Depending on the subscription plan, you can add a certain number of workspaces for your project.

Subscription plans and workspaces

Subscription Plan knowledge base workspaces
Free 1
Standard 1
Business 1
Enterprise 1
Enterprise plus 1

Check Document360's pricing page for more information.

Adding a new project workspace

From the knowledge base portal, go to Settings -> knowledge base portal -> Localization & Workspace -> Localization & Workspace

Click the New workspace on the right, and the Add new workspace blade appears.

  1. In the Name field, enter the name of your new workspace. The term can be in your preferred language, and it can hold a maximum of 30 characters in it.,

  2. In the Slug URL, enter your preferred language. You can also change the slug later.

  3. In the Workspace status, Main workspace will be the default workspace. When you visit the knowledge base portal or site, this workspace will appear at the first instance, irrespective of the workspace order.

You can select the status of your new workspace as beta, public, or deprecated.

  • Beta: To indicate the workspace is still under process
  • Public: The workspace will be visible to all the knowledge base users
  • Deprecated: To indicate the workspace as an older and stale one
  1. In the Base workspace, you can choose
    -> a) Start a fresh workspace
    -> b) Select an existing workspace

Select an existing workspace
If you choose Select an existing workspace, and select all or specific categories (optional) you want to copy from the base workspace.

The articles from the selected categories are copied into the new workspace you create. This is optional; if no choice is made, the project automatically copies all articles.

Internal links

There are two options: New (default) and Existing.

If you select New, all the internal article links will be altered to point to the newly created workspace of the article.

For example, /v2/docs/Installation would be changed to /v3/docs/Installation)

If you select Existing, all the internal article links in the new workspace will still point to the base version's article.

Start a fresh workspace
If you want to create a new workspace with no categories or articles, choose Start a fresh workspace.

Home page themes

  • When you create a new workspace with the Start a fresh workspace option, the Default theme is configured for the home page across all the languages in the new workspace.

For example, you are creating a new workspace, "Version 6," with the Start a fresh workspace option, and the languages available are English, Arabic, and Chinese. The English, Arabic, and Chinese home page themes are configured with the Default theme.

  • When you create a new workspace with the Select an existing workspace option, the selected workspace's respective language(s) theme is configured for the language(s) in the new workspace. If you add any new language(s), the Default theme is configured for the new language(s) home page.

For example, you are creating a new workspace "v2.0" with the existing workspace "v1.0" as the base workspace, and French, English, and German are the languages available in the existing workspace "v1.0". If you add Arabian language to the window, the home page of Arabian language is configured with the Default theme. The theme of the French, English, and German languages in the new workspace "v2.0" is the same as the theme of the respective languages.

New language in the existing workspace

When you add a new language to the existing workspace, the theme of the default language in the workspace is configured for the home page of the new language.

  1. Languages: Here, the default language would be English. To add more languages, click on New language, select the required languages from the list, and click on Apply
    To choose the default language:
    Click "•••" icon next to the preferred language → Set as default
Default language

You cannot edit the default language option after creating the workspace. However, users can Add, Hide, or Delete non-default languages later.

  1. Once done, click Add at the bottom right

1_Screenvideo-Creating_a_new_project.gif

Reorder workspaces

You can reorder the different workspaces of your project as you wish. Your order is displayed to your reader when they click the select workspace dropdown in your knowledge base.

  1. From the knowledge base portal, go to Settings -> knowledge base portal → Localization & Workspaces -> Localization & Workspaces tab
  2. You can find the list of workspaces added to your project
  3. On the left of each workspace, you can find the Reorder icon
  4. Click on it, hold, drag, and drop the workspace vertically to place it in the position you prefer
  5. The workspace order is reflected in the Knowledge base portal and the Knowledge base site for the Team account. For the Reader, the workspace order is reflected only in the knowledge base site

Public workspace(s) as a menu

To access the workspace display setting, go to Settings → knowledge base portal → Localization & Workspaces → Localization & Workspaces (tab) → Display public workspace(s) as a menu (toggle)
2_Screenshot-Public_Workspace_as_menu.png

There are two version(s) of display options on your knowledge base site.

  • Toggle ON

    • The public workspace(s) can be displayed as a menu below the top bar on your knowledge base site.
  • Toggle OFF

    • This public workspace(s) dropdown can be seen on the top bar between the search and home button.

    • If only one workspace exists in your project, the workspace dropdown will not be displayed on the knowledge base site.

By default, it will be turned off.