Publishing an article

Once you have drafted and reviewed an article, the final step in the content creation process is publishing the article. Publishing an article is crucial as it makes the information available to your end-users.

In Document360, publishing an article is managed through a single button in the editor. This button also handles workflow status transitions and displays the next workflow status (e.g., Review 1, Review 2, Publish) to guide you through the content review and publishing process.

NOTE

For more information on managing workflows, read the article on Managing workflow status.

Publishing from the editor

The following steps outline the process of publishing an article directly from the editor within Document360:

1. Ensure the article has passed through all assigned workflow statuses (e.g., Review 1, Review 2, etc.).

2. Click the Workflow dropdown button in the top-right corner of the editor.
   The button label displays the article’s current workflow status. To publish an article immediately, open the Workflow button and click Publish without selecting any intermediate statuses.

   A Publish confirmation dialog will appear.

3. Add a comment of up to 160 characters. This is an optional field.

4. Click Configure article settings to expand the dialog and manage additional publishing options.

5. Once ready, click Yes to publish the article.

NOTE

If the article is in a read-only workflow state, you cannot publish it directly.

Configuring the article settings

Adding tags

Add tags to improve article searchability:

1. Use Ask Eddy AI to generate tag suggestions.

2. Select from existing tags or enter them manually.

3. Remove tags by clicking the ‘x’ icon next to them.

Adding an SEO description

Enhance your article’s visibility on search engines:

1. Click Ask Eddy AI to generate an SEO description.

2. Enter a custom description if preferred.

3. Select the Exclude from external search engine results checkbox if the article shouldn’t appear in public search engines.

Adding related articles

Add Related articles to keep your readers engaged with related content, encouraging them to spend more time on your site.

• Use Ask Eddy AI for suggestions from your knowledge base.

• Manually search and add related articles.

Adding a status indicator

Add a Status indicator to your article to help users quickly identify new or updated content.

• New: A green circle displayed next to the article name in the left navigation pane indicates that the entire article is newly added.

• Updated: A yellow circle displayed next to the article name in the left navigation pane indicates that an existing article has been recently modified or updated with new or revised information.

• Custom: Manually added label by a team member.

• None: No indicator appears once the article is published.

NOTE

You can automatically update status indicators for new and updated articles by toggling on Automatically set article status from Settings () > Knowledge base site > Article settings & SEO.

Publishing articles in bulk

You can publish more than one article at the same time in Document360. Follow the steps below to publish articles in bulk:

1. Navigate to Documentation () in the left navigation bar in the Knowledge base portal.

2. Click All articles () in the left navigation pane.

3. Select the checkbox next to the articles you want to publish.

4. Click Publish from the available bulk actions.

   

TIP

To ensure you only select unpublished articles, you can use the Filter option from the top right corner.

NOTE

You can also bulk publish articles within specific categories.