Publishing an article makes it live on your knowledge base site and visible to readers. In Document360, publishing is managed through the Workflow button in the editor, the same button that handles workflow status transitions like Review 1 and Review 2. The button label always displays the article's current workflow status.
For more information on managing workflows, read the article on Managing workflow status.
When to publish an article
- New content has been drafted, reviewed, and configured and is ready to be made available to readers.
- An existing article has been edited and you want to push the updated version live.
- Multiple articles need to go live at once as part of a product launch or documentation update.
Publishing methods
Publish a single article
Publish from the article editor using the Workflow button. Includes options to configure tags, SEO settings, related articles, and status indicators before going live.
Learn more →Publish multiple articles
Bulk publish from the All articles page by selecting multiple articles at once. Useful for coordinated releases or documentation updates.
Learn more →Publish a single article
- Navigate to the article in the knowledge base portal.
- Ensure the article has passed through all assigned workflow statuses, for example, Review 1 and Review 2.
- Click the Workflow dropdown button in the top-right corner of the editor.
- Click Publish. A Publish confirmation dialog appears.
- Add a comment in the Comment field.
If the Make comment mandatory toggle is on for this workflow status, you must enter a comment before the article can be published. If the toggle is off, the comment field is optional.
- Click Configure article settings to expand additional publishing options. See Configure article settings below.
- Click Yes to publish the article.
If the article is in a read-only workflow state, you cannot publish it directly. Move it to an editable workflow state first.
Configure article settings before publishing
Clicking Configure article settings in the Publish confirmation dialog expands the following options.
Tags
Tags improve article discoverability within your knowledge base search.
- Click Ask Eddy AI to generate tag suggestions based on the article content. Requires a minimum of 50 words.
- Select from existing tags or enter them manually.
- Remove tags by clicking the x icon next to them.
Agent readiness (GEO/SEO)
This section controls how your article appears in traditional search engines and AI-powered search agents.
- Select Exclude from external search engine results if the article should not be indexed by public search engines such as Google.
- Enter a custom description manually, or click Ask Eddy AI to generate one based on the article content. Requires a minimum of 200 words.
Related articles
Related articles surface relevant content at the end of an article to keep readers engaged.
- Click Ask Eddy AI for suggestions from your knowledge base. Requires a minimum of 200 words.
- Manually search and add related articles.
Status indicator
A status indicator displays a visual badge next to the article name in the knowledge base site navigation, helping readers identify new or updated content.
| Indicator | What it means |
|---|---|
| New | Green circle — the article is newly added. |
| Updated | Yellow circle — the article has been recently modified. |
| Custom | A manually added label. |
| None | No indicator displayed after publishing. |
Use the Show status for field to set how many days the indicator remains visible on the knowledge base site. Set it to 0 to display it indefinitely.
You can automatically set status indicators for new and updated articles by enabling Automatically set article status in Settings () > Knowledge base site > Article settings & SEO.
Publish multiple articles
- Navigate to Documentation () in the left navigation bar.
- Click All articles () in the left navigation pane.
- Select the checkboxes next to the articles you want to publish.
- Click Publish () from the bulk actions bar.
The Publish button appears only when all selected articles are unpublished. If even one selected article is already published, the button will not be displayed. Use the Filter option to narrow the list to unpublished articles before selecting. You can also bulk publish articles within specific categories from a Folder or Index category page.
What happens when you publish an article
- The article becomes visible on the knowledge base site to readers.
- The article's status changes from Draft to Published in the portal.
- If you are republishing an edited article, the updated version replaces the previously published version immediately.
- Published articles are indexed by search engines unless excluded in the article settings.
Best practices
- Complete workflow reviews before publishing. If your project uses custom workflow statuses, ensure the article has passed through all required review stages before publishing.
- Add tags and a SEO description before going live. These settings directly affect discoverability. Configure them at publish time rather than after.
- Use status indicators for launches. Apply the New or Updated indicator when publishing significant content so readers can quickly spot what has changed.
- Filter before bulk publishing. On the All articles page, use the Status filter to isolate Draft or New articles before selecting them for bulk publish. This avoids accidentally including already-published articles, which will cause the Publish button to disappear.
FAQ
Where is the Publish button in Document360?
The Publish option is part of the Workflow button in the top-right corner of the editor. Click the Workflow button and select Publish from the dropdown.
Why am I unable to publish an article?
There are a few common reasons the Publish option may be unavailable. You may not have the required permissions under Roles and content access settings. If you forked a published article, the Publish button will remain inactive until you make changes to the forked version. On the All articles page, if any selected article is already published, the Publish button will not appear — deselect published articles and try again.
I published an article but it is not appearing on the knowledge base site. What should I do?
Check the following: ensure the article is not set to Hidden in the portal; verify no access restrictions have been applied to the article; check for any redirect rules associated with the article; and confirm the workspace is set to Public. If the article is visible on the site but not appearing in search results, contact Document360 support to request a search re-indexing.
Why is the Ask Eddy AI button inactive when adding tags or a SEO description?
Eddy AI tag suggestions require a minimum article length of 50 words. SEO description and related article suggestions require a minimum of 200 words. Ensure the article meets the word count threshold before using Eddy AI for these fields.
If an article is hidden, will it be indexed by search engines?
No. Hidden articles are not indexed by search engines and will not appear in external search results.