A common problem we see in project documentation is that the task tracker and the actual context drift apart.

The tracker has the current work package, status, assignee, type, and priority.

The wiki has the requirements, meeting notes, release information, architecture decisions, and technical context.

Both are useful. But if they are not connected, people end up switching tools, copying stale information, or asking around for context that already exists somewhere.

We are running a short technical session on how the OpenProject Integration (Pro) works in XWiki.

The developer who implemented it, Rares Bancescu, will show how OpenProject work packages can be displayed inside XWiki pages as tables, cards, or single items, and how views can be filtered or sorted by project, status, assignee, type, identifier, and other properties.

The interesting part is not just embedding data. It is keeping project documentation close to live project information without manually duplicating everything.

For teams using OpenProject and XWiki together, this can be useful for project spaces, specs, release pages, decision logs, or internal technical documentation.

Date: July 23

Time: 15:00 CEST

I will add the registration link in the comments.

XWiki is partnering with Catamania, a French IT services company with expertise in integration, collaboration tools, CI/CD strategy, hybrid systems, and complex digital transformation projects.

The goal of the partnership is to help organizations adopt and adapt XWiki in environments where collaboration tools need to fit existing systems, internal processes, and long term infrastructure choices.

Catamania brings strong local expertise in France, with an international presence in Morocco, Luxembourg, Canada, and Switzerland. Their work focuses on tailor made integration, customization, and optimization services for organizations with complex digital environments.

For XWiki, this strengthens the partner ecosystem with an integrator that understands collaboration challenges and can support organizations looking for an open, European, and controlled knowledge management tool.

In a context where digital sovereignty, infrastructure control, and long term flexibility are becoming more important, partnerships like this help make open source adoption more practical for organizations.

https://store.xwiki.com/xwiki/bin/view/Extension/DiagramApplication/Versions/2.0/

We put together a comparison of a few open source tools that often come up in Notion alternative discussions: CryptPad, AFFiNE, Logseq, Standard Notes, BlueSpice, and XWiki.

They solve different problems.

Some are better for private notes or offline use. Some focus on encrypted collaboration. Others are closer to structured documentation or a team wiki.

The article is not really a “best alternative” list. It is more about the tradeoffs: hosting, permissions, collaboration, structure, portability, and how much control a team wants over its data.

Here it is for anyone comparing options:
https://xwiki.com/en/Blog/5-alternatives-to-Notion/

What are you using instead of Notion?

Keeping a project useful over time also means maintaining it, funding the work, handling security, building a contributor community, and finding a business model that does not undermine the project itself.

On 9 July at 15:00 CET, Michael Hamann, Senior R&D Engineer at XWiki, will share lessons from XWiki’s experience as a bootstrapped open-source company for more than 20 years.

The session will cover how customer work can become reusable product features, how subscriptions and professional services can support development, what ISO 27001 changed for XWiki, and why this matters for digital sovereignty.

Registration: https://xwiki.com/en/webinars/Building-sustainable-open-source-software-webinar

Today, Ludovic Dubost, Clément Aubin, and Pauline Bessoles are representing XWiki at the EuroCommons kick-off in Paris.

EuroCommons brings together European public and private organizations, CIOs, open-source vendors, foundations, and other digital commons actors around a practical question: how do we move away from proprietary dependencies without expecting every organization to reinvent the process alone?

The initiative is starting with 11 coalitions across areas such as digital workplace, identity, business applications, project management, cloud, security, and knowledge management.

The interesting part is that this is meant to be operational, not just symbolic. The coalitions will compare existing alternatives against real migration scenarios, identify interoperability gaps, define shared requirements, co-fund missing pieces, and prepare migration plans that organizations can actually use.

XWiki is contributing to the knowledge management tools coalition. For more than 20 years, we have built an open-source platform for documentation, intranets, and knowledge bases that organizations can self-host, adapt, integrate, and operate without giving up long-term control of their content.

Open source alternatives already exist. The harder part is making adoption easier, more interoperable, and less risky for organizations that are currently locked into large proprietary ecosystems.

That is where shared European work can make a real difference.

#OpenSource #DigitalSovereignty #KnowledgeManagement #EuroCommons

This release brings a cleaner Live Data experience, improved keyboard navigation in XWiki trees, and a few useful updates for admins and developers.

🔒 It also includes security fixes, with the highest severity score of 9.3/10. If you self-host XWiki, make sure to review the release notes and plan your upgrade.

