app, not to an individual user.

When an admin enables Replicate storage permissions, both layers apply at the same time, and the more restrictive one always wins:

• A user without edit access in SharePoint or other cloud storage cannot edit, even if their ikuTeam Files permission allows it.
• A user with edit access in SharePoint won't see the edit button if their Team Files permission restricts it.

Think of it as a double lock: a user needs to pass both checks to perform any action. Use this Mirror Storage Permissions setting together with connected folder permissions for precise control over how files are shared, viewed, and edited.

What changes

Remember that this option requires users to sign in to each connected folder to view and edit the files and apply the correct permissions for each user. With Replicate Permissions ON, public pages are not supported.

Applying "Mirror storage permissions"

1. Click the "Simplified sharing (…)" section on the ikuTeam Files settings page;
2. Click the toggle to turn on the option “Mirror Storage Permissions”.

ℹ️ Changing this setting saves automatically and applies immediately.

Deactivating "Mirror storage permissions"

1. Click the "Cloud storage access and permissions required" section on the ikuTeam Files settings page;
2. Click the toggle to turn off the option “Mirror Storage Permissions”.

ℹ️ Changing this setting saves automatically and applies immediately.

Preview of attached files and folders on public pages

In a space open to unauthenticated users, they can preview files and folders attached with ikuTeam Files to public pages by default.

With this option active, any user can view the content of all attached files in public pages without any authentication. This can be turned off at any moment.

With Mirror Storage Permission set to ON the preview of attached files and folders on public pages is NOT supported.

ℹ️ Unauthenticated users can’t edit the content of ikuTeam Files macros, even if the space allows them to edit pages.

Attachments layout options

By default, the files and folders attached to Confluence pages use a regular header and appear in the collapsed view to use less space on the screen. It's easy to preview the file by clicking the arrow to open the expanded view, which uses the width of the page and is 464px tall by default, or clicking the file name (or preview button) to open the full-screen preview.

The Admin can set different defaults for new macros in the Admin settings section dedicated to the preview options.

Attachment header

Select the default size for the header of new macros:

• Regular: The standard size for the header of attached files and folders. It shows a big icon and additional details;
• Compact: Uses a smaller icon and only shows the name of the file or folder;
• Hidden for files: Completely hides the file header and forces the expanded preview option. Moving the mouse over the file will show a compact header.

Preview width

Select the default width for the preview:

• Auto: The standard width for previews uses the available space;
• Custom: Define a value for the width of the preview area.

Preview height

Select the default height for the preview:

• Regular: The standard height for previews (464px);
• Custom: Define a value for the height of the preview area.

Preview default visibility

Select the default behavior for the preview:

• Collapsed: The standard option that hides the preview;
• Expanded: Automatically shows the preview of files and folders. This option is required when selecting the "Hidden for files" header.

ℹ️ Changes to these settings are saved automatically and applied immediately.

Allowed users and groups

By default, all users and groups can use the ikuTeam Files app. It's accessible with a link on the Space sidebar and as a macro on pages to attach files and folders.

However, an Admin can specify which users and groups can use the ikuTeam Files app. When someone is not permitted to use the app, the file manager and the macro are blocked.

The current settings are in the "Users & Groups" section. There are three main options that you can select from the drop-down menu:

Option 1: Everyone can use the app (default option)

All users and groups can access the ikuTeam Files app with the default option.

Option 2: Everyone can use the app; only selected users and groups can connect folders

Select this option if everyone should be able to use the ikuTeam Files app, but only some users and groups can connect folders.

Adding a user or group:

Click the "Add User/Group" button, start typing to select a name, and click the "Add" button. The user or group gets access to connect folders immediately.

Removing a user or group:

Search for the user or group you want to remove, click the "Remove" button, and confirm. The option to connect folders will be hidden from the user or group immediately.

Option 3: Only selected users and groups can use the app and connect folders

Select this option if you want only some users and groups to use the ikuTeam Files app and specify who can connect folders.

Adding a user or group:

Click the "Add User/Group" button, start typing to select a name, and click the "Add" button. The user or group will have immediate access to the app.

Connect folder permission:

Use the toggle button to determine if a user or group can connect folders.

Removing a user or group:

Search for the user or group you want to remove, click the "Remove" button, and confirm. The app will be blocked for that user or group immediately.

Allowed Spaces

All spaces can use the ikuTeam Files app by default. It's accessible with a link on the space sidebar and as a macro on pages to attach files and folders.

However, an Admin can specify which Confluence spaces can use the ikuTeam Files app. Blocking a space from using the app hides the file manager and turns off the macro for that space.

In the "Spaces" section, you can see the current settings. There are three main options that you can select from the drop-down menu:

Option 1: All spaces can use the app (default option)

This is the default option, meaning every space can access the ikuTeam Files for Confluence app.

Option 2: Only selected spaces can use the app

Select this option if you only want to allow the ikuTeam Files for Confluence app for some spaces.

Adding a space:

Click the "Add Space" button, start typing to select a space, and click the "Add" button. The space will have immediate access to the app.

ℹ️ Searching Spaces

When searching for a specific space, please keep in mind that the Atlassian CQL search has limitations for texts that include any of these special characters:
+ - && || ! ( ) { } [ ] ^ " ~ * ? : \ /

If your space name includes one of these characters, you can search for the space key instead.

Removing a space:

Search for the space you want to remove, click the "Remove" button, and confirm. The app will be hidden from that space immediately.

Option 3: The selected spaces can't use the app

Select this option if you only want to hide the ikuTeam Files app for some spaces.

Adding a space:

Click the "Add Space" button, start typing to select a space, and click the "Add" button. The app is hidden from the space immediately.

