---
title: "Managing articles"
slug: "managing-articles"
description: "Manage your knowledge base effectively with Document360's tools for creating, editing, and organizing articles for a user-friendly experience."
updated: 2026-05-18T09:12:19Z
published: 2026-05-18T09:12:19Z
---

> ## 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.

# Managing articles

Articles are the foundation of a knowledge base. Managing them effectively ensures that your documentation remains organized, user-friendly, and up-to-date. Document360 offers a range of options for creating, editing, and organizing articles to suit diverse needs.

Imagine you're managing a large knowledge base with multiple contributors and a wide audience. You need tools to create, edit, and organize articles efficiently while maintaining consistency and accuracy. Document360 simplifies this process with intuitive methods for article management.

---

## Creating an article

The most important building block of any knowledge base is the information it contains. As a Document360 user, you can add this information in the form of articles. Articles are usually grouped into user-defined categories, based on the information they contain.

While you can create articles from a template or import an article from another source, creating an article from scratch is the most common article creation process.

> [!NOTE]
> ** **NOTE**
> 
> Article soft limits by plan:
> 
> - Professional: **5,000** articles/workspace
> - Business: **5,000**articles/workspace
> - Enterprise: **10,000**articles/workspace
> 
> For the best experience, we recommend maintaining articles within these soft limits. If you need a higher limit, contact [support@document360.com](mailto:support@document360.com).

There are five methods to create an article in the Knowledge base portal:

1. Method 1: Using the **Create** button on the top navigation bar
2. Method 2: Using the **Flywheel** (******) icon
3. Method 3: Using the **More** (**) icon in the **Categories & Articles** pane
4. Method 4: Using the **Create article** button in the **Folder/Index** type category
5. Method 5: Using the **Create article** button from the **Overview page**

Method 1Method 2Method 3Method 4Method 5

To create an article using the **Create** button on the top navigation bar:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Click the **Create** dropdown and select **Article**>**Blank**.

The **Create new article******dialog will appear.
3. Enter a **Title** for the new article.
4. In the **Category**dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.

> [!NOTE]
> **** NOTE**
> 
> While creating an article, click **+ Create category** to add a new category and place the article in it.
5. Expand the Advanced section and select your preferred editor type: **Advanced WYSIWYG editor** or **Markdown**.

> [!NOTE]
> ****NOTE**
> 
> The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
6. Click **Create** to add the article.

![Creating a new article in Document360 with options for blank or template articles.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Blank%20article%20from%20Create.png)

1. To create an article using the **Flywheel** (******) icon:
2. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
3. Hover over just below the desired article, and click the **Flywheel** (******) icon.
4. Click **Article** > **Blank**.

The **Create new article** dialog will appear.
5. Enter a **Title**for the new article.
6. In the **Category**dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.

> [!NOTE]
> **** NOTE**
> 
> While creating an article, click **+ Create category** to add a new category and place the article in it.
7. Expand the Advanced section and select your preferred editor type: **Advanced WYSIWYG editor** or **Markdown**.

> [!NOTE]
> ****NOTE**
> 
> The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
8. Click **Create** to add the article.

![Creating an article in Document360 using Eddy AI with highlighted options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Article%20from%20flywheel.png)

To create an article using the **More**(**) icon in the **Categories & Articles** pane:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired category in the **Categories & Articles** pane, and click the **More** (**) icon.
3. Click **Article** and select **Blank**.

The **Create new article** dialog will appear.
4. Enter a **Title**for the new article.
5. In the **Category**dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.

> [!NOTE]
> **** NOTE**
> 
> While creating an article, click **+ Create category** to add a new category and place the article in it.
6. Expand the Advanced section and select your preferred editor type: **Advanced WYSIWYG editor** or **Markdown**.

> [!NOTE]
> ****NOTE**
> 
> The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.

1. Click **Create** to add the article.

![Document360 interface showing options to create an article or use a template.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/article%20from%20more%20option.png)

To create an article using the **Create** button in a **Folder/Index** type category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Click the desired **Folder/Index** type category.
3. Click **Create article**(on the right side of the category page) or click the dropdown and select **Article** > **Blank**.

The **Create new article** dialog will appear.
4. Enter a **Title**for the new article.
5. In the **Category** dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge Base site once the article is published.

