Unpublishing an article removes it from the knowledge base site and reverts it to Draft status. The article remains fully intact in the portal — its content, version history, and settings are preserved — and can be edited and republished at any time.
Only users with Publish permissions can unpublish articles.
When to unpublish an article
- An article went live before it was ready or before the related product was released.
- Significant changes need to be made and you do not want readers to encounter outdated information in the interim.
- You need to remove an article from public view without deleting it, with the intention of republishing it later.
Unpublishing methods
Unpublish a single article
Unpublish from the article editor, the Categories & Articles pane, or from inside a Folder or Index category.
Learn more →Unpublish multiple articles
Bulk unpublish from the All articles page or from inside a Folder or Index category.
Learn more →Unpublish a single article
From the article editor:
- Navigate to Documentation () in the left navigation bar.
- Open the published article.
- Click the More () icon at the top right of the editor.
- Select Unpublish (). The Confirm unpublishing panel appears.
- Optionally enter a reason for unpublishing.
- Click Unpublish.
Other ways to unpublish a single article
- From the Categories & Articles pane: Hover over the published article, click the More () icon, and select Unpublish (). Enter a reason if needed and click Unpublish.
- From a Folder or Index category: Navigate to the category, hover over the published article, click the More () icon, and select Unpublish (). Enter a reason if needed and click Unpublish.
You can also unpublish articles from the Recent and Starred pages.
Unpublish multiple articles
- Navigate to Documentation () in the left navigation bar.
- Click All articles () in the left navigation pane. Alternatively, go to any Folder or Index category.
- Select the published articles you want to unpublish.
- Click Unpublish () from the bulk actions bar.
- Optionally enter a reason for unpublishing.
- Click Unpublish.
What happens when you unpublish an article
- The article is removed from the knowledge base site and is no longer accessible to readers.
- The article's status changes from Published to Unpublished in the portal.
- A banner appears in the editor stating the article is currently unpublished and can be edited if needed.
- All links associated with the article are broken. Readers who follow existing links will not be able to access it.
- The article remains in the portal and can be edited or republished at any time.
Once an article is unpublished, two options appear in the top-right corner of the editor: Publish and Edit.
If you click Publish without editing:
| What happens | Detail |
|---|---|
| Version republished | The last published version of the article is restored exactly as it was. |
| Published date | Remains the same as the last published date before unpublishing. |
| Article status on KB site | Appears as New. |
If you click Edit before publishing:
| What happens | Detail |
|---|---|
| Version created | A new article version is created (forked). |
| Content | You can update the article before publishing. |
| Published date | Updates to the current date when the edited version is published. |
| Article status on KB site | Updates to Updated. |
Filter unpublished articles
To view all unpublished articles across your workspace:
- Navigate to Documentation () in the left navigation bar.
- Click All articles () in the left navigation pane.
- Click Filter and expand the Status dropdown.
- Select Unpublished and click Apply.
Unpublish vs. hide vs. delete
| Action | Visible on KB site | Status in portal | Links | Recoverable |
|---|---|---|---|---|
| Unpublish | No | Unpublished (Draft) | Broken | Yes — republish at any time. |
| Hide | No | Hidden | Broken | Yes — unhide at any time. |
| Delete | No | Moved to Recycle bin | Broken | Yes, within 30 days. |
Unpublishing sets the article status to Unpublished and gives you the option to edit it or republish the existing version when you return to it. Hiding keeps the article status unchanged and can be reversed at any time without additional steps. Use unpublishing when the article needs to be reviewed or updated before going live again. Use hiding when you want to remove the article from public view without changing its workflow state.
Best practices
- Check for linked content before unpublishing. Unpublishing breaks all existing links to the article. If other articles or external pages link to it, notify stakeholders or add a redirect before unpublishing.
- Use Edit rather than Publish after unpublishing if the reason for unpublishing was inaccurate content. This creates a new version for review before going live again.
- Prefer unpublish over delete when content may be needed again. Unpublished articles are immediately recoverable. Deleted articles have a 30-day recovery window.
- Filter by Unpublished status regularly to audit articles that have been taken offline and may need attention.
FAQ
Will unpublishing an article break existing links to it?
Yes. Unpublishing an article removes it from the knowledge base site and breaks all associated links. Readers who follow a link to the article will not be able to access it until it is republished.
What is the difference between unpublishing and hiding an article?
Both remove the article from the knowledge base site. Unpublishing reverts the article's status to Draft (Unpublished), making it editable through the normal workflow. Hiding keeps the article's status intact but suppresses its visibility. Use unpublishing when you plan to edit and republish. Use hiding for temporary or permanent suppression without changing the article's workflow state.
If I republish without editing, will the published date change?
No. If you click Publish after unpublishing without making edits, the last published version is restored and the original published date is preserved. The published date only updates if you click Edit, make changes, and then republish.
Can I unpublish multiple articles at once?
Yes. You can bulk unpublish from a Folder or Index category or from the All articles page. Select the published articles, click the Unpublish () icon, enter a reason if needed, and confirm.
Who can unpublish articles?
Only users with Publish permissions can unpublish articles. If the Unpublish option is not available to you, check your role and content access settings with your project admin.