Confluence to Document360 Migration Guide | End-to-End Process

Planning to migrate from Confluence to Document360? You’ve landed on the right page. Making the switch doesn’t have to be difficult, depending on whether you need specialized features for a platform that is more documentation-focused.

A migration is more than just a transfer; it’s a chance to simplify structure, make content management clear, and add consistency to an ever-evolving knowledge base. A planned migration workflow guarantees that existing content is intact, organized, and accessible throughout the transition for businesses transferring their content from Confluence to Document360.

Alternatively, organizations may also choose to carry out the migration on their own. Reviewing current Confluence documentation, planning how it will translate to Document360’s category structure, making sure exported files have all required media, and looking for any broken links. This kind of straightforward planning can increase the predictability and ease of validation of a self-managed migration.

This blog helps understand what to anticipate at every stage of the Confluence-to-Document360 migration process, from initial planning to final launch.

 

Why Businesses Are Moving from Confluence to Document360?

Depending on a business’s long-term documentation strategy and present needs, organizations decide to switch between tools for a variety of reasons. Moving from Confluence to Document360 can be triggered by one such reason. The goal of this process is to match documentation workflows with the platform that best supports them at their point of growth.

Here are a few reasons why product-based enterprises find that Document360 is a good fit for their documentation requirements:

Better search, navigation & reader experience

Document360’s AI-powered search engine provides contextual results to reader queries by searching throughout your knowledge base. The platform offers a reader-focused interface that is intended for rapid information access.

Readers can also follow articles or categories of their choice. In addition, you can collect reader acknowledgements for important information such as policy changes, security updates, legal disclaimers, or other critical documentation.

Advanced built-in localizations

Document360 provides built-in support for more than 50 languages for teams working with international audiences. This facilitates the creation and operations of multilingual knowledge bases, enabling you to assist clients and colleagues in their own preferred language. Additionally, Document360 offers AI-powered machine translation, which makes it simpler to translate interface components like sticky text throughout your knowledge base site. Setting up a completely multilingual, localized knowledge base and website, managing numerous language versions, and defining localization variables are all possible.

Simplified user experience and intuitive design

The platform offers drag-and-drop category management, smart labeling for internal organization, and article tagging for better content segmentation. Even complex documentation projects become simple to handle when the structure is supported by multi-level hierarchies. Thanks to the platform’s familiar editing choices, which include the markdown editor and an Advanced WYSIWYG editor, you can create content in the formats that work best for you. Content states, review cycles, and version management are examples of built-in workflow capabilities that assist you in tracking changes and maintaining quality across your documentation.

Advanced analytics and reader insights

Consistently improve your documentation by analyzing how users interact with it. The most popular articles, search trends, and user engagement patterns are all displayed in depth right within your Document360 portal. You may use these insights to fix broken links, determine what topics your audience is looking for, identify content gaps, decide which articles need to be updated, and see which countries your readers are accessing content from. These insights can guide you through marketing decisions and point out where additional localizations might be required.

SEO-friendly and publicly shareable knowledge bases

Document360 offers SEO optimization via custom URLs, meta titles, meta descriptions, and automated sitemap creation for public-facing documentation. This makes it easier for search engines to find your documentation. You can also choose which articles should be visible to search engines and which should be kept out of search results.

Flexible structure and customization options

Custom homepage layouts and branded styling with your colors, fonts, domains, headers, and footers are a few of the many customization choices that Document360 provides for your knowledge base. Along with a dashboard for easy access to all documentation tasks,  the platform offers workflow tools that help you route documents through approvals, assign articles to team members, and stay notified about any content updates. 

Comprehensive feedback management for continuous improvement

 

Document360 includes a dedicated Feedback Manager, a built-in system that allows you to collect, track, evaluate, and act on reader responses directly from your knowledge base. At the end of each article, readers can share positive or negative feedback, select specific reasons for dissatisfaction, and leave detailed comments. Document360 then consolidates this input, along with “unanswered search query,” into a centralized dashboard where you can filter, assign to team members, set statuses (e.g., Open, Planned, In progress, Complete, Closed), and even export feedback data for deeper analysis. This structured feedback workflow helps teams systematically improve content quality and close knowledge gaps.

Case study: SmartSeer, an AI-driven retail analytics company, moved its documentation to Document360 as part of a broader strategy to simplify its content-sharing process. After the migration, they were able to organize content more clearly, set up a systematic process for their users, and use a documentation platform that fits into their day-to-day business needs in a better way.

