{{snippet.All plans supported - New}}

Articles are the foundation of a knowledge base. Managing them effectively ensures that your documentation remains organized, user-friendly, and up-to-date. Document360 offers a range of options for creating, editing, and organizing articles to suit diverse needs.

Imagine you're managing a large knowledge base with multiple contributors and a wide audience. You need tools to create, edit, and organize articles efficiently while maintaining consistency and accuracy. Document360 simplifies this process with intuitive methods for article management.

Creating an article

The most important building block of any knowledge base is the information it contains. As a Document360 user, you can add this information in the form of articles. Articles are usually grouped into user-defined categories, based on the information they contain.

While you can create articles from a template or import an article from another source, creating an article from scratch is the most common article creation process.

NOTE
Article soft limits by plan:
Professional: 5,000 articles/workspace
Business: 5,000 articles/workspace
Enterprise: 10,000 articles/workspace
For the best experience, we recommend maintaining articles within these soft limits. If you need a higher limit, contact support@document360.com.

There are five methods to create an article in the Knowledge base portal:

Method 1: Using the {{variable.Create}} button on the top navigation bar
Method 2: Using the Flywheel () icon
Method 3: Using the {{variable.More}} () icon in the {{variable.Categories n articles}} pane
Method 4: Using the Create article button in the Folder/Index type category
Method 5: Using the Create article button from the Overview page

Method 1

Method 2

Method 3

Method 4

Method 5

To create an article using the {{variable.Create}} button on the top navigation bar:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Click the {{variable.Create}} dropdown and select Article > Blank.
The {{variable.Create new article}} dialog will appear.
Enter a Title for the new article.
In the Category dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.
NOTE
While creating an article, click + Create category to add a new category and place the article in it.
Expand the Advanced section and select your preferred editor type: Advanced WYSIWYG editor or Markdown.
NOTE
The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
Click {{variable.Create}} to add the article.

Document360 interface showing article creation option in the top navigation bar.

To create an article using the Flywheel () icon:
Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over just below the desired article, and click the Flywheel () icon.
Click Article > Blank.
The {{variable.Create new article}} dialog will appear.
Enter a Title for the new article.
In the Category dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.
NOTE
While creating an article, click + Create category to add a new category and place the article in it.
Expand the Advanced section and select your preferred editor type: Advanced WYSIWYG editor or Markdown.
NOTE
The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
Click {{variable.Create}} to add the article.

Document360 interface shows how to add a new article from the flywheel icon from the categories & articles pane

To create an article using the More () icon in the {{variable.Categories n articles}} pane:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired category in the {{variable.Categories n articles}} pane, and click the {{variable.More}} () icon.
Click Article and select Blank.
The {{variable.Create new article}} dialog will appear.
Enter a Title for the new article.
In the Category dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.
NOTE
While creating an article, click + Create category to add a new category and place the article in it.
Expand the Advanced section and select your preferred editor type: Advanced WYSIWYG editor or Markdown.

NOTE
The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.

Click {{variable.Create}} to add the article.

Menu options for creating articles in Document360 workspace interface.

To create an article using the {{variable.Create}} button in a Folder/Index type category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Click the desired Folder/Index type category.
Click Create article (on the right side of the category page) or click the dropdown and select Article > Blank.
The {{variable.Create new article}} dialog will appear.
Enter a Title for the new article.
In the Category dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.
NOTE
While creating an article, click + Create category to add a new category and place the article in it.
Expand the Advanced section and select your preferred editor type: Advanced WYSIWYG editor or Markdown.
NOTE
The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
Click {{variable.Create}} to add the article.

Document360 interface showing article creation options from the Create button in the index/folder type category

To create an article from the Overview page:

Navigate to the Overview page () in your Knowledge base portal.
In the Document section, click Create article.
The {{variable.Create new article}} dialog will appear.
Enter a Title for the new article.
In the Category dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge base site once the article is published.
NOTE
While creating an article, click + Create Category to add a new category and place the article in it.
Expand the Advanced section and select your preferred editor type: Advanced WYSIWYG editor or Markdown.

