Label Manager for Confluence by Gifted Foxes can be found on the Atlassian Marketplace (Coming Soon!).

You can search for content using the Content Titles, Content within Documents, Labels and Spaces.

Searches can use a single filter or combine multiple at the same time to provide more refined results.

Content Titles and Content within Documents

The main input field allows you to type in text to search for content within the titles and documents, you can type in your search query (single or multiple words) and press the “Search” button at the bottom.

There is no need to select one of the options that are presented, this will be covered in “How to Search (Advanced)”.

When the “Search” button is pressed, the default option will be selected automatically, which will search for any of the words that were entered.

Optionally, if you type more than one word, you will be presented with two options. When the Exactly option is selected, the search will attempt to find the entire phrase rather then searching for each word individually.

Note: You cannot restrict the search to only the Title or Document due to limitations with the way searching works in Confluence (it will always search the title and document text). If you would like this feature, please contact our support team.

Labels

Select the “Labels (None)” dropdown and it will activate the Labels Search feature.

From here you can type the name of existing labels in your Confluence site and any matching labels will be returned for you to select.

Select one or more of the suggested labels, or one of the advanced “Starts with” or “Contains” options.

Press the “Search” button to find content that matches your selections.

Spaces

Select the “Spaces (None)” dropdown and it will activate the Spaces Search feature.

From here you can type the name of spaces in your Confluence site and any matching spaces will be returned for you to select.

Select one or more of the suggested labels, or one of the advanced “Starts with” or “Contains” options.

Press the “Search” button to find content that matches your selections.

Please see the “Advanced Features” section below to learn about combining multiple filters, excluding content, including or excluding multiple Labels and/or Spaces, using the “Starts with” and “Contains” options and how to find content without any labels.

After performing a search (See “How to Search” above), the “Label operations” will appear below the “Search” button and you will be presented with a list of matching content.

Select the “Add” button to open the operation panel.

Type into the new Search box and select the one or more labels to be added to the items showing in the results list below.

When an exact matching label is not found (case insensitive), a “Create new label” option will also be available.

Note: You can perform multiple searches to add multiple labels which cannot be found in a single search query.

Press the “Add Labels” button to process selected new labels to be added. A progress bar will appear providing live updates of the operations, where you can cancel any further changes if necessary.

Note: You must keep this page open and wait for the requested operations to be completed. If you leave the page, the operations will stop and your search will be reset. You can continue to use your computer, or Confluence in a different tab in your Web Browser.

The results below will reflect the newly added labels upon completion.

Note: When a label being added already exists for a piece of content, it won’t be added an additional time.

After performing a search (See “How to Search” above), the “Label operations” will appear below the “Search” button and you will be presented with a list of matching content.

Your search must include one or more labels which you want to replace or rename for the “Replace” label operation button to appear.

Select the “Replace” button to open the operation panel.

Type into the new Search box and select the one or more labels to replace the existing searched for labels on the items showing in the results list below.

When an exact matching label is not found (case insensitive), a “Create new label” option will also be available.

Note: You can perform multiple searches to add multiple replacement labels which cannot be found in a single search query.

Press the “Replace Labels” button to process replacement of the existing labels with the selected new labels to be added. A progress bar will appear providing live updates of the operations, where you can cancel any further changes if necessary.

Note: This will remove the existing searched for labels (one or many) and replace them with the new labels selected.

Note: You must keep this page open and wait for the requested operations to be completed. If you leave the page, the operations will stop and your search will be reset. You can continue to use your computer, or Confluence in a different tab in your Web Browser.

The results below will reflect the updated labels upon completion.

Note: When a label being added already exists for a piece of content, it won’t be added an additional time. When a label does not exist on a piece of content (when searching with multiple labels), only the existing associated labels will be removed from the piece of content.

After performing a search (See “How to Search” above), the “Label operations” will appear below the “Search” button and you will be presented with a list of matching content.

Your search must include one or more labels which you want to remove or delete for the “Remove” label operation button to appear.

