Find and replace lets you search for a keyword or phrase across your project and replace it in selected articles and category pages in a single operation. You can also use it within a single article directly from the editor.
Global find and replace
Search and replace across multiple articles and category pages in your project at once.
Learn more →Find and replace in the editor
Search and replace within a single article directly from the Markdown or Advanced WYSIWYG editor.
Learn more →When to use find and replace
- A product name, feature name, or term has changed and needs to be updated across multiple articles.
- You are standardising inconsistent terminology across your knowledge base.
- You want to remove a specific word or phrase from several articles at once.
For changes within a single article only, use the in-editor find and replace tool instead of the global tool.
Global find and replace
- Navigate to Content tools () in the left navigation bar.
- Select Content management > Find and replace in the left navigation pane.
- Enter the keyword or phrase you want to search for in the Find field. A list of matching articles and category pages appears. The number of occurrences in each article is shown in the Article preview pane. To narrow results, click Filter at the top right. See Filter options below.
- Select Match whole words to avoid partial matches.
For example, replacing page with article will skip the word homepage when this option is on. Only standalone occurrences of page are replaced.
- Select the articles and category pages where you want to make the replacement. Check the box next to individual articles to select them, or check the box in the column header to select all results.
- Enter the replacement text in the Replace with field. Leave it empty to delete all instances of the search term.
The Replace button is only enabled when at least one article or category page is selected.
- Click Replace.
- In the confirmation dialog, choose the article status after replacement:
- Publish: Publish the article immediately after replacing the term.
- Draft: Save the changes as a draft for review before publishing.
- Click Apply.
To preview any article in full before replacing, click the Open article in new tab () icon near the Article preview pane.
Find and replace skips variables, snippets, glossary terms, code blocks, and hyperlinks to prevent accidental modification of structured content. Only plain text is affected.
Filter options
| Filter | Description |
|---|---|
| Workspace/Language | Filter by workspace and language. |
| Visibility | Filter by Visible or Hidden. |
| Status | Filter by New article, Draft, or Published. |
| Contributors | Filter by contributor name. Multiple selections allowed. |
| Tags | Filter by article tags. |
| Updated on | Filter by last updated date range. |
Find and replace in the editor
You can also find and replace text within a single article directly from the editor. This affects only the open article, not other articles in your project.
Markdown editor: Click the Find and replace () icon in the article header.
Advanced WYSIWYG editor: Click the More () icon in the article header and select Find and replace.
Best practices
- Use Draft status after large-scale replacements. Save changes as Draft so you can review all affected articles before they go live.
- Apply filters before selecting articles. Replacing a broad term without filtering can affect hundreds of articles unintentionally. Narrow results by workspace, status, or contributor first.
- Use Match whole words for substrings. If your search term appears inside other words, for example
loginsideloginorcatalog, enable Match whole words to avoid partial replacements. - Spot-check after a large replacement. After replacing across many articles, preview a sample in context to confirm the replacement reads naturally.
- Use the in-editor tool for single articles. For targeted changes in one article, the in-editor tool is faster and keeps the change scoped to that article only.
FAQ
Who can access Find and replace?
Find and replace is available only for users with the Editor content role, or a custom content role with the Perform Find and replace permission.
Is Find and replace case sensitive?
The Find function is not case sensitive. It matches uppercase, lowercase, and mixed-case instances. The Replace with text is applied exactly as typed, regardless of how the original text was cased.
Can I replace without entering anything in the Replace with field?
Yes. Leaving the Replace with field empty removes all occurrences of the search term from the selected articles. A warning message appears in the confirmation dialog to alert you that no replacement text was provided.
Does Find and replace affect Markdown or HTML syntax in the editor?
No. It replaces the text that appears as rendered content in the article, not the underlying Markdown or HTML syntax. For example, to replace "Set up" with "Install" in a Markdown article, enter the plain text values in the Find and Replace with fields.
Are Find and replace actions captured in Team auditing?
Yes, when performed from Content tools. Actions performed within the article editor are treated as part of the article's regular editing workflow and are not logged as a separate entry in Team auditing.