---
title: "Create workspace"
slug: "workspaces"
description: "Workspaces allow you to create separate documentation for specific product versions. This segregation helps to ensure that readers have access to the most relevant and up-to-date information."
tags: ["Getting started", "Workspace"]
updated: 2026-07-17T06:59:08Z
published: 2026-07-17T06:59:08Z
canonical: "docs.document360.com/workspaces"
---

> ## 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.

# Create workspace

When you create a new Document360 project, a default workspace named **v1** is automatically created for you. As your documentation grows, you can add more workspaces to separate content by product, version, or audience.

---

## When do you need a new workspace?

The default **v1** workspace is sufficient for many teams. You need an additional workspace when your documentation has grown to a point where a single workspace no longer serves all your audiences or content areas cleanly. Here are the most common scenarios:

- **Multiple product versions**: Maintain separate workspaces for v1, v2, and v3 of your product so readers always access the documentation that matches their version.
- **Different audiences**: Create one workspace for end users and another for administrators or developers, keeping each audience's content focused and uncluttered.
- **Multiple products**: If you manage documentation for more than one product within the same organization, separate workspaces keep each product's content independent.
- **Internal vs. external documentation**: Use one workspace for customer-facing content and another for internal team documentation, each with its own access settings.
- **Staging or beta content**: Set up a Beta workspace to draft and review upcoming documentation before it goes live, without affecting your published content.

---

## Create a new workspace

1. Navigate to **Settings** () > **Knowledge base portal** in the left navigation bar.
2. In the left navigation pane, select **Workspace & localization** ().
3. Under the **Workspace & Localization** tab, click **Add workspace** at the top-right corner.
4. In the **Add new workspace** dialog, select your workspace type:

  
    
      

Knowledge base docs site

    
    

For standard documentation articles, guides, and knowledge base content for any audience.

    [Learn more →](/docs/workspaces#knowledge-base-docs-site)
  
  
    
      

API documentation workspace

    
    

For API references and specifications, with a structure optimized for API documentation.

    [Learn more →](/docs/workspaces#api-documentation-workspace)
  

---

### Knowledge base docs site

Select **Knowledge base docs site** to create a workspace for standard articles, guides, and knowledge base content.

![Copy existing workspace option showing source workspace selection and internal links setting](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/kb%20site(1).png)

**Name and URL**

Enter a name in the **Name** field — maximum 30 characters, alphanumeric characters and hyphens only. The **Slug URL** is auto-populated from the name and can be customized.

**Workspace status**

| Status | When to use |
| --- | --- |
| **Main** | The default workspace readers land on. Must be set to Public. Cannot be Deprecated. |
| **Public** | Ready and visible to readers on the Knowledge base site. |
| **Beta** | Still in progress — not yet ready to go live. |
| **Deprecated** | Outdated content retained for reference only. |

 NOTE

The Main workspace must be set to **Public**. You cannot set a Deprecated workspace as the Main workspace.

**Base workspace**

Choose whether to start from scratch or copy an existing workspace:

- **Create a new workspace** — Starts with a completely empty workspace. No categories, articles, or content are carried over. Use this when building a new documentation set from the ground up.
- **Copy existing workspace** — Duplicates the content and structure of an existing workspace. Use this when creating a new product version and you want to start from the same foundation.

If you select Copy existing workspace:
  1. Select the workspace to copy from the list.
  2. Click **Choose categories (optional)** to copy only specific categories.
  3. Under **Internal links**, select how copied articles should handle links:
    - **New** — Links point to the articles created in the new workspace.
    - **Existing** — Links continue to point to the original articles in the source workspace.

**Languages**

Your project's default language is automatically assigned. To add more languages, click the **New language** dropdown and select the languages you want.

For each language, click the **More options** () icon to configure:

| Option | Description |
| --- | --- |
| **Set as default** | Sets this language as the default on the Knowledge base site. |
| **Edit display name** | Updates the display name shown to readers. |
| **Right to left** | Enables right-to-left text direction for languages like Arabic and Hebrew. |
| **Hide** | Hides the language from the Knowledge base site. Hidden languages appear with a strikethrough in the portal. |
| **Remove** | Removes the language from the workspace. |

![Add new workspace dialog showing language options with More options menu expanded](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/languages.png)

Click **Add** to create the workspace.

---

### API documentation workspace

1. Select **API documentation workspace** to create a workspace for API references and specifications.
2. Enter a **Name**  maximum 30 characters, alphanumeric and hyphens only. The **Slug URL** is auto-populated and can be customized.

**Workspace status**

| Status | When to use |
| --- | --- |
| **Main** | The default workspace readers land on. Must be set to Public. Cannot be Deprecated. |
| **Public** | Ready and visible to readers. |
| **Beta** | Still in progress — not yet ready to go live. |
| **Deprecated** | Outdated content retained for reference only. |

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/API%20docs%20workspace%20create.png)

1. Click **Add** to create the workspace.

---

## Best practices

- **Use descriptive workspace names** that clearly reflect the product, version, or audience — for example, `v2-enterprise` or `admin-docs`. This makes it easier for your team to navigate across workspaces.
- **Set new workspaces to Beta** while you are building content so they do not appear to readers before they are ready.
- **Copy an existing workspace** when creating a new version instead of starting from scratch. It preserves your category structure and saves setup time.
- **Choose Internal links carefully** when copying a workspace. Select **New** if you want the new workspace to be fully independent; select **Existing** if you want to keep references pointing to the source workspace.

---

## FAQ

**I'm trying to set a workspace as the Main workspace, but the checkbox is inactive. What do I do?**

The Main workspace must also be set to **Public**. Select the **Public** checkbox first — this automatically enables the Main workspace checkbox.

**How do I reorder workspaces?**

On the **Workspace & localization** page, hold and drag the **Reorder** () handle next to the workspace name and move it to the desired position.

**How do I recover a deleted workspace?**

You can restore a deleted workspace using the Backup & Restore feature:

1. Navigate to **Settings** () > **Knowledge base portal** > **Backup & Restore**.
2. Find the desired backup, click the **Restore options** dropdown, and select **Documentation**.
3. In the **Restore documentation** panel, select the workspace you want to restore and click **Restore**.

**I'm getting a 404 error when navigating to a secondary workspace. How do I fix it?**

This is usually caused by one of the following reasons:

1. The workspace is not set to **Public**. Navigate to **Settings** () > **Knowledge base portal** > **Workspace & localization**, click the **Edit** () icon on the workspace, and set the status to **Public**.

![Editing workspace settings showing status options for a secondary workspace](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/404%20error%20in%20Workspace.jpg)
2. No articles are published in the workspace.
3. All articles in the workspace are hidden.

Ensure at least one article is published and visible on the Knowledge base site.