> [!NOTE]
> **** NOTE**
> 
> While creating an article, click **+ Create category** to add a new category and place the article in it.
6. Expand the Advanced section and select your preferred editor type: **Advanced WYSIWYG editor** or **Markdown**.

> [!NOTE]
> ****NOTE**
> 
> The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.
7. Click **Create** to add the article.

![Document360 interface showing options to create a new article or import documents.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/article%20from%20create%20article.png)

To create an article from the **Overview page**:

1. Navigate to the **Overview page** (**) in your Knowledge base portal.
2. In the **Document** section, click **Create article**.

The **Create new article******dialog will appear.
3. Enter a **Title** for the new article.
4. In the **Category**dropdown, choose the category where the article should be placed. This will be reflected on your Knowledge base site once the article is published.

> [!NOTE]
> **** NOTE**
> 
> While creating an article, click **+ Create Category** to add a new category and place the article in it.
5. Expand the Advanced section and select your preferred editor type: **Advanced WYSIWYG editor** or **Markdown**.

> [!NOTE]
> ****NOTE**
> 
> The default editor here will follow the editor selected in the general settings. For example, if you have chosen the Advanced WYSIWYG editor in the general settings, it will be selected here by default. However, you can switch between Markdown and Advanced WYSIWYG editor at any time.

1. Click **Create** to add the article.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Article%20create%20from%20homepage.gif)

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/article%20and%20category%20create.gif.gif)

> [!NOTE]
> **** NOTE**
> 
> To create and write an article using Eddy AI, refer to the article on [AI writing agent](/help/docs/ai-writing-assistant).

---

## Creating article from template

In Document360, you can create, save, and reuse any article as a template for future articles. When you create a new article using a template, it automatically imports all predefined properties and formatting, saving you time and ensuring consistency across your knowledge base.

Imagine you're managing a knowledge base for a software product with a standard troubleshooting format. Instead of recreating the same structure every time, you can use a saved template to maintain consistency and reduce effort, allowing you to focus on customizing the content.

You can create an article from the template using four methods:

1. Method 1: Using the **Flywheel** (**) icon
2. Method 2: Using the **More** (**) option in the **Categories & Articles** pane
3. Method 3: Using the **Create** button on the top navigation bar
4. Method 4: Using the **Pick a template** option

Method 1Method 2Method 3Method 4

Use the **Flywheel** (**) icon in the **Categories & Articles** pane to quickly create an article from a template:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over just below the desired article in the **Categories & Articles** pane and click the **Flywheel** (******) icon.
3. Select **Article** > **From template**.

The **Article from template******dialog will appear.
4. Choose a template from the list, and you can preview the template content in the right-side pane.
5. Enter the desired article name in the **Title** field, and choose the appropriate category in the **Location** field.
6. Click **Use this template**.

![Creating an article in Document360 using Eddy AI with template options available.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/flywheel%20-%20article-%20from%20template.png)

Use the **More** (**) icon in a specific category to create an article from a template:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. In the **Categories & Articles** pane, hover over the desired category.
3. Click **More******(**) > **Article** > **From template**.

The **Article from template******dialog will appear.
4. Troubleshooting GuideTroubleshooting Guide
5. Click **Use this template**.

![Document360 interface showing options to create an article from a template.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/More%20-%20article%20-%20from%20template.png)

To create an article from a template using the **Create** button on the top navigation bar:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Click the **Create** dropdown and select **Article** > **From template**.

The **Article from template******dialog will appear.
3. Choose a template from the list, and you can preview the template content in the right-side pane.
4. Enter the desired article name in the **Title** field, and choose the appropriate category in the **Location** field.
5. Click **Use this template**.

![Creating a new article in Document360 with options for templates and categories.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/cretae%20-%20article%20-%20from%20template.png)

Start with an empty article in the Advanced WYSIWYG editor and pick a template to structure your content effort:

1. Navigate to the desired article in the Advanced WYSIWYG editor.

If the article is empty, the **Pick a template**option will appear.
2. Click **Pick a template**.

The **Article from template** dialog will appear.
3. Choose a template from the list, and you can preview the template content in the right-side pane.
4. Enter the desired article name in the **Title** field, and choose the appropriate category in the **Location** field.
5. Click **Use this template** to structure your article with pre-defined content.

