--- title: "Downloading category and article in KB site" slug: "downloading-category-and-article-in-kb-site" description: "This feature allows you to generate and export entire categories and articles into PDFs, choosing appropriate templates for customization." updated: 2026-05-30T09:30:01Z published: 2026-05-30T09:30:01Z --- > ## 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. # Downloading category and article in KB site Downloading articles individually can be time-consuming and cumbersome. This feature allows you to generate and export entire categories and articles into PDFs, choosing appropriate templates for customization. Users can access these tailored PDF templates directly from the Knowledge Base site, making the process more efficient and user-friendly. > [!TIP] > ** For your information (FYI) > > This feature is available exclusively for private projects and logged in users of mixed (both publish & private) projects in KB site 2.0. --- ## Enabling PDF download and template selection Follow these steps to enable PDF downloads and choose a template in the Knowledge base portal: 1. Navigate to **Settings** (**) > **Knowledge base site** in the left navigation bar in the **Knowledge base portal**. 2. In the left navigation pane, navigate to **A****rticle settings & SEO******>******Article settings**. 3. Turn on the **Show download as PDF button** toggle. By default, this option is enabled. 4. Selecting the **Allow users to choose PDF template while exporting** checkbox enables you to choose your PDF template during the export process. > [!NOTE] > **** NOTE** > > To create or manage the PDF templates, go to **Content tools** > **Export articles** and select the **PDF template**section. ![Settings for article features including PDF download and sharing options highlighted.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/show download as pdf toggle(1).png) --- ## Downloading categories and articles To download categories and articles in the Knowledge base site: 1. Navigate to the desired category and click the **More******(**) icon in the Category & Articles pane. 2. Click **Export PDF**. 3. The **Export Articles** panel, select the desired subcategories and articles, and choose the appropriate template from the PDF templates dropdown. If no template is selected, the default template will be used. 4. Click **Export PDF**. > [!NOTE] > ** NOTE > > - Customization added to the knowledge base site will not be reflected in the PDF downloaded. > - In Mixed knowledge bases, logged-in readers can export both public and private articles in single or bulk. Public (non-logged-in) readers can export only individual articles. ![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Export%20PDF%20preview.gif) --- ## Download exported PDF - Based on the selected categories, articles, and chosen templates, the PDF will be downloaded. - If only one article is chosen, it will be downloaded instantly. If more than one article is selected, the PDF will be available in two ways: - The PDF will also appear in the Notifications section of your knowledge base site, where you can download it directly in the browser. - A downloadable link will be sent to your email. ![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image(150).png) To access your exported PDF: 1. Click the **Notification**(🔔) icon on the knowledge base site. 2. In the notification popup, click **"Your exported files are now available for download!"** to go to the Notifications section. The notification bell displays a count of your unread downloads, which is updated as you view them. You can also use the available filters in the Notifications section to manage and narrow down your notifications. The notification shows you: - The workspace and language the PDF was exported from - The date it was exported - How long the download link is valid > [!NOTE] > **** NOTE** > > The download link expires after 30 days and is then removed automatically. This feature is available only for private and mixed logged-in readers in knowledge base sites where PDF export is enabled. --- ### FAQ #### What happens if my download exceeds the 500 MB limit? By default, all plans have a daily download limit of 500 MB. This limit is shared collectively across all users of the knowledge base, and is not a per-user limit. If the total download size across all users exceeds 500 MB in a day, further downloads will be restricted for all users for 24 hours. For example, if multiple readers download PDFs and the combined total reaches 500 MB on April 9, 2024, at 9:20 PM, no further downloads will be possible until April 10, 2024, at 9:20 PM. KB PDF download quota add-ons can be purchased to increase the download capacity for all plans. NOTE: If you have purchased a KB PDF download quota add-on (for example, 2 GB), the higher limit applies collectively across all users instead of the default 500 MB. #### How can I increase my download capacity? If you need additional download capacity beyond your daily limit, you can purchase **KB PDF download quota**add-ons from the billing section. #### How to download multiple articles at once from the Knowledge base site? In Document360, you can allow readers to export multiple articles in a single instance directly from the Knowledge base site. To enable this feature: 1. Navigate to **Settings** (**) in the left navigation bar****in the Knowledge base portal. 2. In the left navigation pane, navigate to **Knowledge base site** > **Article settings & SEO**. The **Article settings******page will appear by default. 3. Expand the **Article header** accordion and enable the **Show download as PDF button** toggle. > [!NOTE] > ** NOTE > > This feature is available for private projects and for logged-in readers of mixed (both public & private) projects. To download multiple articles from the Knowledge base site: 1. Go to the **Knowledge base site** and navigate to the desired category. 2. Hover over the category name and click the **More**(**) icon. 3. Select **Export PDF**. 4. In the **Export articles** dialog: 1. Select the articles you want to include in the download. 2. Choose a **PDF template** from the dropdown. 3. Click **Export PDF** to download all selected articles in one PDF. #### Is it possible to localize or customize the text in the Export PDF option in the knowledge base site? Yes. You can localize or customize the text displayed in the Export PDF option using the [**Localization variables**](/help/docs/localization-variables) feature. This allows you to translate the default text into other languages. To update this text, 1. Navigate to **Settings** (**) > **Knowledge base portal** in the left navigation bar****in the Knowledge base portal. 2. In the left navigation pane, navigate to******Workspace & localization**. 3. In the **Localization variables** tab, expand the **Export PDF** accordion. You can update elements such as *PDF downloaded successfully*, *Preparing your PDF for download*, and *Export PDF*. > [!NOTE] > ** NOTE > > By default, the system localizes variables to the respective language. 4. Click **Save**.