Each Document360 project can have a specific number of workspaces based on the subscription plan. However, you can buy more Workspaces as an add-on.

Subscription plans and Workspace

Subscription Plan Knowledge base workspace
Free 1
Standard 1
Professional 1 (+Add-on available)
Business 1 (+Add-on available)
Enterprise 1 (+Add-on available)

Please check the Document360 pricing page for more information.

Accessing the Workspace overview page

1_Screenshot-Workspaces-Overview_page

From the Knowledge base portal, go to Settings → Knowledge base portal → Localization & workspace → Localization & workspace

(or)

  1. Use the workspace dropdown at the top of the relevant modules
  2. Click on the "Create new workspace"
  3. You are redirected to the "Localization & workspace page
  4. Click the New workspace button on the top right
  5. An Add new workspace blade window appears (the different parameters explained in the next segment)
  6. After adding all the details, click on Add at the bottom right

6_Screenshot-Workspaces-Creating_workspace_from_editor

Add new workspace

2_Screenshot-Workspaces-Adding_new_workspace

  • Name - Type in the name of your new workspace. The name can be in your preferred language
  • Slug URL – Type your custom URL slug in your preferred language. You can also change the slug later
  • Workspace status – You can select the status of your new workspace as beta, public or deprecated. However, the Main workspace should be public and cannot be deprecated

When you visit the Knowledge base portal or Knowledge base site, the workspace you have set as the main workspace appears at the first instance, irrespective of the workspace order.

  • Base workspace – You have two options in this section.
    • Start a fresh workspace: Choose this option to create a new workspace with no categories or articles
    • Select an existing workspace: Choose this option to create a new workspace with some or all categories from an existing workspace. Only selecting this option is enough to select all the categories from an existing workspace. If you wish to select only some categories from the existing version, select the desired categories from the Choose categories.

Start a fresh workspace

  • When you create a new workspace with the Start a fresh workspace option, the Default theme is configured for the home page across all the languages in the new workspace.

For example, you are creating a new workspace, "Workspace 6" with the Start a fresh workspace option. The languages available are English, Arabic, and Chinese. The home page theme of English, Arabic, and Chinese are configured with the Default theme.

3_Screenshot-Workspaces-Adding_new_workspace_from_existing

Select an existing workspace

When you create a new workspace with the Select an existing workspace option, the selected workspace's respective language(s) theme is configured for the language(s) in the new workspace. If you add any new language(s), the Default theme is configured for the new language(s) home page.

For example, you are creating a new workspace "v2.0" with existing workspace "v1.0" as the base workspace and French, English, and German are the languages available in the existing workspace "v1.0". If you add Arabian language in the window, the home page of Arabian language is configured with the Default theme. The theme of the French, English, and German in the new workspace "v2.0" is configured as the respective languages' theme.

Managing languages

To add more languages, click on Add new language, select the required languages from the list and click on Apply. By default, English is set as the default language.
7_Screenshot-Workspaces-Adding_new_languages

Change 'Default language'

You can edit the default language option after the workspace is created.

  • From the Knowledge base portal, go to Settings → Knowledge base portal → Localization & workspace → Localization & workspace
  • Click on the Edit icon next to the desired workspace
  • Click ••• icon next to the preferred language
  • Select Set as default

8_Screenshot-Workspaces-languages_Set_as_default

How to update the workspace (previously 'version') slug?

  1. Go to Settings → Knowledge base portal → Localization & Versions → Localization & Workspaces. You can find the list of versions available in the project

  2. Click the Edit (🖉) icon on the right

  3. Update the Slug URL field

  4. Click Update
    9_Screenshot-Workspaces-Slug_updates

  5. A confirmation popup appears

    • If you want to set up a redirection rule for the slug change, select the 'Set redirect rule for the updated slug' checkbox
    • If you do not want to set up a redirection rule for the slug change, uncheck the 'Set redirect rule for the updated slug' checkbox

By default, this checkbox is unchecked.

  1. Click Yes, and the workspace (previously 'version') slug will be updated

10_Screenshot-Workspaces-Slug_updates_confirmation_prompt

Reorder workspaces

You can reorder the different workspaces of your project as you wish. Your order is displayed to your reader when they click the select workspace dropdown in your Knowledge base.

  1. From the Knowledge base portal, go to Settings → Knowledge base portal → Localization & workspaces and the Localization & workspaces tab is the default selection
  2. You can find the list of workspaces added to your project
  3. On the left of each workspace, you can find the Reorder icon
  4. Click on it, hold, drag, and drop the workspace vertically to place it in the position you prefer
  5. The workspace order is reflected in the Knowledge base portal and the Knowledge base site for Team account. For Reader, the workspace order is reflected only in the Knowledge base site

5_Screenshot-Workspaces-reorder

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