![Document360 interface showing options to start writing and pick a template.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/pick%20a%20template.png)

> [!NOTE]
> **** NOTE**
> 
> The article's name and slug will automatically populate using the template's title.

![Template selection for a troubleshooting guide with various fields and options displayed.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1767337179333.png)

> [!NOTE]
> **** NOTE**
> 
> If you want to add, manage, or change any existing template, you can navigate to the **Templates overview** page by clicking on the **Go to manage templates** above the list of templates in the **Article from template** dialog.
> 
> For more information, read the article on [Templates](/help/docs/article-templates).

---

## Editing an article

Editing a published article is essential for maintaining up-to-date and accurate content in your Knowledge base. When an article is published, the following changes occur:

1. Your article will appear on your Knowledge base site for readers.
2. The article's status changes from **Draft**to **Published** in the Knowledge base portal

When you select a published article, you'll notice the editor displays only the live version, not the editing pane.

To edit the published article:

1. Navigate to the desired editor and click the **Edit** button in the top-right corner.

The **Article status** at the top of the editor changes to **Draft**.
2. Make the necessary changes to the article content.
3. Once the changes are complete, click **Publish** to republish the updated article to your Knowledge base site.

When you publish an edited article, the updated version automatically replaces the previously published version in your Knowledge base.

![Document360 editor interface showcasing features and editing options for knowledge management.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/edit%20an%20article.png)

### Markdown view of a published article

If you've published an article using the Markdown editor, you can view the Markdown formatting without creating a new version of the article.

1. Navigate to any published article in the Markdown editor.
2. Click **More******(**) on the top right and select **View markdown**.
3. Once done, click **Close markdown**.

![Document360 interface showing Markdown article editing options and navigation menu.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/View%20markdown%20from%20more.png)

> [!NOTE]
> ******NOTE
> 
> If you remove all content from an article (for example, using Ctrl+A: Delete or by deleting each block individually) and navigate away without manually saving, Document360 will retain the original content. This is intended behavior to prevent accidental data loss. It applies to all articles, cloned, new, and existing.
> 
> To permanently remove all content, you must explicitly save after deleting using Ctrl+S (Windows) or Cmd+S (Mac).

---

## Locking an article

When you or another team member actively edits an article, it is automatically locked to prevent other contributors from making simultaneous changes that could lead to conflicts or content overwrites.

This feature is useful when multiple team members collaborate on a single article. Once you finish editing, you can unlock the article to allow others to make changes.

An article is unlocked when:

- There is **no activity** for **15 minutes**.
- You click the **Lock**(**) icon and select **Unlock**.
- You navigate to another article or page within the Knowledge base portal.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Unlock%20article.gif)

---

## Deleting an article

There are five ways to delete an article in the Knowledge base portal:

1. Method 1: Using the **More******(**) icon in the **Categories & Articles******pane.
2. Method 2: Using the **More** (**) icon in the desired article.
3. Method 3: Deleting multiple articles in the **Folder**/**Index**category.
4. Method 4: Deleting a specific article in the **Folder**/**Index**category.
5. Method 5: Deleting multiple articles in the **All articles** (**) section.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Ways%20to%20delete%20articles.gif)

Method 1Method 2Method 3Method 4Method 5

To delete a specific article from the **Categories & Articles******section:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired article in the **Categories & Articles** pane.
3. Click the **More** (**) icon and select **Delete******(**).
4. Click **Yes******in the **Delete confirmation** dialog.

To delete an article while editing it:

1. In the desired article, click the **More** (**) icon and select **Delete** (**).
2. Click **Yes******in the **Delete confirmation** dialog.

To delete multiple articles within a specific **Folder**/**Index** category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category.
3. Select the checkboxes for the appropriate articles.
4. Click **Delete** (**).
5. Click **Yes******in the **Delete confirmation** dialog.

To delete a specific article within a specific **Folder**/**Index**category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category.
3. Hover over the desired article, click the **More** (**) icon, and select **Delete** (**).
4. Click **Yes******in the **Delete confirmation** dialog.

