Notion has developed into a secure, adaptable hub for knowledge and work for businesses. Many teams using Confluence (and often Jira) are now consolidating into Notion to minimize tool proliferation, expedite content creation, and centralize documents, projects, and AI. This guide details how Generation Digital ensures smooth, low-friction migrations from Atlassian tools to Notion — with a clear plan, realistic timelines, and enterprise-level controls.

Executive Summary

• Smooth Migration from Confluence spaces into Notion using the API importer or file import, including attachments and optional comments.

• Jira Continuity through Notion’s native Jira Sync, or a practical approach using databases when replacing selected Jira workflows.

• Enterprise-level Rollout with SSO/SCIM, permissions mapping, content governance, and change management.

Who This Is For

Digital workplace, knowledge management, and engineering leaders seeking to minimize risk while transitioning from Confluence/Jira to Notion, enhancing search, content creation speed, and adoption.

Why Switch from Confluence to Notion Now

• Authorship Speed & Adoption: Notion’s block editor, templates, and page databases promote contribution and reduce publication time.

• Consolidation: Documents, projects, tasks, and lightweight CRM in a single interface with AI assistance.

• Reduced TCO: Fewer overlapping tools, simplified administration, and training.

• Enhanced Discoverability: Unified search across documents and structured data.

Migration Options at a Glance

Confluence → Notion

• API Importer (recommended for full spaces under ~15 GB): brings pages, page hierarchy, users, and (optionally) comments.

• ZIP/HTML Import (targeted): useful when you only want selected pages/sections or have niche constraints.

Jira → Notion

• Jira Sync: two-way authorized sync of Jira issues into Notion databases for reporting and collaboration.

• Database Replacement: for teams retiring Jira, we design Notion databases and workflows to match essential fields, views, and automations.

Our 6-step Migration Framework

1) Discovery & Scope

• Survey Confluence spaces (size, owners, last-updated, attachment count, restricted pages).

• Identify Jira projects and top workflows (issue types, fields, schemes, automations).

• Define what needs to be migrated vs. archived, and success metrics (search success, time-to-page, adoption).

2) Information Architecture (IA)

• Map Confluence spaces to Notion workspaces, top-level pages, and databases.

• Standardize page templates (e.g., ADRs, runbooks, engineering RFCs, product specs).

• Define page ownership, governance, and retention rules.

3) Readiness & Governance

• Configure SSO/SAML and SCIM (Just-in-Time or SCIM-based provisioning), set default groups/permissions.

• Establish naming conventions, content guidelines, and review processes.

• Plan for editors’ training and executive communications.

4) Pilot Import

• Execute a representative pilot space via API importer; validate page hierarchy, attachments, comments, backlinks.

• Migrate a sample Jira project with Jira Sync; confirm field mapping and filters.

• Gather feedback; adjust templates, properties, and permissions.

5) Full Import & Transition

• Freeze changes in agreed spaces/projects; run API imports in phases (by space or department).

• Quality-check links, images, and permissions; rebuild critical index pages where needed.

• Update search and links; redirect internal bookmarks/wiki links.

6) Hypercare & Optimization

• On-call support during the first 2–4 weeks.

• Review usage analytics; refine IA, templates, and automations.

• Train content owners; decommission Atlassian spaces/projects as policies allow.

What Migrates Well — and What Needs Attention

Migrates Well from Confluence

• Page structure (hierarchy), standard text blocks, images, attachments.

• Labels/tags translated into Notion properties or inline tags.

• Comments (when using the API importer) and basic permissions mapping.

Requires Decisions

• Macros & Plugins: identify critical macros and replace them with Notion equivalents or workarounds.

• Page Permissions: Notion favors simpler, role-based models; reduce per-page complexity.

• Archived Content: move to an archive database to maintain searchability without cluttering navigation.

Jira Considerations

• Decide whether to keep Jira and integrate, or retire selected projects and rebuild them in Notion databases.

• Complex Jira workflows (custom transitions, heavy automations) are generally integrate-don’t-migrate.

Detailed Migration Steps (Confluence → Notion)

1. Export or Connect

• For full spaces: connect Notion’s API Importer with an admin account.

• For selected content: export Confluence spaces/pages to HTML (ZIP) and import to Notion.

2. Pre-Mapping

• Map Confluence spaces to Notion top-level areas.

• Decide how to represent labels, owner, last reviewed date (database properties).

3. Import Execution

• Run imports in a staging workspace; validate page count, media, links, and comments.

• Resolve edge cases (very large attachments, restricted pages, legacy macros).

4. QA & Reconciliation

• Spot-check 10–20 high-value pages per space; fix formatting and navigation.

• Confirm permissions; backfill owners and review cadence.

5. Cutover

• Communicate freeze window; final delta import; update links and search shortcuts.

Detailed Integration Steps (Jira ↔ Notion)

• Stand up Jira Sync and authorize the correct Jira site(s).

• Select projects, issue filters, and sync direction; map fields to Notion database properties.

• Create views for teams: board, timeline, priority, and triage.

• Add roll-up dashboards; use Notion relations/rollups to connect RFCs, specs, and issues.

Security, Identity, and Compliance

• SSO (SAML) & SCIM to manage access centrally (Azure AD/Entra, Google, Okta, OneLogin, Rippling supported).

• Granular page/database permissions; private team areas; audit trails.

• Data residency and export policies reviewed with your security team.

Timelines & Pricing

• Pilot: 2–4 weeks for one representative space + one Jira project.

• Wave 1: 3–6 weeks for 3–5 spaces; training for editors and champions.

• Waves 2+: depends on size/complexity; we schedule around your change windows.

Pricing is determined based on the number/size of spaces, Jira complexity, and governance needs. Fixed-price pilots available.

Common Pitfalls and How We Avoid Them

• Overlooked Macros: we audit macros early and create replacements.

• Excessive Permissions: we simplify to team-level defaults with exceptions.

• Unowned Content: each page/database is assigned an owner and review date.

• Broken Links After Transition: we rebuild key index pages and perform link-checking.

What You Get with Generation Digital

• A single partner for strategy, migration, security setup, and enablement.

• Ready-to-use templates for specs, PRDs, OKRs, runbooks, and decision records.

• Executive and Editor Training tailored to your teams.

• Post-Migration Optimization and support.

FAQ

Can you migrate comments and users from Confluence?
Yes — when we use the API importer, we can bring comments and map users/groups to your IdP.

Do we have to move Jira?
No. Many clients keep Jira and sync issues into Notion for documentation + reporting. Others retire simpler projects and rebuild them as Notion databases.

What about Confluence macros and apps?
We propose equivalents or redesigns. Key macros are handled case-by-case during discovery.

How do you manage identity and access?
We configure SSO and SCIM provisioning with your IdP and map groups/permissions prior to transition.

Can you run this outside the UK?
Yes — we deliver globally with governance aligned to Canadian standards.

Do you support the UK and North America?
We operate in the UK, US, and Canada (and globally) with region-aligned governance and data residency options.

Next Steps

Ready to plan your migration? Book a discovery call with Generation Digital. We’ll review your spaces, estimate the effort, and propose a pilot within one week.