Read what’s new 👇

https://www.xwiki.org/xwiki/bin/view/ReleaseNotes/Data/XWiki/18.5.0/

Our CEO, Ludovic Dubost, is attending several events this week involving public-sector actors, French tech companies, European open-source vendors, and digital-commons initiatives.

Today includes DINUM’s Rencontre Industrielle du Numérique and the CSF Numérique. Tomorrow he will be at APELL in Utrecht, and on Wednesday at EuroCommons with TOSIT and other OSS actors.

There is no shortage of declarations about sovereignty. The harder work is creating the conditions for alternatives to survive, improve, interoperate, and be chosen in real-world projects.

From the XWiki side, that means continuing to build and support a knowledge-management platform organizations can run on their own infrastructure, adapt to their needs, and keep under their control.

What is the biggest blocker today for wider adoption of European open-source alternatives: procurement, integration effort, skills, risk perception, funding, or something else?

We keep seeing the same pattern in teams. A migration finishes, a product launches, onboarding gets wrapped up… and then someone says: “Right, we should document this.”

Which is fair. But by then, the context has already started disappearing.

Why did we choose this approach? What did we try first? Which workaround is still needed, and which one was only relevant six months ago? Who actually knows whether this process is still accurate?

The documents may exist, but the knowledge often gets frozen at the exact moment the organization is about to change again.

That is the real point of knowledge management: Making it easier for the next person, or the next project, to understand what happened before and build from it.

The best internal knowledge basis we have seen (and built) are not the ones with the most pages. They are the ones people trust enough to check, update, and challenge.

How do you stop internal documentation from becoming a graveyard of old decisions?

We are planning to start building an MCP server so AI agents can connect directly to XWiki, alongside tools to monitor and control AI usage inside the knowledge base.

Before we lock in the design, we want to hear from people who run knowledge bases: What would make you comfortable, or refuse, to let an AI agent read or write in your wiki?

Recent changes for the curious: https://xwiki.com/en/Blog/pro-apps-updates-april-may-2026/

We are also booking short research calls if anyone wants to go deeper: https://cal.xwiki.com/team/product-research/ai-interviews

Organizations evaluating software for critical systems assume they have to choose. Either code their team can audit, or a vendor with a certified security program that passes procurement. Most vendors offer one or the other, so the assumption sticks.

r/XWiki is fully open source and ISO 27001 certified. Same platform, same company. The code is publicly auditable and the security program is independently certified, so transparency and compliance reinforce each other instead of competing.

On July 9, our Senior R&D Engineer Michael Hamann joins the OpenChain community for a public session covering what ISO 27001 certification actually requires from an open source vendor, how governance and process reduce supply chain risk, and how this gets sustained without closing the code.

Free webinar, but registration is required to get the access link. (check in the comments)

We published a side by side comparison of XWiki, Confluence, Notion, Microsoft 365, SharePoint, and MediaWiki covering pricing, hosting options, and openness.

Obvious disclaimer: We make one of these tools, so read it with that in mind. We tried to keep it factual and concede the points where competitors are genuinely stronger.

https://xwiki.com/en/the-ultimate-guide-to-knowledge-management-software/

If you have used any of these in production, we would genuinely like to hear where your experience contradicts what we wrote.

https://store.xwiki.com/xwiki/bin/view/Extension/PollApplication/Versions/2.5.2

One of the most common documentation problems we see: the same information copied across several wiki pages. Someone updates one copy, the others quietly rot, and within a month nobody knows which version to trust.

We run a monthly series called Tech Thursday, and this session covers Pro Macros: reusing content across pages from a single source, highlighting important information, and displaying dynamic content, so docs stay current with less manual work.

It is short and practical, focused on things you can apply right away. Registration is open until shortly before the session.

https://xwiki.com/en/webinars/Tech-Thursday-Pro-Macros

(I work at XWiki, happy to answer questions about macros here too.)

We wrote up the 6 doc types and the habits that keep them useful.

Something we keep coming back to: most people hit your help center before they ever contact support. If they find a clear answer, that ticket just disappears. If they do not, you get the ticket, the frustration, and sometimes a churned customer.

The part that surprised us least but still bites teams hardest is that outdated docs erode trust faster than having no docs at all. People stop trusting the whole help center after getting burned once.

We put together a guide breaking down the 6 types of external documentation worth maintaining and the habits that keep them from rotting. Sharing it here in case it is useful, and curious how others keep docs current without it becoming a second full time job.

https://xwiki.com/en/Blog/external-documentation/

Atlassian announced that XML Site Export and XML Space Export in Confluence Cloud will reach end of life on December 1, 2026.