To delete multiple articles in the **All articles**(**) section:

1. Navigate to **Documentation** (**) > **All articles** (**) on top of the **Categories & Articles** pane.

The **All articles** page will appear. If required, use the [**filter**](/help/docs/filter-bulk-operations) options to narrow down the articles.
2. Select the desired articles and select **Delete** (**).
3. Click **Yes******in the **Delete confirmation** dialog.

> [!NOTE]
> ** NOTE
> 
> For more information, read the article on [**All articles**](/help/docs/all-articles-overview-page).

---

## Hiding and unhiding an article

In Document360, you can hide an article within the documentation editor to restrict access to users only. Hidden articles are indicated by a strikethrough in the Knowledge base portal.

For instance, if you want your sales team to access an article containing pricing details but don't want that article visible to customers, you can hide it so that it won't appear in your public documentation.

There are four ways to hide or unhide an article in the Knowledge base portal:

1. Method 1: Using the **More** (**) icon in the **Categories & Articles******pane.
2. Method 2: Hiding/Unhiding multiple articles in the **Folder**/**Index**category.
3. Method 3: Hiding/Unhiding a specific article in the **Folder**/**Index**category.
4. Method 4: Hiding/Unhiding multiple articles in the **All articles** (**) section.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/hide%20articles%20in%20all%204%20ways.gif)

Method 1Method 2Method 3Method 4

To hide/unhide a specific category from the **Categories & Articles** section:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired category in the **Categories & Articles** pane.
3. Click the **More** (**) icon and select **Hide** (**).
4. To Unhide, click the **Unhide** (**) icon.

To hide/unhide multiple articles within a specific **Folder**/**Index**category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index** category.
3. Select the checkboxes for the appropriate articles.
4. Click **Hide** (**).

To Unhide, click the **Unhide******(**) icon.

To hide/unhide a specific article within a specific **Folder**/**Index**category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category.
3. Hover over the desired article.
4. Click the **More** (**) icon and select **Hide** (**).

To Unhide, click the **Unhide******(**) icon.

To hide multiple articles in the **All articles**(**) section:

1. Navigate to **Documentation** (**) > **All articles** (**) on top of the **Categories & Articles** pane.

The **All articles** page will appear. If required, use the [**filter**](/help/docs/filter-bulk-operations) options to narrow down the articles.
2. Select the desired articles and click **Hide** (**).

To Unhide, click the **Show**(**) icon.

> [!NOTE]
> ** NOTE
> 
> For more information, read the article on [**All articles**](/help/docs/all-articles-overview-page).

---

## Renaming an article

To rename an article, follow the steps below:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired article and click the article name to edit it:
  1. In the **Advanced WYSIWYG** editor, the article name appears at the top of the article content.
  2. In the **Markdown** and **WYSIWYG** editors, the article name appears in the article header
3. Alternatively, hover over the desired article in the **Categories & Articles** pane, click the **More** (**) icon, and select **Rename**.
4. Enter the new article name.

![Eddy AI features highlighted in Document360 knowledge base management interface.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Rename%20Articles.png)

---

## Moving an article

You can move an article across workspaces. There are five ways to move an article in the Knowledge base portal:

1. Method 1: Using the **drag and drop** (**) icon in the **Categories & Articles******pane.
2. Method 2: Using the **More** (**) icon in the **Categories & Articles******pane**.**
3. Method 3: Moving multiple articles in the **Folder**/**Index**category.
4. Method 4: Moving a specific article in the **Folder**/**Index**category.
5. Method 5: Moving multiple articles in the **All articles** (**) section.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/moving%20article%20in%20all%203%20ways.gif)

Method 1Method 2Method 3Method 4Method 5

To move an article using the **drag and drop** (**) icon in the **Categories & Articles******pane:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired category.

The **drag and drop** (**) icon will appear.
3. Hold and drag the category to the appropriate location.

From the **Categories & Articles** pane, you can move an article within or across workspaces:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired article in the left navigation pane.

The **More** **(******)** icon will appear.
3. Click the **More** **(******)** icon and select the **Move** (**) icon.
4. In the **Move article**panel, perform the following:
  - **Workspace:** Select the desired workspace from the dropdown.
  - **Category:** Select an existing category from the selected workspace.
  - **Auto update referenced links:** Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
5. Click **Move**.

