Customer story
How RainFocus brought consistency and control to Confluence document reviews
As more teams contributed to important documentation, RainFocus needed a better way to track reviews, maintain content quality, and control changes after approval. With Workflows for Confluence, the company introduced structured review processes that reduced manual administration and improved oversight across teams.
- 416 hoursEstimated annual time savings through automation*
- $22kEstimated annual resourcing savings*
- 17+ contributorsAcross 4+ departments using automated document reviews
*Time and cost savings are estimates based on third-party benchmarks from McKinsey Global Institute and Salary.com, rather than directly measured RainFocus results.
Supporting a growing library of business-critical documentation
RainFocus is an event marketing technology company that helps organizations manage events and create better attendee experiences.
Behind its platform is a growing volume of internal and customer-facing documentation, from product guidance and help content to policies and internal resources.
With Confluence at the center of its documentation processes, RainFocus needed to maintain consistent standards while allowing people across different departments to contribute.
Keeping documentation consistent as more teams contribute
As RainFocus grew, maintaining documentation quality became increasingly difficult. Contributors from different departments brought varying writing styles, formatting practices, and levels of familiarity with the documentation process.
RainFocus was already using Confluence to manage its content. The challenge wasn’t finding somewhere new to store documentation. It was establishing a consistent way to review, approve, and maintain it as more people became involved.
The team needed a process that would provide oversight without making every contribution dependent on manual intervention.
For the Product Documentation Manager, this created three recurring challenges.
Limited visibility into review progress
Knowing which articles were being drafted, reviewed, or approved required more oversight than the team wanted to spend on routine administration.
Inconsistent content standards
With multiple contributors, maintaining a consistent level of quality and formatting across documentation became harder.
Time-consuming permissions management
Once content had been reviewed, controlling who could make further changes added another manual task to the process.
“We can now verify every piece of content that gets added: That’s like a superpower.”
Product Documentation Manager, RainFocus
Bringing structure and automation to document reviews
RainFocus’s Product Documentation Manager introduced Workflows for Confluence to bring more consistency and control to the documentation lifecycle.
Rather than relying on manual tracking and individual permission changes, the team could build review processes directly into Confluence.
Review workflows tailored to different teams
Using the no-code workflow builder, RainFocus could create review and approval processes suited to different documentation requirements.
This gave contributors a defined route for moving content through review while helping documentation managers maintain consistent standards.
Challenge addressed
Inconsistent content standards
With multiple contributors, maintaining a consistent level of quality and formatting across documentation became harder.
Clearer visibility into content status
Automated labels and workflow statuses made it easier to identify content and understand where it stood in the review process.
Instead of manually checking individual articles to establish their progress, the team had a clearer view of what was being worked on and what still needed attention.
Challenge addressed
Limited visibility into review progress
Knowing which articles were being drafted, reviewed, or approved required more oversight than the team wanted to spend on routine administration.
Automated controls after approval
RainFocus also used permission automation to control who could make changes once content had completed its final review.
This helped protect approved documentation from unauthorized edits while reducing the manual work involved in maintaining page permissions.
Challenge addressed
Time-consuming permissions management
Once content had been reviewed, controlling who could make further changes added another manual task to the process.
Using the no-code workflow builder, RainFocus could create review and approval processes suited to different documentation requirements.
This gave contributors a defined route for moving content through review while helping documentation managers maintain consistent standards.
Challenge addressed
Inconsistent content standards
With multiple contributors, maintaining a consistent level of quality and formatting across documentation became harder.
Automated labels and workflow statuses made it easier to identify content and understand where it stood in the review process.
Instead of manually checking individual articles to establish their progress, the team had a clearer view of what was being worked on and what still needed attention.
Challenge addressed
Limited visibility into review progress
Knowing which articles were being drafted, reviewed, or approved required more oversight than the team wanted to spend on routine administration.
RainFocus also used permission automation to control who could make changes once content had completed its final review.
This helped protect approved documentation from unauthorized edits while reducing the manual work involved in maintaining page permissions.
Challenge addressed
Time-consuming permissions management
Once content had been reviewed, controlling who could make further changes added another manual task to the process.
Together, these changes gave RainFocus a more structured way to manage documentation, from initial contributions through review and approval.
Better oversight, more consistent content, and less manual work
With Workflows for Confluence embedded in its documentation processes, RainFocus gained a more manageable approach to reviewing and maintaining content across teams.
More visibility into documentation progress
Structured workflows made it easier to follow articles through review and approval, giving the documentation team a clearer understanding of content status.
Greater consistency and control
Standardized reviews helped RainFocus maintain content quality across contributors, while automated permission controls reduced the risk of unauthorized changes after approval.
Less manual administration and potential cost savings
Automating routine workflow activities reduced the need for manual tracking and permissions management, freeing up capacity for more valuable documentation work.
Based on the published case study’s savings model, these improvements represent an estimated 416 hours of time savings and $22,000 in annual resourcing savings.*
Beyond the potential financial savings, RainFocus now has a more repeatable process for managing documentation reviews, maintaining standards, and keeping important content under control as the business grows.
*Savings are modeled estimates based on third-party benchmarks from McKinsey Global Institute and Salary.com, not directly measured customer results.
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