NOTE
The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.

Click {{variable.Create}} to add the article.

Creating an article from the Dashboard.

Creating an article in Document360

NOTE
To create and write an article using Eddy AI, refer to the article on AI writing agent.

Creating article from template

In Document360, you can create, save, and reuse any article as a template for future articles. When you create a new article using a template, it automatically imports all predefined properties and formatting, saving you time and ensuring consistency across your knowledge base.

Imagine you're managing a knowledge base for a software product with a standard troubleshooting format. Instead of recreating the same structure every time, you can use a saved template to maintain consistency and reduce effort, allowing you to focus on customizing the content.

You can create an article from the template using four methods:

Method 1: Using the Flywheel () icon
Method 2: Using the {{variable.More}} () option in the {{variable.Categories n articles}} pane
Method 3: Using the {{variable.Create}} button on the top navigation bar
Method 4: Using the Pick a template option

Method 1

Method 2

Method 3

Method 4

Use the Flywheel () icon in the {{variable.Categories n articles}} pane to quickly create an article from a template:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over just below the desired article in the {{variable.Categories n articles}} pane and click the Flywheel () icon.
Select Article > From template.
The {{variable.Article from template}} dialog will appear.
Choose a template from the list, and you can preview the template content in the right-side pane.
Enter the desired article name in the Title field, and choose the appropriate category in the Location field.
Click Use this template.

Document360 interface showing article creation options and status indicators for articles.

Use the {{variable.More}} () icon in a specific category to create an article from a template:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
In the {{variable.Categories n articles}} pane, hover over the desired category.
Click {{variable.More}} () > Article > {{variable.From template}}.
The {{variable.Article from template}} dialog will appear.
Choose a template from the list, and you can preview the template content in the right-side pane.
Enter the desired article name in the Title field, and choose the appropriate category in the Location field.
Click Use this template.

Document360 interface shows how to create an article from template

To create an article from a template using the {{variable.Create}} button on the top navigation bar:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Click the {{variable.Create}} dropdown and select Article > {{variable.From template}}.
The {{variable.Article from template}} dialog will appear.
Choose a template from the list, and you can preview the template content in the right-side pane.
Enter the desired article name in the Title field, and choose the appropriate category in the Location field.
Click Use this template.

Creating an article from a template in the Document360 interface.

Start with an empty article in the Advanced WYSIWYG editor and pick a template to structure your content effort:

Navigate to the desired article in the Advanced WYSIWYG editor.
If the article is empty, the Pick a template option will appear.
Click Pick a template.
The {{variable.Article from template}} dialog will appear.
Select a template from the list and preview its content in the right-side pane.
You can search for templates using the Template name field.
Click Use this template to structure your article with pre-defined content.

Creating an article from a template in the Advanced WYDIWYG editor

NOTE
The article's name and slug will automatically populate using the template's title.

Template selection for a troubleshooting guide with various fields and options displayed.

NOTE
If you want to add, manage, or change any existing template, you can navigate to the Templates overview page by clicking on the Go to manage templates above the list of templates in the {{variable.Article from template}} dialog.
For more information, read the article on Templates.

Editing an article

Editing a published article is essential for maintaining up-to-date and accurate content in your Knowledge base. When an article is published, the following changes occur:

Your article will appear on your {{glossary.Knowledge base site}} for readers.
The article's status changes from Draft to Published in the {{glossary.Knowledge base portal}}

When you select a published article, you'll notice the editor displays only the live version, not the editing pane.

To edit the published article:

Navigate to the desired editor and click the {{variable.Edit}} button in the top-right corner.
The Article status at the top of the editor changes to Draft.
Make the necessary changes to the article content.
Once the changes are complete, click {{variable.Publish}} to republish the updated article to your Knowledge base site.

When you publish an edited article, the updated version automatically replaces the previously published version in your Knowledge base.

Document360 interface shows how to edit the article from the published state

Markdown view of a published article

If you've published an article using the Markdown editor, you can view the Markdown formatting without creating a new version of the article.