Read about SmartSeer’s transition into Document360: SmartSeer Case Study

How Does The Migration Process Work?

Ready to migrate from Confluence to Document360? The process unfolds in three main phases to make sure you have a smooth migration experience.

Step 1: Create a Migration Plan

A successful migration starts with thorough planning. Before you begin moving content, take time to:

Audit Your Existing Content: Review your existing Confluence spaces and identify the content that must be migrated. This is an excellent opportunity to clean up outdated documentation and consolidate duplicate information.

Define Your Knowledge Base Structure: Document360’s hierarchical category system may differ from your current Confluence structure. Map out how your spaces, pages, and subpages will translate into categories, subcategories, and articles in Document360. While working on your information architecture, consider:

• How many main categories do you need
• How deep should your subcategory structure go
• Which articles belong together
• How to organize content for optimal searchability

Identify Stakeholders and Assign Roles: Determine who will coordinate the migration process. Document360 offers different role levels (Owner, Admin, Editor, Contributor, Reviewer, Reader), so plan how your team members will fit into this structure. You can also create custom roles that better suit your organizational needs.

Set Migration Timeline: Initiate reasonable deadlines for different phases of the migration. Look out for details like:

• The volume of content to be migrated
• The complexity of your documentation
• How your content artifacts should be organized
• How much content restructuring is needed

Step 2: Create Your Document360 Project

Ready to get started? Sign up for Document360 and initiate setting up your workspace:

1. Sort Out the Category: Choose among the options if you are in need of a public knowledge base (open to everyone), a private knowledge base (for supervised access), or a mixed-access knowledge base with both public and private access.
2. Basic Configurations: Set up your knowledge base name, default language, and branding factors. To align the project layout with the objectives of your documentation, you can select the relevant use case, such as a product knowledge base, software documentation, SOP documentation, or API documentation.
3. Set Up Team Structure: Invite users and assign suitable responsibilities in your documentation environment.
4. Connect integrations (optional): Set up connections with tools such as Zendesk, Freshdesk, Intercom, Slack, Salesforce, GitHub, and several other platforms for your team to use.
5. Explore the Product: Navigate through the Document360’s portal and explore the interface, including the category manager, article editor options (Advanced WYSIWYG and Markdown), the knowledge base settings, and site preview.
6. Test the Platform: Create mock articles and categories to explore and learn how the platform works before migrating your full content library.

Step 3: Initiating a Migration Request

Document360’s migration service will handle the technical heavy lifting:

Submit a Migration Request: Navigate to your Document360 portal and submit a migration request. You’ll need to provide:

• Information about your current Confluence setup
• An estimate of the content volume (number of documents)

Provide Access: Export your Confluence spaces in Word format and share them with the Document360 team – it’s that simple! We will take care of the rest.

I’ll let you in on a little secret – in addition to Microsoft Word, we’re rolling out PDF import support soon, making the migration process further convenient!

To dive deep into the technicality of the migration process, refer to Document360’s migration guide.

Consultation Call: The Document360 migration team will schedule a kick-off call to discuss your specific needs, time schedule, and any additional customization requirements.

How Document360 Helps You Migrate From Confluence?

Document360 provides end-to-end migration support in three core phases, helping your content move over smoothly:

Phase 1: Initial Kick-Off & Content Evaluation

The migration process begins with a thorough review of your existing content:

Examine Your Knowledge Base: Document360 migration team reviews your Confluence content structure and pinpoints:

• The total volume of content to be migrated
• Page customizations that may need custom coding
• Interactive components (images, videos, attachments)
• Internal and external links must function as expected

Timeline Planning: Based on the assessment, Document360 provides a reasonable time plan for finalizing the migration. This also involves time required for content extraction, restructuring, refinement, quality checks, and final deployment.

Knowledge Base Design: Work with the Document360 migration team to design your new knowledge base layout. It involves:

• Mapping Confluence to Document360 categories
• Planning your information architecture to support clear navigation
• Deciding on localization plans
• Setting up branding and customization elements

This phase of preparation ensures that your content will be well-organized in its new home.

