Use cases

#1. Free Version

#1.1. Technical writing and knowledge management

Technical writers and knowledge managers often need to manage content as a portfolio, not one page at a time. Capable Search makes that practical by turning Confluence content into something that can be filtered, sorted, and reviewed in bulk.

Find pages labelled to-do, done, or stale
Locate pages not updated in a long time
Review content by contributor or space
Create saved searches for recurring editorial queues
Embed search-driven indexes into team landing pages

Example: a docs team creates saved searches for “Needs review”, “Stale in last 6 months”, and “Pages with diagrams”, then shares them across the space so everyone works from the same views.

#1.2. Project and operations teams

Project managers and operations teams often need quick views of content by status, ownership, or timing. Search can become a lightweight control tower for project-related pages.

Track pages marked on-track, at-risk, or complete
Review deadlines and date-driven content from the sidepanel
Create shared searches for recurring status meetings

A strong pattern is to create one saved search per reporting view, then reuse it in team pages or check-ins instead of rebuilding filters every time.

#2. Full Version (Capable for Confluence)

These require the full version of Capable Search, available as part of Capable for Confluence.

#2.1. Approval and publishing workflows

Capable Search is especially strong when used alongside publishing and approval workflows. Teams can search based on lifecycle metadata rather than manually checking each page.

Show pages that are published, unpublished, or out of sync
See who approved or published content
Filter by approval or publishing method
Audit recently published content
Monitor content moving from or into a space

Useful for compliance, governance, support portals, internal policy management, and any workflow where content must be reviewed before it goes live.

Typical search questions include:

Which pages are ready for approval?
Which pages were published this week, and by whom?
Which pages I own are out of sync and need republishing?
Which pages were approved by a specific reviewer?

#2.2. Engineering and technical teams

Engineering teams use Confluence for architecture, specs, runbooks, and design records. As content volume grows, it becomes harder to find the right page at the right time. Capable Search helps by making technical content easier to filter and operationalize.

Find pages containing diagrams or embedded technical assets
Locate runbooks with tasks or maintenance dates
Build saved searches for stale design documents
Surface requirements or specs that need review
Embed live search blocks into engineering hub pages

This is particularly helpful when teams want a current list of pages matching a rule, such as design docs not updated recently or pages awaiting sign-off.

#2.3. Teams using diagrams, files, and rich content

Capable Search also works well as a discovery layer for richer Confluence content. It can help people find pages that contain diagrams, inserted files, markdown, and other capability-specific content.

Find pages that include diagrams
Combine keywords with diagram-related searches for more precise results
Locate pages with Git or inserted file references
Use the sidepanel to inspect attachments, links, and related page data

For diagram-heavy teams, this turns visual documentation into searchable knowledge rather than content that gets buried over time.