System
Confluence Cloud
Short description
Help product teams navigate a fast-growing Confluence space with a structured menu that highlights roadmaps, feature specs, research, decision logs, and release documents, reducing time lost in unorganized page hierarchies during sprint cycles.
Challenge
Product teams produce extensive documentation: discovery notes, competitive analyses, PRDs, design decision logs, and release plans. This content grows quickly and is usually organized by sprint or quarter, not by topic or use. When engineers, designers, or executives seek a specific feature spec or product decision, they often cannot find it. This causes repeated Slack questions, duplicated research, and an inconsistent understanding of product direction across the organization.
Actors
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🗺️ Yuki – Product Manager
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🧑🔬 Ben – UX Expert
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🤝 Rachel – VP of Product
Actors Goals
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Yuki wants to structure the product space so that engineers, designers, and leadership can quickly find roadmaps, feature specs, and product decisions without asking the PM team, and so new content is discoverable without manual menu updates.
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Ben needs fast access to past research studies, user interview notes, and usability findings to avoid duplicating existing research when starting new discovery work.
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Rachel wants a curated, high-level navigation that gives her instant access to the current roadmap, key metrics pages, and strategic product decisions, without wading through sprint-level documentation.
Use Case Scenario (step-by-step)
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The Product team's Confluence space contains PRDs, sprint notes, research archives, roadmap pages, and decision logs, organized by quarter and feature area, making cross-cutting access across topics difficult.
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Yuki, as a Confluence Administrator for the Product space, opens the SubSpace Navigation configuration panel within the Product space.
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Yuki creates a new In-Space Menu with top-level navigation items reflecting how the team actually uses the space: Product Roadmap, Feature Specifications, Research & Discovery, Decision Log, and Release Planning.
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Under "Feature Specifications," Yuki adds Internal Links to the most active PRDs and a CQL query returning pages labeled "spec" updated in the last 60 days, ensuring newly created specs surface automatically.
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A dedicated "Leadership View" folder is created under the top-level menu, containing direct links to the roadmap overview, the OKR tracking page, and the quarterly review archive: a curated view designed for Rachel and other executive stakeholders.
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Icons are added to each menu section using SubSpace Navigation's menu icons, making navigation scannable during fast-paced sprint weeks.
Outcome
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Product Managers like Yuki spend less time fielding "where is the spec?" questions from engineers and designers.
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Ben avoids duplicating past work by surfacing existing research through a navigable, labeled archive.
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Executives like Rachel gain a curated navigation view that respects their need for strategic, not operational, information.
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The product space becomes a single source of truth that all stakeholders can trust and navigate.
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Product decisions and their rationale become visible and accessible, reducing misalignment across teams.
Implementation Details
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Install SubSpace Navigation for Confluence Cloud from the Atlassian Marketplace.
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Open the Product Confluence space and access the SubSpace Navigation configuration icon.
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Define top-level folders that reflect product workflows: Roadmap, Specs, Research, Decisions and Releases.
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Add Internal Link items for the most critical and frequently accessed pages.
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Create a dedicated "Leadership View" folder with curated links appropriate for executive stakeholders.