Navigate to any published article in the Markdown editor.
Click {{variable.More}} () on the top right and select {{variable.View markdown}}.
Once done, click {{variable.Close markdown}}.

Accessing the Markdown view of the published article in the Knowledge base portal.

Locking an article

When you or another team member actively edits an article, it is automatically locked to prevent other contributors from making simultaneous changes that could lead to conflicts or content overwrites.

This feature is useful when multiple team members collaborate on a single article. Once you finish editing, you can unlock the article to allow others to make changes.

An article is unlocked when:

There is no activity for 15 minutes.
You click the Lock () icon and select Unlock.
You navigate to another article or page within the Knowledge base portal.

Document360 shows how to unlock an article from the editor.

Deleting an article

There are five ways to delete an article in the Knowledge base portal:

Method 1: Using the {{variable.More}} () icon in the {{variable.Categories n articles}} pane.
Method 2: Using the {{variable.More}} () icon in the desired article.
Method 3: Deleting multiple articles in the Folder/Index category.
Method 4: Deleting a specific article in the Folder/Index category.
Method 5: Deleting multiple articles in the {{variable.All articles}} () section.

Various methods are used to delete the articles in the knowledge base portal.

Method 1

Method 2

Method 3

Method 4

Method 5

To delete a specific article from the {{variable.Categories n articles}} section:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired article in the {{variable.Categories n articles}} pane.
Click the {{variable.More}} () icon and select {{variable.Delete}} ().
Click {{variable.Yes}} in the {{variable.Delete confirmation}} dialog.

To delete an article while editing it:

In the desired article, click the {{variable.More}} () icon and select {{variable.Delete}} ().
Click {{variable.Yes}} in the {{variable.Delete confirmation}} dialog.

To delete multiple articles within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Select the checkboxes for the appropriate articles.
Click {{variable.Delete}} ().
Click {{variable.Yes}} in the {{variable.Delete confirmation}} dialog.

To delete a specific article within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Hover over the desired article, click the {{variable.More}} () icon, and select {{variable.Delete}} ().
Click {{variable.Yes}} in the {{variable.Delete confirmation}} dialog.

To delete multiple articles in the All articles () section:

Navigate to {{variable.Documentation}} () > {{variable.All articles}} () on top of the {{variable.Categories n articles}} pane.
The {{variable.All articles}} page will appear. If required, use the filter options to narrow down the articles.
Select the desired articles and select {{variable.Delete}} ().
Click {{variable.Yes}} in the {{variable.Delete confirmation}} dialog.

NOTE
For more information, read the article on All articles.

Hiding and unhiding an article

In Document360, you can hide an article within the documentation editor to restrict access to team accounts only. Hidden articles are indicated by a strikethrough in the Knowledge base portal.

For instance, if you want your sales team to access an article containing pricing details but don't want that article visible to customers, you can hide it so that it won't appear in your public documentation.

There are four ways to hide or unhide an article in the Knowledge base portal:

Method 1: Using the {{variable.More}} () icon in the {{variable.Categories n articles}} pane.
Method 2: Hiding/Unhiding multiple articles in the Folder/Index category.
Method 3: Hiding/Unhiding a specific article in the Folder/Index category.
Method 4: Hiding/Unhiding multiple articles in the {{variable.All articles}} () section.

Hiding and unhiding articles in the Knowledge base portal

Method 1

Method 2

Method 3

Method 4

To hide/unhide a specific category from the {{variable.Categories n articles}} section:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired category in the {{variable.Categories n articles}} pane.
Click the {{variable.More}} () icon and select Hide ().
To Unhide, click the Unhide () icon.

To hide/unhide multiple articles within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Select the checkboxes for the appropriate articles.
Click {{variable.Hide}} ().
To Unhide, click the {{variable.Unhide}} () icon.

To hide/unhide a specific article within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Hover over the desired article.
Click the {{variable.More}} () icon and select {{variable.Hide}} ().
To Unhide, click the {{variable.Unhide}} () icon.