Phase 2: Full Content Migration & Refinement

Once the initial planning is done, Document360’s technical team begins the migration process:

Create a Customized Solution Approach: Every Confluence setup is unique, so Document360 develops a tailored migration made up specifically for your demands. This involves:

• Creating tailored tools to extract content
• Handling Confluence custom elements
• Preserving metadata and articles

Retrieve All Content: The team retrieves all your documentation using the method that fits your Confluence setup. For public sites, a link scraper is used to capture content, and for private spaces, the team works from your exported HTML, PDF, or Word files. This includes:

• All pages and subpages
• Attached files and media

Structure Your Documentation: The team organizes your content into Document360’s category and article structure based on the agreed-upon information architecture. This demands:

• Initiating a well-planned category hierarchy
• Grouping related content together
• Establishing proper admin-user relationships
• Setting up elements for navigation

Format and Normalize Content: Confluence uses a unique markup language and layout conventions. Document360’s migration team will convert this content to operate flawlessly on our platform:

• Converting Confluence markup to markdown or Advanced WYSIWYG
• Establishing structural consistency across all articles
• Verify compatible style and appearance
• Enhance content for the Document360 editors

Rebuild Internal & External Links: One of the most important aspects of migration is maintaining links. Document360’s migration team ensures:

• Internal links in articles are updated to work in the new system
• External links remain functional
• Broken links are identified and flagged for review
• Anchor links and table of contents work correctly

Map & Embed Media Files: All images, videos, gifs, diagrams, and other media files are:

• Extracted from Confluence
• Uploaded to Document360’s centralized file management system
• Properly embedded in their corresponding articles
• Adjusted for optimal web performance

Migrate Customizations: Document360’s migration team can assist you with the migration of any custom styling that currently exist on your Confluence site. This comprises:

• CSS for layout or branding
• Customizations for JavaScript
• Any other design settings that affect your KB site’s appearance

Add Article Redirects and SEO Enhancements: To ensure continuity and searchability:

• Redirects are set up from old Confluence URLs to new Document360 URLs (if applicable)
• Meta descriptions are prepared to support search visibility
• SEO-friendly URLs are created for all articles

Phase 3: Final Review, Launch & Continued Support

Before going live, Document360’s migration team will make sure everything is ready:

Testing: The migrated content undergoes a complete quality check:

• All articles are checked for accurate formatting
• Links are tested to make sure they redirect properly
• Images and media display properly
• Search delivers accurate, relevant results
• Categories and navigation function as intended
• Access permissions are configured precisely

Final Validation: You and your team can go through the migrated content to:

• Prove accuracy and completeness
• Validate the user experience
• Review and rework the necessary adjustments or corrections
• Approve the knowledge base for launch

Launch Support: Document360 offers support at the launch phase, including:

• Assistance with setting up your custom domain and DNS configuration
• Handling any post-launch issues
• Prompt handling of any unexpected problems

Further Support: After migration, you can reach out to Document360’s support team for:

• Technical questions or issues
• Standard flow for documentation management
• Feature requests and product feedback

Success Story: Transformation of Avontus’s Documentation

Avontus, a company that makes scaffolding software for businesses all around the world, moved its customer-facing documentation from Confluence to Document360 after examining multiple platforms.

The transfer enabled them to enhance global support responsiveness, engage consumers with easily available self-service content, and provide documentation on a professionally branded custom domain, all of which play an important role in their customer experience.

Read the full story of Avontus’s migration journey

A Few More Migration Stories

In addition to  SmartSeer and Avontus, several other organizations also transitioned their documentation into Document360 as part of larger knowledge management improvements:

• Artegic refined partner and communication with more consistent documentation
• Harmonic streamlined its internal documentation processes
• Whatfix centralized its customer experience documentation
• EasySend improved its documentation workflow in a structured layout

Final Thoughts

Migrating documentation is not merely a transfer; it is a key event in how businesses organize, exchange, and preserve knowledge as the organization develops. As content spreads across products, departments, and users, the systems that store that knowledge must evolve. A planned transfer from Confluence to Document360 enables organizations to redesign their information architecture, improve consistency, and prepare for long-term evolution.

The migration workflow, which includes content extraction, restructuring, link preservation, and validation, guarantees that information will be contextual.

The shift from one documentation platform to another isn’t simply about change; it’s about choosing a foundation that supports how your teams work together and grow. As more organizations rethink the part that documentation plays in customer experience and internal alignment, the value lies in recognizing that the future of your documentation is shaped by the choices you make today.