Plans supporting this feature: Professional Business Enterprise
Once you have drafted and reviewed an article, the final step in the content creation process is publishing the article. Publishing an article is crucial as it makes the information available to your end-users.
Publishing from the editor
The following steps outline the process of publishing an article directly from the editor within Document360:
Click Publish at the top right of the editor.
You can add an optional comment for internal purposes in the Publish confirmation dialog box.
NOTE
Comments added during publishing are visible in the Revision history panel. They appear directly below the version they were added to.
Click the Configure article settings dropdown to expand the Publish confirmation dialog box.
Once you have configured the article settings, click Yes to publish the article.
Configure article settings
Tags
Add tags to enhance the discoverability of your article.
Ask Eddy AI to generate tags based on your article content.
Select existing tags from the dropdown menu.
Manually input a tag.
SEO description
You can add an SEO description to boost your content’s visibility on search engines.
Ask Eddy AI to generate an SEO description based on your article content.
Manually add an SEO description.
Related articles
Add Related articles to keep your readers engaged with related content, encouraging them to spend more time on your site.
Ask Eddy AI to suggest related articles based on your article content and the existing articles in your knowledge base.
Manually search for specific articles and add them as related articles.
Status indicator
Add a Status indicator to your article to help users quickly identify new or updated content.
New article: A green circle displayed next to the article name in the left navigation pane indicates that the entire article is newly added.
Updated article: A yellow circle displayed next to the article name in the left navigation pane indicates that an existing article has been recently modified or updated with new or revised information.
Custom: You can be set manually by the Team account.
NOTE
You can automatically update status indicators for new and updated articles by toggling on Automatically set article status from Settings () > Knowledge base site > Article settings & SEO.
Publishing articles in bulk
You can publish more than one article at the same time in Document360. Follow the steps below to publish articles in bulk:
Navigate to Documentation () in the left navigation bar in the Knowledge base portalKnowledge base portal.
Click All articles () in the left navigation pane.
Select the checkbox next to the articles you want to publish.
Click Publish from the available bulk actions.
TIP
To ensure you only select unpublished articles, you can use the Filter option from the top right corner.
NOTE
You can also bulk publish articles within specific categories.
FAQs
Why is the Ask Eddy AI button inactive when I try to add tags?
The Ask Eddy AI functionality for tag suggestions requires a minimum article length of 50 words. This threshold ensures that there is sufficient content for accurate tag generation based on the article's subject matter.
Why is the Ask Eddy AI button inactive when I try to add an SEO description?
For SEO description generation, the Ask Eddy AI feature requires a minimum article length of 200 words. This requirement allows for a comprehensive analysis of the content to produce an effective SEO description.
Why is the Ask Eddy AI button inactive when I try to add related articles?
The Ask Eddy AI function for suggesting related articles requires a minimum of 200 words in the article. This word count threshold facilitates a thorough content analysis for identifying relevant related articles.
Why can't I see the “ Publish” option when attempting to publish multiple articles at once?
When you are selecting the articles you wish to publish, ensure that you are not selecting any already published articles.
If an article is hidden, will it be ignored by Google's search engine?
Yes, if an article is hidden, it will be ignored by Google search. Hidden articles are not indexed and therefore not visible in search results.
If you have access to the Knowledge base, but your access is restricted for a specific article, will it be excluded from AI searches?
Yes, if an article is published and you have KB access but are restricted from viewing a particular article, it will be ignored.
I published an article, but it’s not appearing in the Knowledge base site as expected. What should I do?
1. Published, but not appearing on the Knowledge base site
If your published article is not visible on the site at all, check the following:
Ensure the article is not set to hidden in the Knowledge base portal.
Verify if any restrictions have been applied to the article.
Check for any redirection rules associated with the article and reset them if needed.
Confirm that the selected workspace is set to Public.
2. Published and visible on the site, but not appearing in search results
If the article is accessible directly on the Knowledge base site but is not appearing in search, it may be due to a search indexing issue.
In such cases, please contact the Document360 support team to perform a search re-indexing to refresh the index and ensure the article is searchable.
Why am I unable to publish an article?
There could be a few reasons why the Publish button is not available:
Ensure you have the required permissions under the Roles and content access settings to publish articles.
If you forked a published article, the Publish button will remain grayed out until you make changes to the forked version.
On the All articles page or a category page, if you select multiple articles, the Publish button will appear only if all selected articles are not published. If even one article has already been published, the button will not be displayed.