To move multiple articles within a specific **Folder**/**Index** category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category.
3. Select the checkboxes for the appropriate articles.
4. Click the **Move******(**) icon.

In the **Move article**panel, perform the following:
  1. **Workspace:** Select the desired workspace from the dropdown.
  2. **Category:** Select an existing category from the selected workspace.
  3. **Auto update referenced links:** Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
5. Click **Move**.

To move a specific article within a specific **Folder**/**Index** category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category and hover over the desired article.

The **More** (**) icon will appear.
3. Click the **More** (**) icon and click the **Move******(**) icon.

In the **Move article**dialog, perform the following:
  1. **Workspace:** Select the desired workspace from the dropdown.
  2. **Category:** Select an existing category from the selected workspace.
  3. **Auto update referenced links:** Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
4. Click **Move**.

To move multiple articles in the **All articles******(**) section:

1. Navigate to **Documentation** (**) > **All articles** (**) on top of the **Categories & Articles** pane.

The **All articles** page will appear. If required, use the [**filter**](/help/docs/filter-bulk-operations) options to narrow down the articles.
2. Select the desired articles and click the **Move****to**(**) icon.

In the **Move article**panel, perform the following:
  1. **Workspace:** Select the desired workspace from the dropdown.
  2. **Category:** Select an existing category from the selected workspace.
  3. **Auto update referenced links:** Select this checkbox to ensure links in the article content are updated based on the destination workspace/category.
3. Click **Move**.

> [!NOTE]
> ** **NOTE**
> 
> When moving articles, security restrictions will be applied based on the destination workspaces and categories.

---

## Replicating an article

The **Replicate** article feature allows you to display a single article across multiple categories and workspaces. Replicating articles streamlines content organization and accessibility, enhancing the user experience and improving knowledge base management.

You can replicate an article in three ways:

1. **Method 1**: Replicating from the **Folder/Index** category
2. **Method 2**: Replicating from the **Categories & Articles** pane
3. **Method 3**: Replicating from the Editor

Method 1Method 2Method 3

To replicate a specific article within a Folder/Index category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder/Index** category and hover over the article.

The **More** (**) icon will appear.
3. Click **More** (**) and select **Replicate** (**).
4. In the **Replicate article** dialog, perform the following:
  - **Workspace:** Select the desired workspace from the dropdown.
  - **Category:** Select an existing category from the selected workspace.
5. Click **Replicate**.

![Menu options for managing articles in Document360, highlighting the replicate feature.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/replicate%20from%20more%20option.png)

To replicate an article from the **Categories & Articles** section:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired article in the **Categories & Articles** pane.
3. Click **More** (**) and select **Replicate** (**).
4. In the **Replicate article** dialog, perform the following:
  - **Workspace:** Select the desired workspace from the dropdown.
  - **Category:** Select an existing category from the selected workspace.
5. Click **Replicate**.

![Document360 interface showing article management options and the replicate feature highlighted.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/replicate%20from%20articles%20overview.png)

To replicate an article from the editor:

1. Navigate to the desired article in the Knowledge base portal.
2. Click the **More** (**) icon on the top right and select **Replicate** (**).
3. In the **Replicate article** dialog, perform the following:
  - **Workspace:** Select the desired workspace from the dropdown.
  - **Category:** Select an existing category from the selected workspace.
4. Click **Replicate**.

![Document360 interface showing Markdown article editing options and navigation menu.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/replicate%20from%20article%20more%20option.png)

![Document360 interface showing article replication options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1767352284155.png)

> [!NOTE]
> ** NOTE
> 
> - Replicated articles are not included in the All articles page, bulk actions list, or CSV export.
> - The replicate option is available only for articles. You can replicate an article to any existing folder or category within the selected workspace. Replicating categories is not supported at this time.
> - If a replicated article is moved to a private category, the lock icon will appear instead of the replicate icon in the article tree. This is expected because the lock icon shows that the article has restricted access. The article functionality and content remain unchanged.

---

## Cloning an article

Clone articles are exact copies of the content created as new articles. You can clone articles within or across workspaces.

There are two methods to clone an article in the Knowledge base portal:

1. Method 1: Using the **More** (**) icon in the **Categories & Articles******pane.
2. Method 2: Cloning a specific article within a **Folder/Index** category.