To hide multiple articles in the All articles () section:

Navigate to {{variable.Documentation}} () > {{variable.All articles}} () on top of the {{variable.Categories n articles}} pane.
The {{variable.All articles}} page will appear. If required, use the filter options to narrow down the articles.
Select the desired articles and click {{variable.Hide}} ().
To Unhide, click the Show () icon.

NOTE
For more information, read the article on All articles.

Renaming an article

To rename an article, follow the steps below:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired article and click the article name to edit it:
1. In the Advanced WYSIWYG editor, the article name appears at the top of the article content.
2. In the Markdown and WYSIWYG editors, the article name appears in the article header
Alternatively, hover over the desired article in the {{variable.Categories n articles}} pane, click the More () icon, and select Rename.
Enter the new article name.

Document360 interface showing how to rename an article

Moving an article

You can move an article across workspaces. There are five ways to move an article in the Knowledge base portal:

Method 1: Using the drag and drop () icon in the {{variable.Categories n articles}} pane.
Method 2: Using the {{variable.More}} () icon in the {{variable.Categories n articles}} pane.
Method 3: Moving multiple articles in the Folder/Index category.
Method 4: Moving a specific article in the Folder/Index category.
Method 5: Moving multiple articles in the {{variable.All articles}} () section.

Moving and reordering the articles in the knowledge base portal.

Method 1

Method 2

Method 3

Method 4

Method 5

To move an article using the drag and drop () icon in the {{variable.Categories n articles}} pane:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired category.
The drag and drop () icon will appear.
Hold and drag the category to the appropriate location.

From the {{variable.Categories n articles}} pane, you can move an article within or across workspaces:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired article in the left navigation pane.
The {{variable.More}} () icon will appear.
Click the {{variable.More}} () icon and select the {{variable.Move}} () icon.
In the Move article panel, perform the following:
- Workspace: Select the desired workspace from the dropdown.
- Category: Select an existing category from the selected workspace.
- Auto update referenced links: Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
Click {{variable.Move}}.

To move multiple articles within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Select the checkboxes for the appropriate articles.
Click the {{variable.Move}} () icon.
In the Move article panel, perform the following:
1. Workspace: Select the desired workspace from the dropdown.
2. Category: Select an existing category from the selected workspace.
3. Auto update referenced links: Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
Click {{variable.Move}}.

To move a specific article within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category and hover over the desired article.
The {{variable.More}} () icon will appear.
Click the {{variable.More}} () icon and click the {{variable.Move}} () icon.
In the Move article dialog, perform the following:
1. Workspace: Select the desired workspace from the dropdown.
2. Category: Select an existing category from the selected workspace.
3. Auto update referenced links: Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
Click {{variable.Move}}.

To move multiple articles in the {{variable.All articles}} () section:

Navigate to {{variable.Documentation}} () > {{variable.All articles}} () on top of the {{variable.Categories n articles}} pane.
The {{variable.All articles}} page will appear. If required, use the filter options to narrow down the articles.
Select the desired articles and click the {{variable.Move}} to() icon.
In the Move article panel, perform the following:
1. Workspace: Select the desired workspace from the dropdown.
2. Category: Select an existing category from the selected workspace.
3. Auto update referenced links: Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
Click {{variable.Move}}.

NOTE
When moving articles, security restrictions will be applied based on the destination workspaces and categories.

Replicating an article

The Replicate article feature allows you to display a single article across multiple categories and workspaces. Replicating articles streamlines content organization and accessibility, enhancing the user experience and improving knowledge base management.

You can replicate an article in three ways:

Method 1: Replicating from the Folder/Index category
Method 2: Replicating from the {{variable.Categories n articles}} pane
Method 3: Replicating from the Editor

Method 1

Method 2

Method 3

To replicate a specific article within a Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category and hover over the article.
The {{variable.More}} () icon will appear.
Click {{variable.More}} () and select {{variable.Replicate}} ().
In the Replicate article dialog, perform the following:
- Workspace: Select the desired workspace from the dropdown.
- Category: Select an existing category from the selected workspace.
Click {{variable.Replicate}}.