Select the “Remove” button to open the operation panel.

Press the “Remove Labels” button to process removal of the search for labels. A progress bar will appear providing live updates of the operations, where you can cancel any further changes if necessary.

Note: This will remove the existing searched for labels (one or many).

Note: You must keep this page open and wait for the requested operations to be completed. If you leave the page, the operations will stop and your search will be reset. You can continue to use your computer, or Confluence in a different tab in your Web Browser.

The results below will reflect the updated labels upon completion.

Note: When a label does not exist on a piece of content (when searching with multiple labels), only the existing associated labels will be removed from the piece of content.

After performing a search (See “How to Search” above), you will be presented with a list of matching content, which can be a variety of content types such as Pages, Blog Posts, Attachments and more.

The Export to CSV feature will generate text compliant with RFC-4180 (Common Format and MIME Type for CSV Files), with these columns:
– Space Key – Unique short identifier for the Space.
– Space – Full name of the Space.
– Id – Unique identifier for the content.
– Title – Title of the conent (eg. Page Title, Name of Attachment).
– Type – Type of content (eg. page, attachment).
– Status – Status of the content (eg. current, draft, deleted).
– Created By – Name of User who originally created the content.
– Created On – Date and time the content was originally created in an ISO 8601 compliant format preserving time zone information.
– Last Updated By – Name of User who made the last change to the content.
– Last Updated On – Date and time the content was last changed in an ISO 8601 compliant format preserving time zone information.
– Labels – Comma separated list of all labels associated with the content. This list is correctly quoted ensuring the list remains in a single column. (Example value, which includes the quotes: “tech,google,advertising,knowledge-base” )

An “Export to CSV” button will visible in the top right corner of the results panel.

When the “Export to CSV” button is clicked, you will be presented with a modal which contains instructions and the CSV context as text.

Option 1: Using Text to Columns in a Spreadsheet

The text content can be selected, then copy and pasted into a spreadsheet application which provides a “Text to Columns” feature, such as Microsoft Excel or Google Sheets.

Text to Columns instructions for:
– Microsoft Office
– Google Sheets

Option 2: Using a generic CSV file

The text content can be selected, then copy and pasted into a text file with a “.csv” extension. This file can then opened in an application which supports CSV content, such as Microsoft Excel or Google Sheets.

To achieve this:
1) Open your favourite text editor (eg. Notepad on Windows), paste the content into a new blank document.
2) Select the “File” > “Save As” option.
3) Change the file extension to “Comma Separated Values (CSV)” if present or “All files”.
4) Type in a filename with “.csv” on the end.
5) Save the file and open with your desired CSV cabable application.

The features below will assist in achieving complex content selection requirements.

Combining Multiple Filters

You can use any combination of the text, label and space search filters to include, exclude or both from each filter individually or together.

If the results returned are not quite what you need, come back to the search and continue to refine it until your results are as needed.

This very complex example below does just that, includes and excludes one or more options in each filter.

Excluding Text Content

Searching for phrases using the “Exact match” option and searching for all words entered is covered in the “How to Search (Basic)” above.

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Text content can be excluded using the boxes on the right side of the options, using the minus icon buttons. These buttons act the same way as a checkbox.

When the exclude button is of a dark grey colour it is available for selection (an unchecked checkbox), see the top option in the example image below (‘Any of the “excluded” “content”‘).

When the exclude button is coloured, it has already been selected (a checked checkbox), see the bottom option in the example image below (‘Exactly “excluded content”‘).

Note: You cannot restrict the search to only the Title or Document due to limitations with the way searching works in Confluence (it will always search the title and document text). If you would like this feature, please contact our support team.

Including or Excluding Labels

Labels can be included in the search by checking the checkbox on the left of the suggested label.

A suggested label will be disabled and greyed out when it is already in use (included or excluded).

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Labels can be excluded using the boxes on the right side of the suggested labels, using the minus icon buttons. These buttons act the same way as a checkbox.