![Document360 interface showing article management options and highlighted publish feature.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/clone%20from%20more%20options.png)

Method 1Method 2

From the **Categories & Articles******pane, you can clone an article within or across workspaces:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Hover over the desired article in the left navigation pane.

The **More** (**) icon will appear.
3. Click the ******More** (**) icon and select the **Clone******(**) icon.
4. In the **Clone article** dialog, perform the following:
  1. **Name**: Enter the name for the cloning article.
  2. **Workspace:** Select the desired workspace from the dropdown. Click **Reset** to assign it under the main workspace.
  3. **Category:** Select an existing category from the selected workspace.
  4. **Cross-references:**Select **Update to cloned** if you want hyperlinks to automatically navigate to the cloned article whether it is within the same workspace or across workspaces. Select **Retain original** if you prefer the hyperlinks to navigate to the original article. If the hyperlinked article is not cloned and you choose **Update to cloned**which is the default selection, the hyperlink will still point to the original version of the article.
5. Click **Clone**.

To move a specific article within a specific **Folder**/**Index** category:

1. Navigate to **Documentation** (**) in the left navigation bar in the Knowledge base portal.
2. Go to the desired **Folder**/**Index**category.
3. Hover over the desired article.
4. Click the **More** (**) icon and select the **Clone** (**) icon.
5. In the **Clone article** dialog, perform the following:
  1. **Name**: Enter the name for the cloning article.
  2. **Workspace:** Select the desired workspace from the dropdown. Click **Reset** to assign it under the main workspace.
  3. **Category:** Select an existing category from the selected workspace.
  4. **Cross-references:**Select **Update to cloned** if you want hyperlinks to automatically navigate to the cloned article whether it is within the same workspace or across workspaces. Select **Retain original** if you prefer the hyperlinks to navigate to the original article. If the hyperlinked article is not cloned and you choose **Update to cloned**which is the default selection, the hyperlink will still point to the original version of the article.
6. Click **Clone**.

![Cloning an article in Document360 with workspace and category selection options displayed.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1767358039186.png)

> [!NOTE]
> ** **NOTE**
> 
> When moving articles, the **Security restrictions**will be applied based on the destination workspaces and categories.

## Starring an article

If you frequently use certain articles in your documentation, you can move them to the **Starred** section for quick access. This feature works like a favorites list and is available only in the Knowledge base portal.

> [!NOTE]
> ** **NOTE**
> 
> - When you star an article, any of its replicated versions will also be auto-starred.
> - The Starred feature is only available to portal users. Readers accessing the published knowledge base site cannot star or save articles. They can bookmark pages in their browser as a workaround.

**Method 1:** From the article editor

**Method 2:** From Folder/Index category

Method 1Method 2

You can star an article from the article editor:

1. Navigate to the desired article in the Knowledge base portal.
2. Click the **Add to starred**(**) icon at the article header.

![Document360 editor interface showcasing features and highlighted elements for user guidance.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Starred%20from%20inside%20article.png)

You can star an article from the Folder/Index categories:

1. Hover over the article listed under a folder or index-type category.
2. Click the **Add to starred**(**) icon that appears next to the article name.

![Document360 interface showing articles with draft and published statuses in a list.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Starred%20from%20folder%20view.png)

### Accessing Starred articles

To view your Starred articles:

1. Navigate to the **Overview page** and hover over the (**) icon in the left navigation bar and select **Starred** (**).
2. To remove an article from this list, select it and click **Remove from starred** at the top.

> [!NOTE]
> ********NOTE**
> 
> - Only the categories and articles you star will appear on your **Starred**page, while those starred before September 2025 remain visible to all team members.
> - For more information, read the article on [Starred page](/help/docs/recents-starred-and-recycle-bin-pages#starred-page).

![Document360 dashboard showing starred articles and options for managing them.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1767359276154.png)

---

## Troubleshooting

### Article limit reached

**Error:** `documentation.categoriesAndArticles.maxArticlesCountReached` and `documentation.categoriesAndArticles.articleLimitExceedsPerCategory`

These errors occur when the article limit for a category or project has been exceeded. It commonly happens in the following scenarios:

- Creating a large number of articles within a category or project that exceeds the allowed limit.
- Bulk importing a significant number of articles into a category.
- Adding a page type subcategory within another category.

