Table Of Contents
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Objective and Scope
Objective of this Procedure
This document describes how to create and maintain Work Instructions in Confluence, including approval process and best practices to be followed in order to ensure aligned maintenance approach between different domains and processes.
Scope
Data Operations Team based in Riga is responsible to create and maintain Work Instructions for procedures in their scope, including customer, vendor and material data maintenance in Baan and SAP systems for GBU's within Riga Data Operation teams scope as well as Work Instructions for any other additional activities.
Roles & responsibilities of each actor
Editor (Data Operations Specialist L1/L2) - once a need for new work instructions or update of existing ones is identified Editor creates or updates the corresponding confluence page and submits it to Reviewer in a timely manner.
Reviewer (Data Operations Manager) -
Approver (IS Supply Chain M&S Data Architect) -
Creating a new page
To create new page in Confluence press "Create" on the upper left corner. 
It's advised to use Riga Data Operations WI Template which provides general layout of the Work Instructions which includes:
- Formatted Table of Contents
- Back to top button
Once Template is open :
Change the parent page, if it's incorrect;
Add labels to ensure that your page will appear correctly in the Data Operations space.
- Page title - add name of the work instructions.
- Chapter name - add name of the chapters. Usually work instructions should start with "Objective and Scope". Can be completed later.
- Body of the WI - add text of the work instructions. Can be completed later.
To save your progress press 
Pressing Publish will only save your progress and will make your instructions visible to other Editors only. |
Best practices
Find below some best practices for maintaining the document.
Feel free to switch this document to "Edit" mode to see the how these tools are used in practice. You can also use "View Source" to see detailed view of the document.
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Headers
In order for Table Of Contents to work correctly please use Header 1, Header 2 etc. for chapter headers.
After Header 1 use horizontal rule.
Page Layout
Structure your page using Page Layout.
- Use
do divide text into columns. For example, to one column for text, other for pictures. - Add empty sections to create space between parts of the page.
Images
Never copy images directly from Google Drive documents! |
When inserting an image from a link or Google document make sure the image is uploaded into Confluence and does not retain the link to the source; otherwise you risk of loosing an image when it is deleted from the source.
For Google documents it is also true if the access to the document, where the image comes from, is restricted.
Appendixes
Please follow the guidelines below when adding or referring to an Appendix:
- Do not number the Appendixes.
- Always refer to the Appendix with it's full name, e.g. "Appendix - Template layout", to ensure, that text is readable even if the link is broken.
- Please use Anchor to link to the appendix. This will ensure, that link remains intact even if the name of the appendix is changed.
Useful Macros
Below you will find couple of examples of some useful Macros available in confluence. You can find all macros by pressing 
and choosing "Other macros" at the bottom of the list.
Feel free to switch this document to "Edit" mode to see the how these tools are used in practice. |
Anchor
Use anchor to refer to a place in your page, e.g. a title. Please find details on how to create and link to Anchors here.
Boxes
Use Info, Note, Warning or Panel to highlight information.
Info Box |
Note Box |
Warning Box |
Panel Box |
Columns
Divide text into two or more columns in another object, e.g. in a warning tab. You will need to use two macros:
- Section macros - Creates an object (box) in which Columns are stored
- Column macros - Creates column in Section macros. You can add multiple columns and indicate their with, for example, in %.
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Tabs
Create interactive tabs. You will need to use two macros:
- SP Tabs group macros - Creates an object (box) in which tabs are stored
- SP Tab pane macros - Creates tab in the Tabs group. You can add multiple tabs.
When printing:
- Tabs will print sequentially
- Tab names do not print. Best practice is to repeat tab name in the section.
Search (CTRL+F) works only in the open tab. If needed you can add keywords box at the bottom of the Tabs Group, to indicate what keywords can be found in each tab. |
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Appendix - Template layout
Please see below descriptions for the main sections of the template
<style>
#backToTopButton {
position: fixed;
right: 20px;
bottom: 20px;
Z-index: 1;
}
#ReqForTaxNr {
overflow: auto !important;
}
</style> |