Removing a space:

Search for the space you want to remove, click the "Remove" button, and confirm. The space will immediately have access to the app.

⚠️ Blocking the ikuTeam Files app on space using it hides the file manager link and all the attached files and folders to issues. The attachments reappear if the app is allowed again.

ℹ️️ Space owners can also toggle on/off the ikuTeam Files app in the Space Settings, as long as the Admin allows.

Wrap-up

On this page, you learned about all the Admin settings available.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.

Connected folders in the File manager

The connected folders will show an "Authenticate" button for every folder the user hasn't connected yet, and they won't be able to open the folder or make changes until they do.

Authenticating a folder

1. Click the "Authenticate" button.
2. If at least one account is connected from the same storage place, a modal opens where you can choose one or connect to a new place. If no suitable account is connected, the sign-in screen for that account is shown directly.
3. A confirmation message appears if the account selected has access to the folder.

✅ All done. You can now use the folder according to the permissions set for it.

⚠️ If the account selected doesn't have access to the folder, an error appears with the option to connect to a different account.

De-authenticating a folder

After authenticating to a folder with an account, you can remove the access if needed (e.g., to authenticate with a different account).

1. Click the "···" button
2. Click the "Sign out" option
3. A modal will appear. Click "Sign out" to confirm.

✅ All done. To view the folder's content, you'll need to authenticate again.

ikuTeam Files Macros on pages

The attached files and folders on macros will show an "Authenticate" button for every item the user hasn't connected yet. They won't be able to open folders or view and edit files until they do.

Authenticating a folder/file

1. Click the "Authenticate" button.
2. If at least one account is connected from the same storage place, a modal opens where you can choose one or connect to a new place. If no suitable account is connected, the sign-in screen for that account is shown directly.
3. A confirmation message appears if the account selected has access to the folder.

✅ All done. You can now use the folder/file according to its permissions.

⚠️ If the account selected doesn't have access to the folder, an error appears with the option to connect to a different account.

De-authenticating a folder

After authenticating to a folder/file with an account, you can remove the access if needed (e.g., to authenticate with a different account).

1. Click the "···" button
2. Click the "Sign out" option
3. A modal will appear. Click "Sign out" to confirm.

✅ All done. You'll need to authenticate again to view the folder's content or file.

• What is ikuTeam Files Agent for Confluence?
• How to set up ikuTeam Files Agent for Confluence?
• Prerequisites
• Key Features
• Sample Prompts

What is ikuTeam Files Agent for Confluence?

The ikuTeam Files Agent for Confluence is a specialized AI extension designed to work alongside Atlassian Rovo. It bridges the gap between your Atlassian workspace and your external cloud storage, including SharePoint, Google Drive, OneDrive, Box, Dropbox and Egnyte.

Instead of manually opening and reading through every attached or linked file, the agent allows Atlassian Rovo to "read" and index the actual content of your documents. Built on Atlassian’s Forge platform, it ensures that your data processing remains secure and stays within the Atlassian ecosystem.

How to set up ikuTeam Files Agent for Confluence?

To use Atlassian Rovo in Jira, you must be an Organization Admin.

Your site must have:

1. A Premium or Enterprise plan of Jira. For confluence you can now subscribe for Rovo in standard plan too. More details about Rovo plans a trial here : Rovo Plans and Trial | Atlassian
2. Advanced Edition of the ikuTeam app installed.

Prerequisites

1. Enable Atlassian Rovo: Follow the official https://support.atlassian.com/rovo/docs/get-started-with-atlassian-rovo/ to enable the feature on your site.
2. Locate Rovo Chat: Once enabled, you will see the Ask Rovo button next to the notification icon in your Jira or Confluence instance.
   
3. Select the Agent: Open the Rovo Chat and switch to the ikuTeam Files Agent agent to begin getting insights about the files added to your page or work item (previously called an issue).
   

Key Features

• Instant AI Summaries: Generate concise highlights of long documents (PDF, Word, Excel, and PowerPoint) directly within a Jira work item or Confluence page.
• Cross-Platform Intelligence: Ask questions about files stored in SharePoint, Google Drive, OneDrive, Box, Dropbox and Egnyte and more without leaving Atlassian.
• More Context via ikuTeam File Manager: Access files inside attached root-folders of the Confluence Space associated at ikuTeam File manager to provide more context.
• Secure Data Handling: Your data is processed using Atlassian's secure Forge infrastructure.

ℹ️We're just getting started! More advanced file features are being added to the agent soon. Stay tuned for exciting updates.

Sample Prompts

You can interact with the agent using natural language. Try these examples:

• "What are the files attached to this work item?"
• "Are there any duplicate files in this space?"
• "Summarize the file 'TestCases.xlsx'."
• "What are the key takeaways from the PDF attached here?"

Privacy by Design: ikuTeam is built on the Atlassian Forge platform. This means we never store your data on our own servers; all app-related information remains securely within the Atlassian environment, governed by Atlassian’s data residency and security policies.

⚠️ What happens if you uninstall?

Before uninstalling, please be aware of the following:

• Automatic Reset: If you uninstall and then reinstall the app, it will be treated as a fresh installation. Your previous settings, configurations, and data links will not appear automatically.
• 30-Day Recovery Window: Atlassian retains your app data for 30 days following an uninstallation.
• How to Restore Data: To recover your configurations, you must open a support ticket with Atlassian Support within this 30-day window and explicitly request a "Data Restoration" for the app. You can open a ticket here: support.atlassian.com.

Permanent Deletion: Once the 30-day period expires, Atlassian permanently deletes the data. Beyond this point, recovery is impossible.