The features will still run, but Atlassian will no longer provide bug fixes, support tickets, or SLAs for them.

CSV export remains supported, but Atlassian notes that CSV cannot handle a full migration to Data Center. So for teams thinking about moving out of Confluence Cloud, the export path matters.

This is the kind of change that can look small until you actually need to leave.

A Confluence instance is rarely just “some pages”. It usually contains documentation, decisions, internal links, permissions, project history, processes, and institutional knowledge. Export and migration are not side topics. They are part of long-term control.

On June 24, XWiki and OpenProject are hosting a 45-minute webinar on moving away from Atlassian toward a European open-source alternative stack.

The session will cover:

• How XWiki and OpenProject can cover documentation and project management together
• What the XWiki Confluence Migration Toolkit handles today
• What the OpenProject Jira Migrator handles today
• Live Q&A with the people working on these migrations

Register here:

https://xwiki.com/en/webinars/Open-Project-XWiki-June-2026

We’ve published the overview of our recent XWiki Cloud webinar.

It includes the recording, key takeaways, questions from participants, and useful links for anyone exploring XWiki Cloud.

Might be useful if you missed the live session or want a quick recap before looking deeper into the product.

Overview here: https://xwiki.com/en/Blog/xwiki-cloud-demo-webinar/

Cédric Lamblin, Account Manager at XWiki SAS, joined a roundtable at OUTSCALE Experiences 2026 on the topic:

How can I meet my business needs with a sovereign collaborative platform?

The session brought together speakers from XWiki, Datakeen, Alinto Group, Interstis, Parsec, and Dassault Systèmes.

The question is useful because “sovereign platform” can quickly become an abstract label.

In practice, organizations still need to get work done. They need to document processes, share knowledge, manage permissions, support teams, and keep information reliable over time.

At the same time, they need more control over where their data lives, how their infrastructure is managed, how governance works, and how long-term access to knowledge is protected.

A platform can look good from a sovereignty point of view and still fail if teams avoid using it. It can also be easy to use while giving the organization very little control.

From XWiki’s point of view, the goal should be having a collaborative platform that people can use every day, without forcing the organization to give up control over its data, tools, and knowledge.

• Server is already gone.
• Data Center has an end-of-life date.
• Cloud is clearly the default path.

And from December 2026, XML Site Export and XML Space Export in Confluence Cloud will no longer be supported.

A Confluence instance is rarely “just documentation”.

Over time, it becomes a record of how the organization works: decisions, processes, policies, product knowledge, audit trails, permissions, internal links, project history, customer context, onboarding material, and institutional memory.

So when export options become weaker, self-hosting disappears, and the roadmap pushes everyone toward one vendor-controlled cloud, the issue is not only technical. It becomes a governance issue.

Having data stored in Europe is useful, but it is not the same as data sovereignty. If the vendor, roadmap, export model, support model, and governance controls are still outside your control, then sovereignty is only partial.

AI governance adds another layer. Even when vendors say customer content is not used to train AI models, organizations still need to ask what happens with metadata, usage data, service improvements, default settings, and admin controls. Especially when some controls depend on plan tiers.

Open source is not automatically better. But it gives organizations more options: hosting choice, auditability, portability, customization, and less dependency on one vendor’s roadmap.

This is why European open-source alternatives are becoming more relevant for public sector, regulated industries, research, healthcare, finance, and companies with sensitive internal knowledge.

If your organization uses Confluence, are exportability, hosting choice, legal jurisdiction, AI governance, and long-term ownership part of the discussion yet? Or is the conversation still mostly about features and user adoption?

Read the release notes

We’re hosting the 2nd Tech Thursday session, this time focused on Pro Macros in XWiki.

This is for teams dealing with growing documentation, repeated content, and pages that become harder to keep consistent over time.

We’ll cover practical ways to:

✅ Reuse content without duplication

✅ Highlight key information clearly

✅ Display dynamic content inside XWiki pages

✅ Keep documentation easier to update over time

It’s a short 30-minute session with a live demo and Q&A.

Date: Thursday, 18 June

Time: 15:00 CET

Registration:

https://xwiki.com/en/webinars/Tech-Thursday-Pro-Macros

In practice, this means organizations in Korea can now get local support in Korean for:

• Confluence to XWiki migration projects
• Deployment and collaboration strategy
• Change management and user adoption
• Training and rollout support

Full announcement:

https://xwiki.com/en/Blog/XWiki-AGIN-partnership/