**Steps to resolve**

1. Check if the error occurs across all categories in your workspace.
2. In Document360, the maximum number of articles per category and per project depends on your plan.
3. If your workspace has exceeded its limit, reduce the number of articles in a category or upgrade your plan if needed.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: [Contact Document360 Support](https://document360.com/support/)

![Overview of document categories and articles with highlighted error message that indicates the article creation limit is reached.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1767358975023.png)

---

### FAQ

#### What is the character limit for article titles?

The character limit for article titles is 300 characters, including spaces. Icons and the following special characters are allowed: **$, %, *, {, }, ", =, <,**and**>.**

#### What are the best practices for creating an article title and URL slug?

When creating an article title, remember that the URL slug is derived from the title. Document360 automatically separates words with hyphens and removes special characters/punctuation in the slug. Further updates to the URL slug can be made later.

#### What happens after I create a new article from a template?

Your article will be added to the respective category/subcategory with a New article status indicator (light-blue dot).

#### Do I need to save my content frequently?

No, Document360 automatically saves your content every 5 seconds. You can also save manually using **Ctrl+S** (Windows) or **Cmd+S**(Mac).

#### What happens after an article is published?

After an article is published, it will appear in your Knowledge base site for readers, and its status will be updated from Draft to Published in the Knowledge base portal.

#### How can I identify the published status of an article?

The published status of an article is indicated by a colored dot next to the article name:

- Light blue dot: A new article that is not yet published.
- Light green dot: The article is published.

#### What happens when I publish an edited article?

When you publish an edited article, the edited version replaces the previously published version in your Knowledge base.

#### How can I edit a published article?

To edit a published article, click the **Edit**button at the top right of the editor. This will change the article status back to Draft, allowing you to make changes.

#### Is the 'Edit article' option available for all readers in the Knowledge base site?

No, the 'Edit article' option is only available for logged-in users on the Knowledge base site.

#### Why doesn't the article name change reflect on the Knowledge base site?

- If the article is in **Draft** status, the change in the article name doesn't reflect immediately on the site. The article's name change will only be reflected after it is published.
- If the article is in **Published** status, the change in the article name will reflect immediately on the Knowledge base site.

#### What happens when an article is locked because a user is editing it, and how can it be released?

In Document360, when a user begins editing an article, the article is locked, preventing others from making changes. This lock is automatically released 15 minutes after the user stops editing, at which point the article becomes available for other users to edit.

If you need to unlock it before that time, the user editing the article can manually click the **Unlock** (**) icon at the top of the article, near the preview.

#### What should I do if I cannot access an article or see recent updates?

If you’re having trouble accessing an article or viewing recent updates, try the following steps:

- Refresh the page.
- Ensure the article title or link is correct.
- Clear your browser cache and cookies, then try again.
- If the article was recently published or updated, allow a few moments for the changes to reflect.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: [Contact Document360 Support](https://document360.com/support/)

#### Why am I getting 404 errors when trying to access articles other than the homepage or the first article? How do I resolve it?

This issue typically occurs due to incorrect slug configuration or folder name changes in the subfolder hosting page. Follow these steps to resolve the issue:

1. Verify article slugs: Ensure the slugs for your articles are correctly configured. For example, the first article might load using the slug /docs, but other articles may require a different slug, such as /help. In such cases, make sure all the slugs are consistent.
2. Check subfolder settings: Navigate to the subfolder hosting page and confirm if the `/docs` folder has been renamed or altered. If it has been renamed, update it back to `docs` to maintain consistency.
3. Test access: After correcting the folder name, try accessing the articles again to confirm the issue is resolved.
4. Clear cache and perform a hard refresh:

a. Right-click anywhere on the page and select Inspect to open the developer tools menu.

b. Right-click the browser's reload button and choose Hard reload or Empty cache and Hard reload.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: [Contact Document360 Support](https://document360.com/support/)

Provide the following details:

- Screenshots or video recordings of the subfolder hosting page.
- Information about any recent changes to your website or system settings.
- An exported CSV file from the article redirect rule feature.