When the exclude button is of a dark grey colour it is available for selection (an unchecked checkbox), see the “Starts with” (second suggested label) in the example image below.

When the exclude button is coloured, it has already been selected (a checked checkbox), see the “advertising” (top option) in the example image below.

Including or Excluding Spaces

Spaces can be included in the search by checking the checkbox on the left of the suggested space.

A suggested space will be disabled and greyed out when it is already in use (included or excluded).

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Spaces can be excluded using the boxes on the right side of the suggested spaces, using the minus icon buttons. These buttons act the same way as a checkbox.

When the exclude button is of a dark grey colour it is available for selection (an unchecked checkbox), see the “Contains” (second suggested space) in the example image below.

When the exclude button is coloured, it has already been selected (a checked checkbox), see the “Starts with” (top option) in the example image below.

Selecting Multiple Labels or Spaces with “Starts with” or “Contains” Options

When searching using the Labels or Spaces filters, special “Starts with” and “Contains” options will appear. These allow you to bulk select multiple labels or spaces without needing to search for them all individually. Any label or space which case insensitivey matches the selected special option will be included or excluded depending on your selection.

Starts with “hel” will match
– hello
– help, and
– helix

Starts with “hel” will not match
– another label
– please help
– single

Contains “hel” will match
– hello
– help
– helix
– please help

Contains “hel” will not match
– another label
– single

Finding Content without any Labels

You can search for content within your Confluence site which is missing labels, and bulk apply labels to them, export to CSV or just check what documents need to be manually updated.

When this option is selected, no other label filters (include or exclude) can be applied.

Note: In some Confluence sites this option can match large amounts of content, we highly recommend restricting this to a space or a selection of spaces until your Confluence site only has a small set of results.

After performing a search (See “How to Search” above), the “Label operations” and a list of matching content will appear below the “Search” button.

A series of checkboxes will be next to each of the results, along with a checkbox in the heading row.

When the checkbox is checked (default) the item will be included in any operations performed, while when the checkbox is unchecked it will be excluded from any operations performed.

Individual Selections

Each result item can be included or excluded individually by using the checkbox on the same line.

Bulk Selection

The checkbox in the heading row will bulk select or deselect all of the results, including results not visible on the current page (the ability to select multiple pages will only appear when there is enough results to require them).

When some checkboxes are not selected, the bulk select checkbox will check all. When all checkboxes are selected, all will be unchecked.

This article extends upon the “How to Add Labels” article above, please see that article for simple instructions of this feature.

Note: The suggested label results in the operations do not exclude any labels which may already be set, as the label may not be present on all results. If you select a label which already exists, it won’t be added to the content multiple times.

Adding Multiple Labels

Multiple labels can be selected in the same session, where you can:
– search for labels and select one or more of the suggested labels using the checkboxes
– perform additional searches and select more of the suggested labels, or
– create new labels in your Confluence site and assign them by selecting the “Create new label” option with the entered text

Removing Selected Labels

When one or more labels have been selected, they will appear in the search box with a cross icon. Click on the cross icon to remove that label from your selection.

Alternatively, you can search for the label again, using the full label name or partial label name, then uncheck the checkbox in the list of suggested labels.

This article extends upon the “How to Replace Labels” article above, please see that article for simple instructions of this feature.

Note: The suggested label results in the operations do not exclude any labels which may already be set, as the label may not be present on all results. If you select a label which already exists, it won’t be added to the content multiple times. However, the labels selected to be removed will still be removed even if there is no new label to replace it with..

Replacing with Multiple Labels

Multiple labels can be selected in the same session, where you can:
– search for labels and select one or more of the suggested labels using the checkboxes
– perform additional searches and select more of the suggested labels, or
– create new labels in your Confluence site and assign them by selecting the “Create new label” option with the entered text

Removing Selected Labels

When one or more labels have been selected, they will appear in the search box with a cross icon. Click on the cross icon to remove that label from your selection.

Alternatively, you can search for the label again, using the full label name or partial label name, then uncheck the checkbox in the list of suggested labels.