Document60 interface shows how to replicate an article from the categories and article pane.

To replicate an article from the {{variable.Categories n articles}} section:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired article in the {{variable.Categories n articles}} pane.
Click {{variable.More}} () and select {{variable.Replicate}} ().
In the Replicate article dialog, perform the following:
- Workspace: Select the desired workspace from the dropdown.
- Category: Select an existing category from the selected workspace.
Click {{variable.Replicate}}.

The Document360 interface shows how to replicate articles from the index/folder type category.

To replicate an article from the editor:

Navigate to the desired article in the Knowledge base portal.
Click the {{variable.More}} () icon on the top right and select {{variable.Replicate}} ().
In the Replicate article dialog, perform the following:
- Workspace: Select the desired workspace from the dropdown.
- Category: Select an existing category from the selected workspace.
Click {{variable.Replicate}}.

Document360 interface shows how to replicate an article from the editor more options

Document360 interface showing article replication options.

Cloning an article

Clone articles are exact copies of the content created as new articles. You can clone articles within or across workspaces.

There are two methods to clone an article in the Knowledge base portal:

Method 1: Using the {{variable.More}} () icon in the {{variable.Categories n articles}} pane.
Method 2: Cloning a specific article within a Folder/Index category.

Various methods of cloning articles in the KNowledge base portal.

Method 1

Method 2

From the {{variable.Categories n articles}} pane, you can clone an article within or across workspaces:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Hover over the desired article in the left navigation pane.
The {{variable.More}} () icon will appear.
Click the {{variable.More}} () icon and select the {{variable.Clone}} () icon.
In the Clone article dialog, perform the following:
1. Name: Enter the name for the cloning article.
2. Workspace: Select the desired workspace from the dropdown. Click Reset to assign it under the main workspace.
3. Category: Select an existing category from the selected workspace.
4. Cross-references: Select Update to cloned if you want hyperlinks to automatically navigate to the cloned article whether it is within the same workspace or across workspaces. Select Retain original if you prefer the hyperlinks to navigate to the original article. If the hyperlinked article is not cloned and you choose Update to cloned which is the default selection, the hyperlink will still point to the original version of the article.
Click {{variable.Clone}}.

To move a specific article within a specific Folder/Index category:

Navigate to {{variable.Documentation}} () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Hover over the desired article.
Click the {{variable.More}} () icon and select the {{variable.Clone}} () icon.
In the Clone article dialog, perform the following:
1. Name: Enter the name for the cloning article.
2. Workspace: Select the desired workspace from the dropdown. Click Reset to assign it under the main workspace.
3. Category: Select an existing category from the selected workspace.
4. Cross-references: Select Update to cloned if you want hyperlinks to automatically navigate to the cloned article whether it is within the same workspace or across workspaces. Select Retain original if you prefer the hyperlinks to navigate to the original article. If the hyperlinked article is not cloned and you choose Update to cloned which is the default selection, the hyperlink will still point to the original version of the article.
Click {{variable.Clone}}.

Cloning an article in Document360 with workspace and category selection options displayed.

NOTE
When moving articles, the Security restrictions will be applied based on the destination workspaces and categories.

Starring an article

If you frequently use certain articles in your documentation, you can move them to the Starred section for quick access. This feature works like a favourites list and is available only in the Knowledge base portal.

NOTE
When you star an article, any of its replicated versions will also be auto-starred.

Method 1: From the article editor

Method 2: From Folder/Index category

Method 1

Method 2

You can star an article from the article editor:

Navigate to the desired article in the Knowledge base portal.
Click the Add to starred () icon at the article header.

Document360 interface showing starring an article from the article editor header.

You can star an article from the Folder/Index categories:

Hover over the article listed under a folder or index-type category.
Click the Add to starred () icon that appears next to the article name.

Overview of articles in the Getting Started categories illustrating how to star an article within the Index/folder category.