#### Can I move articles from one project to another?

The inbuilt move functionality to move articles from one project to another is currently unavailable. As a workaround, when transferring multiple articles, use the export feature to save the articles along with all media files from the original project, then import them into the new project. Alternatively, you can manually copy and paste content from articles in one project to another. As a best practice, upload images from the original article to the drive of the new project and then insert them into the new article.

#### What happens to the links and references within an article when it is moved to a new category or workspace?

When you move an article to a new category or workspace, all internal links and references within the article will be updated automatically to reflect the new location. This ensures that all links and references remain functional.

#### Are there any security restrictions when moving articles across workspaces?

Yes, security restrictions will apply based on the destination workspace and category. Ensure that you have the appropriate permissions to move articles to the target workspace and category.

#### Can I clone and replicate articles across different workspaces?

Yes, you can clone and replicate articles within or across workspaces.

#### What happens if I delete the source article of a replicated article?

If the source article is deleted, the replicated articles will also be removed from their respective categories.

#### Is there a limit to the number of times an article can be replicated or cloned?

Document360 does not limit the number of times you can replicate or clone articles, allowing flexibility in content management.

#### What is a hidden article?

A hidden article will not be listed in the Knowledge base site and cannot be accessed through the direct link, but will appear in the Knowledge base portal for internal use.

#### How can I hide a single article?

To hide a single article, navigate to **Documentation**(**) in the Knowledge base portal, hover over the desired article, click on the **More**(**) icon, and select **Hide**.

#### Can I hide multiple articles at once?

Yes, you can hide multiple articles at once by navigating to the **All articles**(**) section in **Documentation**(**), selecting the desired articles, and clicking the **Hide**option at the top of the pane.

#### Will hidden articles appear in search results?

No, hidden articles are excluded from search results.

#### How can I hide an article from the Knowledge base site while still allowing access via its URL?

To hide an article while maintaining access through its URL, follow these steps:

1. Navigate to **Settings** (**) > **Knowledge base site** > **Customize site**.
2. Click on **Custom CSS & JavaScript.**
3. Paste the following code in the JavaScript tab:

```javascript
(function () {
const hideArticles = () => {
$('a[href="/docs/article-slug"]').closest('li, div').hide();
$('a[href="/docs/article-slug"]').closest('li, div').hide();
};
hideArticles();
const observer = new MutationObserver(() => {
hideArticles();
});
```

1. Click **Save**.

After adding the script, follow these steps to exclude the article from search results:

1. Navigate to the respective article.
2. Click the three-dot menu (…) located next to the **Publish** button.
3. Select **More article options**.
4. Click on **Search visibility**.
5. Enable both of the following options:
  - **Exclude from Knowledge base search**
  - **Exclude from Eddy AI assistive search**
6. Click **Save** to apply the changes.

> **Note:** Once saved, the article will no longer appear in search results or the Category manager. However, it will still be accessible to users who have the direct link.

#### How do I restore my deleted articles?

You can restore your deleted articles from the **Recycle bin**. The deleted articles will remain in the Recycle bin for 30 days. For more information, read the article on [Recycle bin](/help/docs/recycle-bin-recent-and-starred-files).

#### Can we archive articles in Document360?

Document360 does not currently have a built-in archive feature. However, there are a few effective workarounds to help you manage and store older or hidden articles:

**1. Create an "Archive" category** You can create a category named *Archive* and move all hidden or outdated articles into it. To keep it out of public view, you can hide the entire category. This way, the content stays organized and accessible internally.

**2. Use a private workspace** Create a separate private workspace and clone or move hidden articles there. This workspace can serve as a dedicated internal archive.

**3. Export the articles** Export hidden articles in PDF or HTML format and store them externally for future reference.

#### Can I nest an article under another article?

No, an article cannot be nested or created under another article. An article can only be nested under a [category (Folder, Index, Page)](/help/docs/category-types#types-of-categories).

#### Can I change an article to a category?

No, the type of an article cannot be changed once it has been created. If you need to convert an article into a category, you will have to create a new Page category and copy paste the article content into it.

The public-facing website where end-users can access articles and find answers to their questions.

The platform where project members manage and create content for the knowledge base. It allows users to create categories, articles, and templates; manage files, team accounts, and readers; and configure site settings such as branding, domain, and security.

## Related

- [Managing categories](/managing-categories.md)