Project workspaces

One Document360 project can contain multiple workspaces in them.

For example, if your project has a major upcoming release, and your documentation team needs to document all the new features, they can make a new project workspace that is not public, allowing them to work on all the existing documentation without changing the public workspace.

You can access the Project workspaces by clicking on Settings → Knowledge base portal → Localization & workspaces → Localization & workspaces. The list of existing workspaces is displayed.

Creating a new project workspace

1. In Settings → Knowledge base portal → Localization & workspaces → Localization & workspaces

2. Click the New workspace button at the top-right, and a 'Add new workspace' blade will open

   a. Number of workspaces - You can view the number of workspaces used and the total number of workspaces permitted for your plan tier at the top of the Blade

   b. Name: Type in a name for the new project workspace

   c. Slug: The Slug URL (slug is the part that comes at the end of a URL and refers to a specific page) would be auto-populated based on the workspace name entered above. However, this field can be edited. Keeping your slugs concise and descriptive makes for good SEO

   d. Workspace state: Choose the workspace state(s) (Main workspace, public, beta, Deprecated). What each status means is briefed in the next section of this article

   e. Base workspace: You can either Start a fresh workspace or Select an existing workspace (The content of the base workspace will be copied to the new workspace). You can also pick and choose categories in the base workspace that you require in the new workspace

   f. Language: If you have based the new workspace on an existing workspace, all the languages from the base workspace will also be added. However, you can add, hide, remove, or set it as default using the language option

3. Once you are done, click on the Add button, and your new workspace will be added to your project

Project workspace states

The workspace state can be changed anytime after the workspace creation. Here is a drill-down into what each workspace state means and its purpose.

1. Main workspace: If enabled, and there are multiple public workspaces, it will be the default workspace users land on when they visit your Knowledge base site.

2. Beta: A "Beta" tag will show next to the workspace name in the Documentation editor and Knowledge base project workspace dropdowns if enabled. There can be multiple beta workspaces, as well as multiple public beta workspaces.
3. Public: If enabled, the workspace will be available in the workspace selector in the Knowledge base. Any workspace can be made public, even a deprecated or beta workspace.
4. Deprecated: A "Deprecated" tag will show next to the workspace name in the Documentation editor and Knowledge base project workspace dropdowns if enabled. There can be multiple deprecated workspaces and multiple public deprecated workspaces.

To change or apply a project workspace state

1. Go to Settings → Knowledge base portal → Localization & workspaces → Localization & workspaces
2. Click on the Edit icon on the workspace you want to update the workspace state
3. Select/deselect the state option you want to apply or change

Deleting a project workspace

1. Go to Settings → Knowledge base portal → Localization & workspaces → Localization & workspaces
2. On the workspace you want to delete, click the Delete (Trash) Icon
3. You cannot delete a main workspace