Accessing Starred articles

To view your Starred articles:

Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Click the Starred () icon section in the left secondary navigation panel.
To remove an article from this list, select it and click Remove from starred at the top.
You can also view your starred articles in the Overview page for quick access.
Hover over the icon in the left navigation bar and select Starred ().
NOTE
- Only the categories and articles you star will appear on your Starred page, while those starred before September 2025 remain visible to all team members.
- For more information, read the article on Starred page.

Document360 interface showing starred articles and options for managing content.

Troubleshooting

Article limit reached

Error: documentation.categoriesAndArticles.maxArticlesCountReached and documentation.categoriesAndArticles.articleLimitExceedsPerCategory

These errors occur when the article limit for a category or project has been exceeded. It commonly happens in the following scenarios:

Creating a large number of articles within a category or project that exceeds the allowed limit.
Bulk importing a significant number of articles into a category.
Adding a page type subcategory within another category.

Steps to resolve

Check if the error occurs across all categories in your workspace.
In Document360, the maximum number of articles per category and per project depends on your plan.
If your workspace has exceeded its limit, reduce the number of articles in a category or upgrade your plan if needed.

Internal data

Keeping this information in a private note since we have decided not to expose the limitations to the public.

Category limits

Professional, Business, and Enterprise plans: Up to 100 articles per category.

Project Limits

Professional & Business plans: Up to 5,000 articles per workspace.
Enterprise plan: Up to 10,000 articles per workspace.

{{snippet.Contact Document360 support}}

Overview of document categories and articles with highlighted error message that indicates the article creation limit is reached.

FAQ

What is the character limit for article titles?

The character limit for article titles is 150 characters, including spaces. Icons and the following special characters are not allowed: $, %, *, {, }, ", <, and >.

What are the best practices for creating an article title and URL slug?

When creating an article title, remember that the URL slug is derived from the title. Document360 automatically separates words with hyphens and removes special characters/punctuation in the slug. Further updates to the URL slug can be made later.

What happens after I create a new article from a template?

Your article will be added to the respective category/subcategory with a New article status indicator (light-blue dot).

Do I need to save my content frequently?

No, Document360 automatically saves your content every 5 seconds. You can also save manually using Ctrl+S (Windows) or Cmd+S (Mac).

What happens after an article is published?

After an article is published, it will appear in your Knowledge base site for readers, and its status will be updated from Draft to Published in the Knowledge base portal.

How can I identify the published status of an article?

The published status of an article is indicated by a colored dot next to the article name:

Light blue dot: A new article that is not yet published.
Light green dot: The article is published.

What happens when I publish an edited article?

When you publish an edited article, the edited version replaces the previously published version in your Knowledge base.

How can I edit a published article?

To edit a published article, click the Edit button at the top right of the editor. This will change the article status back to Draft, allowing you to make changes.

Is the 'Edit article' option available for all readers in the Knowledge base site?

No, the 'Edit article' option is only available for logged-in team accounts on the Knowledge base site.

Why doesn't the article name change reflect on the Knowledge base site?

If the article is in Draft status, the change in the article name doesn't reflect immediately on the site. The article's name change will only be reflected after it is published.
If the article is in Published status, the change in the article name will reflect immediately on the Knowledge base site.

What happens when an article is locked because a user is editing it, and how can it be released?

In Document360, when a user begins editing an article, the article is locked, preventing others from making changes. This lock is automatically released 15 minutes after the user stops editing, at which point the article becomes available for other users to edit.

If you need to unlock it before that time, the user editing the article can manually click the Unlock () icon at the top of the article, near the preview.

What should I do if I cannot access an article or see recent updates?

If you’re having trouble accessing an article or viewing recent updates, try the following steps:

Refresh the page.
Ensure the article title or link is correct.
Clear your browser cache and cookies, then try again.
If the article was recently published or updated, allow a few moments for the changes to reflect.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: Contact Document360 Support

Why am I getting 404 errors when trying to access articles other than the homepage or the first article? How do I resolve it?

