Manage workspace

Once your workspaces are set up, you can edit their settings, control how they appear on your Knowledge base site, and manage them as your documentation evolves. This article covers editing names and status, customizing the workspace label, and controlling how readers navigate between workspaces.

Why manage your workspaces?

Your documentation needs will change over time. Products get renamed, new versions are released, and your audience may evolve. Workspace management lets you keep your knowledge base accurate, well-organized, and consistent without disrupting readers.

Common reasons to manage a workspace:

• Rename or rebrand: When a product or version name changes, update the workspace name and label to stay consistent with your current terminology.
• Adjust visibility: Move a workspace from Beta to Public when it's ready to go live, or set it to Deprecated when content is outdated but still worth retaining.
• Customize for your team: Rename the "Workspace" label to "Version," "Release," or "Edition" so the portal UI matches your team's internal language.
• Control reader navigation: Configure how readers are redirected when switching between workspaces to give them the most relevant experience.
• Keep structure tidy: Reorder workspaces so the most relevant one appears first in the site dropdown, and delete workspaces that are no longer needed.

Edit a workspace

You can update a workspace's name, URL, status, and languages at any time.

1. Navigate to Settings () > Knowledge base portal in the left navigation bar.
2. In the left navigation pane, select Workspace & localization ().
3. Hover over the workspace you want to edit. Three icons appear on the right:
   • Languages () — Opens the language settings for the workspace directly. Use this to quickly add or remove languages without opening the full edit panel.
   • Edit () — Opens the full edit panel where you can update the workspace name, URL, status, and languages.
   • Delete () — Deletes the workspace.
4. To edit workspace details, click the Edit () icon. In the Edit workspace panel, update any of the following:
   • Workspace name
   • Workspace URL
   • Workspace status
   • Languages, add or remove languages as needed
5. Click Update to save your changes.

Reorder workspaces

The order of workspaces on the Workspace & localization page controls how they appear in the workspace dropdown on your Knowledge base site.

To reorder workspaces, hold and drag the Reorder () handle next to the workspace name and move it to the desired position.

Delete a workspace

1. On the Workspace & localization page, hover over the workspace you want to delete.
2. Click the Delete () icon on the right.

Purchase additional workspaces

If you need more workspaces than your current plan allows, you can purchase additional ones directly from the Workspace & localization page.

1. Navigate to Settings () > Knowledge base portal > Workspace & localization ().
2. Click Buy more on the right side of the screen.
3. In the Purchase add-on panel, add or remove workspaces. The corresponding cost is displayed as Amount due.
4. Click Confirm Payment to proceed. Once the payment is processed, the additional workspaces are added to your project.
5. Click Download invoice to download a receipt for the payment.

Switch between workspaces in the portal

When working in the Knowledge base portal, you can switch between workspaces directly from the Documentation section.

1. In the Documentation () section of the Knowledge base portal, click the Workspace dropdown in the top navigation bar.
2. The dropdown shows all available workspaces and their associated languages.
3. Expand the desired workspace and select the preferred language.

Customize the workspace label

By default, the word Workspace appears throughout the Knowledge base portal UI. You can rename it to match your internal terminology, for example Version, Release, or Edition.

To customize the workspace label:

1. Navigate to Settings () > Knowledge base portal > General.
2. In the Project settings page, locate the Customize workspace label field.
3. Enter your preferred term. Maximum 30 characters, no special characters allowed.
4. Click Save.

Configure workspace switching behavior

When readers switch between workspaces on the Knowledge base site, you can control where they land. This setting is configured alongside the workspace label.

1. Navigate to Settings () > Knowledge base portal > General.
2. Below the Customize workspace label field, select one of the following options:

3. Click Save to apply.

Example:

You have two workspaces: Workspace A (articles: A1, A2, A3) and Workspace B (articles: A1, A2, A4). Workspace B is your main workspace.

Best practices

• Rename the workspace label before your team starts working: Changing "Workspace" to "Version" after content is already built can cause momentary confusion. Do it early.
• Use "Redirect to same article" for versioned docs: If you maintain the same article structure across workspaces, this keeps readers in context when switching versions.
• Deprecate before you delete: Set a workspace to Deprecated first so your team knows it's being retired, then delete it once you've confirmed there are no critical inbound links.
• Keep the workspace order intentional: The order on the Workspace & localization page reflects the order in the site dropdown. Put the most relevant workspace first.

Troubleshooting

404 error when navigating to a secondary workspace

A 404 error on a secondary workspace is usually caused by one of the following:

1. The workspace is not set to Public: Navigate to Settings () > Knowledge base portal > Workspace & localization, hover over the workspace, click the Edit () icon, select Public under Workspace status, and click Update.

   

2. No articles are published in the workspace: Publish at least one article to make the workspace accessible.

3. All articles in the workspace are hidden: Ensure at least one article is visible on the Knowledge base site.

FAQ