---
title: "Managing articles"
slug: "article"
description: "Manage your knowledge base efficiently with Document360's All Articles page, enabling bulk actions, filtering, and seamless article organization."
updated: 2026-07-10T05:25:44Z
published: 2026-07-10T05:26:02Z
canonical: "docs.document360.com/article"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.document360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing articles

Articles are the core of your knowledge base. Document360 gives you full control over how articles are created, organised, published, and maintained, from a single article to bulk operations across your entire workspace.

The **All articles** page (<span class="fa-light fa-list-check"></span>) is your central hub for managing articles at scale. From here, you can view every article across your workspace, filter and search by a wide range of criteria, export the article list, and perform bulk actions on multiple articles at once without having to open each one individually.

---

## Access the All articles page

1. Navigate to **Documentation** (<span class="fa-regular fa-book-open"></span>) in the left navigation bar.
2. Click **All articles** (<span class="fa-light fa-list-check"></span>) in the left navigation pane.
3. Use the workspace and language dropdown in the top navigation bar to switch between workspaces.
4. Use the **Filter** button to narrow results by Status, Workflow status, Contributor, Category, Date, Tags, Labels, and more, including saved custom filters you can reuse.
5. Click **Export** to download the full article list as a CSV file.

<div align="center">
<img src="https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/all%20articles%20page.png" class="article_image" alt="All articles page in the Document360 knowledge base portal">
</div>

---

## Managing individual articles

<table>
<thead>
<tr>
<th>Article</th>
<th>What it covers</th>
</tr>
</thead>
<tbody>
<tr>
<td><strong>Create articles</strong><br><a href="https://docs.document360.com/docs/create-article" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>All methods for creating a new article, from blank, from template, or with Eddy AI.</td>
</tr>
<tr>
<td><strong>Move articles</strong><br><a href="https://docs.document360.com/docs/managing-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Move an article to a different category or workspace, including cross-workspace moves and link updating.</td>
</tr>
<tr>
<td><strong>Clone articles</strong><br><a href="https://docs.document360.com/docs/clone-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Create an independent copy of an article within or across workspaces.</td>
</tr>
<tr>
<td><strong>Replicate articles</strong><br><a href="https://docs.document360.com/docs/replicate-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Display the same article in multiple categories without creating duplicates.</td>
</tr>
<tr>
<td><strong>Delete articles</strong><br><a href="https://docs.document360.com/docs/delete-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Delete individual or multiple articles, recover from the recycle bin, and understand the difference between deleting and deprecating.</td>
</tr>
<tr>
<td><strong>Hide & Unhide articles</strong><br><a href="https://docs.document360.com/docs/hide-unhide-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Temporarily hide articles from the knowledge base site without deleting them.</td>
</tr>
<tr>
<td><strong>Star articles</strong><br><a href="https://docs.document360.com/docs/star-articles" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Add frequently used articles to your Starred list for quick access in the portal.</td>
</tr>
<tr>
<td><strong>Lock & Unlock articles</strong><br><a href="https://docs.document360.com/docs/lock-unlock-article" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Set articles to read-only during active review to prevent unintended edits.</td>
</tr>
<tr>
<td><strong>Publish articles</strong><br><a href="https://docs.document360.com/docs/publishing-an-article" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Publish articles individually or in bulk, and configure article settings before publishing.</td>
</tr>
<tr>
<td><strong>Schedule publishing</strong><br><a href="https://docs.document360.com/docs/schedule-publishing" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Schedule articles to publish automatically at a specified date and time.</td>
</tr>
<tr>
<td><strong>Unpublish articles</strong><br><a href="https://docs.document360.com/docs/unpublishing-an-article" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Remove published articles from the knowledge base site while keeping them in the portal.</td>
</tr>
<tr>
<td><strong>Article status</strong><br><a href="https://docs.document360.com/docs/article-status" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Understand article statuses as they appear in the portal: New, Draft, Published, Hidden, Scheduled, and Deprecated.</td>
</tr>
<tr>
<td><strong>Update article contributors</strong><br><a href="https://docs.document360.com/docs/updating-article-contributors" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Add or update the contributors credited on an article.</td>
</tr>
<tr>
<td><strong>Filter articles</strong><br><a href="https://docs.document360.com/docs/filter-bulk-operations" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Filter the All articles list by Status, Workflow status, Contributor, Category, Date, Tags, Labels, and more. Save and reuse custom filters.</td>
</tr>
<tr>
<td><strong>Export all articles</strong><br><a href="https://docs.document360.com/docs/export-bulk-operations" target="_blank" style="font-size:12px;color:rgb(124,58,237);font-weight:500;text-decoration:none;">Learn more →</a></td>
<td>Export the full article list as a CSV file for audits, content planning, or sharing with stakeholders.</td>
</tr>
</tbody>
</table>

---

## Bulk actions from the All articles page

Select one or more articles on the All articles page to access the following actions:

| Action | What it does |
|---|---|
| **Publish** | Publish multiple draft or new articles at once. |
| **Publish later** | Schedule selected draft or new articles to publish at a specified time. |
| **Unpublish** | Unpublish multiple published articles at once. |
| **View preview / View in KB** | Preview draft articles on the knowledge base site, or open published articles directly in the knowledge base site. |
| **Copy link** | Copy the direct link for selected articles. |
| **Hide** | Hide selected articles from the knowledge base site. |
| **Move to** | Move selected articles to a different category or workspace. |
| **Delete** | Delete selected articles. Deleted items are moved to the recycle bin for 30 days. |
| **Review reminder** | Set a review reminder for selected articles. |
| **Enable / Disable read receipt** | Enable or disable read receipts for selected articles. Available for Private and Mixed projects only. |
| **Live article status** | Update the workflow status for selected articles. |
| **Add tags** | Create and assign tags to selected articles. |
| **Add labels** | Create and assign labels to selected articles. |
| **Translate with Eddy AI** | Automatically translate selected articles into other languages. |
| **Download as PDF** | Download published articles as PDF. Multiple selected articles are combined into a single PDF. |
| **Deprecate** | Mark selected articles as deprecated. A Deprecated status tag appears on the knowledge base site. |

:::(Info) (<p class="fa-regular fa-circle-exclamation"></p> NOTE)
If a Page category contains both articles and subcategories, the Hide, Move, and Delete actions are not available for it. These actions are only available for Page categories that have no sub-articles.
:::

---

## Best practices

- Use the All articles page for bulk operations. Performing actions one article at a time is inefficient for large knowledge bases. Use filters and bulk actions to manage content at scale.
- Filter before acting. Before bulk publishing, unpublishing, or deleting, apply status and date filters to confirm you are only selecting the intended articles.
- Export the article list periodically. The CSV export gives you a full snapshot of your knowledge base, useful for audits, content planning, and sharing with stakeholders.
- Use Deprecate instead of Delete for outdated content. Deprecated articles remain accessible on the knowledge base site with a clear status tag, useful for content that still has historical search traffic but is no longer current.