How HR Teams Can Finally Find Their Way in Confluence

If you work in HR, chances are you've heard (or asked) this question at least once today:
“Where can I find that document?”HR teams don’t just manage people. They also manage information overload.

From onboarding materials and policy updates to compliance guides and contracts, HR documentation lives across multiple Confluence spaces, owned by multiple stakeholders, and accessed by employees who just want one thing: clarity.

But without structure and visibility, even well-written content goes unnoticed. And as our recent webinar revealed,keeping Confluence organized and intuitive is still a major pain point.

That’s why we teamed up with AppFox to create a solution that addresses both sides of the problem:

• Workflows for Confluence – to control, track, and approve content

• SubSpace Navigation for Confluence – to make the right content easy to find

In this blog, we’ll zoom in the content in the webinar, especially on how SubSpace Navigation gives HR teams control, visibility, and peace of mind.

Two Sides of the Same Challenge: Governance & Navigation

We asked our live webinar audience what their biggest challenge in Confluence was. The clear winner?

“Keeping spaces organized and easy to navigate.”

But that pain point doesn’t stand alone.

Behind every policy, every HR guide, every handbook—there’s a lifecycle:
Draft → Review → Approval → Publication → Revisions

Without proper governance, outdated or unapproved content ends up in front of employees.
Without intuitive navigation, even the best-managed content stays buried.

This is why your Confluence setup needs both governance and navigation.

SubSpace Navigation: Make Content Instantly Accessible

In the webinar, Yuze Li from Communardo showed how HR teams can build custom top-bar menus that make Confluence feel more like a modern intranet than a wiki.

Key features demoed:

• Space-specific menus → One menu for internal HR teams, another for employees

• Dynamic CQL-driven links → e.g., “Recently Approved Policies” or “Onboarding Docs”

• Visual branding → Menus styled with icons, colors, and logos

• Drag-and-drop editor → Build and re-order menu items in seconds

• Multi-language support → Auto-translate menu labels based on Confluence language

Yuze’s demo included:

• A dynamic “Onboarding” menu that showed all pages labeled onboarding

• A “Recently Modified” section to track live updates

• A visual indicator (via color) of whether you're in the draft or public content space

The result? A clean, structured experience that eliminates confusion—and finally answers the question, “Where do I find that?”

Workflows for Confluence: Get Content Under Control

Presented by Yulia Lenina from AppFox, the governance side of the solution focused on best practices like:

• Separating drafts from published content
  → e.g. use a private “HR Only” space and a public “People & Culture” space

• Restricting access to in-progress documents
  → Avoids premature sharing or confusion

• Setting up structured approval workflows
  → Assign approvers, track revisions, and enforce consistent publishing

• Auto-publishing upon approval
  → Send pages from the draft space to the live space automatically when approved

• Full traceability & audit trails
  → See who approved what, when, and what changed

Yulia demoed a workflow that took an internal policy draft from “HR Only” to “Published”—with full visibility into every step, all inside Confluence.

This structure ensures employees only see content that’s been reviewed and approved, and HR never has to manually chase down version control again.

What made this webinar special is that it wasn’t just about two tools—it was about a joined-up workflow from draft to delivery:

• Draft content is created in a private HR space
• Reviewed with structured approvals via Workflows for Confluence
• Approved pages are automatically published to the live space
• Displayed in an easy-to-use, dynamic menu powered by SubSpace Navigation

Employees only see the content they should.
HR teams stop chasing updates.
Everyone wins.

Ready to Rebuild Your HR Hub in Confluence?

Whether you're a People Ops lead, an internal documentation owner, or part of a scaling HR team—this solution was built with you in mind.

✅ Try SubSpace Navigation for Confluence for free
✅ Try Workflows for Confluence by AppFox for free
✅Watch the Webinar Replay
✅ Book a Live Demo for SubSpace Navigation for Confluence

✅ Book a Live Demo for Workflows for Confluence