This issue typically occurs due to incorrect slug configuration or folder name changes in the subfolder hosting page. Follow these steps to resolve the issue:

Verify article slugs: Ensure the slugs for your articles are correctly configured. For example, the first article might load using the slug /docs, but other articles may require a different slug, such as /help. In such cases, make sure all the slugs are consistent.
Check subfolder settings: Navigate to the subfolder hosting page and confirm if the /docs folder has been renamed or altered. If it has been renamed, update it back to docs to maintain consistency.
Test access: After correcting the folder name, try accessing the articles again to confirm the issue is resolved.
Clear cache and perform a hard refresh:
a. Right-click anywhere on the page and select Inspect to open the developer tools menu.
b. Right-click the browser's reload button and choose Hard reload or Empty cache and Hard reload.

{{snippet.Contact Document360 support}}

Provide the following details:

Screenshots or video recordings of the subfolder hosting page.
Information about any recent changes to your website or system settings.
An exported CSV file from the article redirect rule feature.

Can I move articles from one project to another?

The inbuilt move functionality to move articles from one project to another is currently unavailable. As a workaround, when transferring multiple articles, use the export feature to save the articles along with all media files from the original project, then import them into the new project. Alternatively, you can manually copy and paste content from articles in one project to another. As a best practice, upload images from the original article to the drive of the new project and then insert them into the new article.

What happens to the links and references within an article when it is moved to a new category or workspace?

When you move an article to a new category or workspace, all internal links and references within the article will be updated automatically to reflect the new location. This ensures that all links and references remain functional.

Are there any security restrictions when moving articles across workspaces?

Yes, security restrictions will apply based on the destination workspace and category. Ensure that you have the appropriate permissions to move articles to the target workspace and category.

Can I clone and replicate articles across different workspaces?

Yes, you can clone and replicate articles within or across workspaces.

What happens if I delete the source article of a replicated article?

If the source article is deleted, the replicated articles will also be removed from their respective categories.

Is there a limit to the number of times an article can be replicated or cloned?

Document360 does not limit the number of times you can replicate or clone articles, allowing flexibility in content management.

What is a hidden article?

A hidden article will not be listed in the Knowledge base site and cannot be accessed through the direct link, but will appear in the Knowledge base portal for internal use.

How can I hide a single article?

To hide a single article, navigate to Documentation () in the Knowledge base portal, hover over the desired article, click on the More () icon, and select Hide.

Can I hide multiple articles at once?

Yes, you can hide multiple articles at once by navigating to the All articles () section in Documentation (), selecting the desired articles, and clicking the Hide option at the top of the pane.

Will hidden articles appear in search results?

No, hidden articles are excluded from search results.

How can I hide an article from the Knowledge base site while still allowing access via its URL?

To hide an article while maintaining access through its URL, follow these steps:

Navigate to {{variable.Settings}} () > {{variable.Knowledge base site}} > {{variable.Customize site}}.
Click on Custom CSS & JavaScript.
Paste the following code in the JavaScript tab:

$(document).ready(function() {
    $('a[href="SLUG NAME"]').parent().css({"display": "none"});
    $('a[href="SLUG NAME"]').parent().css({"display": "none"});
});

Click Save.

How do I restore my deleted articles?

You can restore your deleted articles from the Recycle bin. The deleted articles will remain in the Recycle bin for 30 days. For more information, read the article on Recycle bin.

Can we archive articles in Document360?

Document360 does not currently have a built-in archive feature. However, there are a few effective workarounds to help you manage and store older or hidden articles:

1. Create an "Archive" category
You can create a category named Archive and move all hidden or outdated articles into it. To keep it out of public view, you can hide the entire category. This way, the content stays organized and accessible internally.

2. Use a private workspace
Create a separate private workspace and clone or move hidden articles there. This workspace can serve as a dedicated internal archive.

3. Export the articles
Export hidden articles in PDF or HTML format and store them externally for future reference.

Can I nest an article under another article?

No, an article cannot be nested or created under another article. An article can only be nested under a category (Folder, Index, Page).

Can I change an article to a category?

No, the type of an article cannot be changed once it has been created. If you need to convert an article into a category, you will have to create a new Page category and copy paste the article content into it.