---
title: "Create custom filters to narrow down search results"
slug: "filter-bulk-operations"
description: "Use the basic filter or create a custom filter to narrow search results. Reuse the filters next time to save time.  "
tags: ["Bulk operations", "Filter options"]
updated: 2026-04-06T09:43:30Z
published: 2026-04-06T09:43:30Z
---

> ## 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.

# Using filters in All articles page

## Accessing 'All articles' filters

To manage filters in the **All articles** feature, follow the steps below:

1. Navigate to **Documentation** (**) in the left navigation bar.
2. In the left navigation pane, navigate to **All articles** (**). The **All articles** page will appear.
3. Navigate to your project's different workspaces and languages using the dropdown in the top navigation bar.
4. Click the **All articles** dropdown to filter articles by status.
5. Use the basic filters or custom filters to narrow down the results.
6. The filters applied can be viewed at the top of the panel, and they include the following:
  1. Status
  2. Workflow status
  3. Workflow assigned to
  4. Review reminder
  5. Starred
  6. Visibility
  7. Read receipt
  8. Contributor
  9. Category
  10. Date
  11. Tags
  12. Labels

![Document360 interface displaying articles, categories, and filtering options for content management.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/All-articles-filter.png)

#### a. Status

- **All**: All articles, irrespective of the status.
- **Published**: Articles with **Published status**.
- **Unpublished**: Articles with **Unpublished status**.
- **Scheduled**: Articles that are scheduled for publishing.
- **Draft**: Articles with **Draft status**.
- **New article**: Articles with **New article** status.
- **Broken links**: Articles that have broken links based on the recent [Link validation](/help/docs/links-status).
- **Deprecated**: Articles marked as **Deprecated**in the Knowledge base site.

#### b. Workflow status

- **All**: Displays all articles, irrespective of workflow status.
- Other workflow statuses: Articles that are currently in the selected **workflow status** (for example, Draft, review, Peer review, SME review, etc.). The available options reflect the workflow statuses configured in the Workflow Designer for your project.

#### c. Workflow assigned to

- **All**: Displays all articles, irrespective of workflow status.
- **Unassigned**: Displays articles that do not have any assigned users or user groups.
- **All users**: Selects all team members in the project and displays articles assigned to any of them.
- **Specific users**: Select one or more team members to view articles currently assigned to them.

#### d. Review reminder

- **All**: All articles, irrespective of the review status.
- **Fresh**: Articles without the **Needs review** status.
- **Stale**: Articles with the **Needs review** status.

This filter is available only on Private projects.

#### e. Starred

- **All**: All articles, irrespective of the starred status.
- **Starred**: Articles with **Starred status**.
- **Not starred**: Articles without **Starred status**.

#### f. Visibility

- **All** - All the articles, irrespective of visibility status.
- **Visible** - All articles in the selected workspace/language except for hidden articles.
- **Hidden** - Hidden articles are marked with a strikethrough, meaning they are not visible on the Knowledge base site but still exist in your project.

#### g. Read receipt

- **All**: All articles, irrespective of read receipt status.
- **Enabled**: Articles with **Read receipt** enabled.
- **Disabled**: Articles with **Read receipt** disabled.

> [!NOTE]
> ** NOTE
> 
> Read receipt feature is available only for **Private** and **Mixed** projects in **KB site 2.0**. For more information, read the article on [Read receipt](/help/docs/read-receipt).

#### h. Contributor

You can search for individual contributors using the search bar and select one or more contributors from the list. The contributors are all Team accounts in the project. The default selection is **All**.

#### i. Category

You can filter articles by category or subcategory (visible when you expand the root-level category). You can choose one or more categories using this filter.

> [!NOTE]
> ** NOTE
> 
> Selecting a category will show only articles under that category. To select articles under a subcategory, pick them manually.

#### j. Date

You can filter articles based on their last **Updated date**. All articles in **Published**, **New**, **Draft**, and **Deprecated**status will appear. You can select from the preset time intervals or add custom dates. Once you choose the date, the specified time period (For example, `Jun 28, 2022` to `Jun 28, 2023`) will appear next to the selection.

- **All**
- **7 days**
- **30 days**
- **3 months**
- **1 year**
- **Custom date**

#### k. Tags

You can search for individual tags using the search bar and select one or more tags from the list. The default selection is **All tags** and **None** (articles with no tag association).

#### l. Labels

You can search for individual labels using the search bar and select one or more labels from the list. The default selection is **All labels** and **None** (articles with no label association).

---

### Custom filter

You can save a custom filter in **All articles** that you can reuse. For example**,** you can create a custom filter for your documentation team members with a specific date range and status indicator.

Saved custom filters can be accessed using the expand arrow to the right of the **Filter** button.

#### Saving a custom filter

1. Navigate to **Documentation** (**) in the left navigation bar.
2. In the left navigation pane, navigate to **All articles** (**). The **All articles** page will appear.
3. Click the **Filter** dropdown, choose the desired filter, and click **Apply**.

The applied filters are visible at the top of the list.
4. Click **Save filter**.
5. The **Save filter** panel will appear.
6. Type the intended **Filter name** (up to 30 characters).
7. Turn on the **Share filter with team members** toggle if you want the filter to be available to other team accounts. (If the toggle is not enabled, the custom filter can only be used by you).
8. Once done, click **Save**.

![User interface showing article management with options to save filters and categories.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Saving-custom-filter.png)

#### Deleting a custom filter

1. Click the expand arrow (**) icon near the **Filter** button.
2. Hover over the desired custom filter and click the **Delete** (**) icon.
3. Click **Yes**in the confirmation prompt.

> [!NOTE]
> ** NOTE
> 
> - Once a custom filter is saved, you cannot edit it. After deleting a custom filter, you cannot revert back.
> - Only the user that created the custom filter can delete it, even if the filter is shared with others using the **Share filter with your team** toggle.

![Document360 interface showing article categories, filters, and article statuses for management.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Deleting-custom-filter.png)

---

## Clear filters

You can clear the applied filter in three ways:

1. Click **Clear all** at the top of the panel.
2. Navigate to the **Filter** dropdown and click **Clear**.
3. To remove an individual filter, click the **X** next to the applied filter visible above the articles list section.

![Document360 interface showing article management with filter options and article statuses.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Clear-filters.png)

---

### FAQ

#### What filters can I apply to narrow down the articles?

In the All articles section, you can apply filters such as Status, Review reminder, Starred, Visibility, Read receipt, Contributor, Category, Date, and Tags.

#### Can I save a custom filter for future use?

Yes, you can save a custom filter in **All articles** that you can reuse later.

#### What should I do if I want to clear all applied filters?

You can clear all applied filters by clicking **Clear all** at the top of the panel or using the Filter dropdown.

#### Why is the Read receipt feature not available in my project?

The Read receipt feature is available only for **Private**and **Mixed**projects in KB site 2.0.

## Related

- [Export All articles list](/export-bulk-operations.md)