---
title: "Workspaces"
slug: "workspaces"
description: "Workspaces allow you to create separate documentation for specific product versions. This segregation helps to ensure that readers have access to the most relevant and up-to-date information."
tags: ["Workspace", "Getting started"]
updated: 2026-01-31T18:00:00Z
published: 2026-01-31T18:00:00Z
---

> ## 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.

# Workspaces

Document360 workspaces allow you to create and manage multiple distinct knowledge bases within a single project. This flexibility is especially valuable for organizations with diverse audiences or documentation needs, enabling you to organize content that’s tailored to specific users or product areas. Workspaces keep your documentation organized, accessible, and relevant, no matter the complexity of your knowledge base.

## Defining workspaces and their role

When you purchase a Document360 plan, you’re provided with a single project that serves as your knowledge base repository. A project can contain all of your documentation, making it easy to manage and maintain content in one place. Think of it as the central hub for your knowledge base content, whether you have a single product or multiple offerings.

Within your Document360 project, you can create one or more workspaces to better organize your documentation based on audience, product lines, or other criteria.

A workspace is essentially a specialized area within your project that can house content for a particular group or use case. For example:

- If you’re managing documentation for a single SaaS product, one workspace may suffice.
- If you have multiple products or need separate documentation sets for external customers, internal users, and support teams, multiple workspaces can be more efficient.

The number of workspaces you can create depends on your Document360 plan.

---

## Getting started with Workspaces

When you create a new project in Document360, a default workspace titled **v1** is automatically created. You can start building your knowledge base in this workspace immediately or create additional workspaces as your documentation needs evolve.

Using multiple workspaces allows you to keep your documentation streamlined, targeted, and well-organized. This way, every user—from internal teams to end customers—can access relevant information quickly and efficiently.

---

## Adding a new workspace

To add a new workspace,

1. Navigate to **Settings** (**) > ****Knowledge base portal****in the left navigation bar****in the Knowledge base portal.
2. In the left navigation pane, navigate to **Workspace & localization**.
3. Under the **Workspace & Localization**tab click the **Add workspace** button.
4. In the **Add new workspace**dialog, enter the required details.
  1. Select the Workspace type - **Knowledge base docs site** or **API documentation workspace**.
  2. In the **Name** field, enter your desired name for your new workspace in your preferred language.

> [!NOTE]
> ** NOTE
> 
> The **Name** field has a character limit of 30 characters. You can only use alphanumeric characters and hyphens.
  3. The **Slug URL**field will be auto-populated based on the workspace name you provided in the **Name** field. You can further customize the URL of your workspace based on your requirements.
5. Next, select the **Workspace status**for your new workspace.
  1. **Main workspace**: The **Main workspace** is the default workspace users will see when they visit your knowledge base site.

> [!NOTE]
> ** NOTE
> 
> The Main workspace should be public and cannot be deprecated.
  2. **beta**: Select **beta**to indicate that the workspace is in a creation/testing phase and not yet ready to go live.
  3. **public**: Select **public**for workspaces that should be visible to users.
  4. **deprecated**: Select **deprecated**to indicate the workspace is old and contains out-of-date information.

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

---

### Base workspace

While creating a new workspace, you can choose to either create a new workspace or copy an existing workspace from the same project.

#### Create a new workspace

If you select **Create a new workspace**, you will create an empty workspace with no content.

#### Copy existing workspace

If you select **Copy existing workspace**, you can copy the contents of an existing workspace to your new workspace.

1. Select the workspace you wish to copy from the list of existing workspaces.
2. Click **Choose categories (optional)** to select specific categories from the existing categories. Only the contents of the selected categories will be copied to the new workspace.
3. Select either **New** or **Existing** for **Internal links**.
  1. If you select **New**, the article’s link will point to the article version created in the new workspace.
  2. If you select **Existing**, the article’s link will point to the original article in the existing workspace.

![Adding a new workspace with options for workspace type and base workspace selection.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Copy%20existing%20workspace.jpg)

---

### Languages

The default language of your project will be assigned as the default language of your new workspace as well. To add more languages, click the **New language** dropdown. From the dropdown, search for the desired languages and select the checkbox next to the language name.

For more settings related to a language, click the **More options**(**) icon next to the language name.

- **Set as default**: Select this option to set the corresponding language as the default language for your knowledge base site.
- **Edit display name**: Use this option to update the display name for your workspace. The updated name will be shown on the knowledge base site when the corresponding language is selected. You can set a custom display name for your workspace in each of the available languages.
- **Right to left**: Enable this toggle for languages that follow a **right-to-left** script (Arabic, Hebrew). By enabling this toggle, the article’s content will start from the right and continue to the left in the knowledge base portal as well as the knowledge base site.
- **Hide**: Select this option to hide the language from the knowledge base. Hidden languages are indicated by strikethrough in the Knowledge base portal for reference.
- **Remove**: Select this option to remove the language from your knowledge base.

![Editing workspace settings with options for languages and workspace status displayed.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Adding%20a%20language.jpg)

Once you complete customizing the details of your new workspace, click the **Add** button at the bottom right to finish creating the new workspace.

---

## Purchasing workspaces from Workspaces & localization

1. Navigate to **Settings** (**) > ****Knowledge base portal**** in the left navigation bar****in the Knowledge base portal.
2. In the left navigation pane, navigate to **Workspace & localization**.
3. Under the **Workspace & Localization** tab click **buy more**on the right side of the screen.

> [!NOTE]
> ** NOTE
> 
> The **buy more**link is available only for users assigned the Owner role in projects.

1. Add or remove workspaces in the **Purchase add-on** panel. The corresponding cost will be displayed as **Amount due**.
2. Click **Confirm Payment** to proceed with the payment. Once the payment is processed, a payment success message will display, and the additional workspaces will be added to your project successfully.
3. Click **Download** invoice to download the invoice for the payment made.

> [!NOTE]
> ** NOTE
> 
> You can also purchase workspaces from the Billing section in Document360 settings. To learn more, read the article on [**Purchasing add-ons**](/help/docs/add-ons).

---

## Managing workspace label and switching behavior in the Knowledge base site

Document360 allows you to customize the term **Workspace** across the Knowledge base portal and control switching behavior when switching between workspaces (versions) on the Knowledge base site.

> [!NOTE]
> ** NOTE
> 
> This feature is available only for new projects created after **31st August 2024**. Users who upgraded from the Legacy plan to the new pricing plan after this date can also access this feature.

---

### Customizing the Workspace label

You can rename **Workspace** to align with your internal terminology, such as "Version", "Edition", or "Release".

To update the workspace label:

1. Navigate to **Settings** (**) >****Knowledge base portal****> **General** in the Knowledge base portal.
2. In the **Project settings**page, locate the **Customize workspace label** field.
3. Enter your desired term (for example, “Version”) with a maximum of 30 characters and no special characters.

> [!NOTE]
> ** NOTE
> 
> - This change updates all instances of the term **Workspace**across the portal UI.
> - The default label is **Workspace**.
> - You can customize the Workspace label for Knowledge base site from [Localization variables](/help/docs/localization-variables) page.

**Configuring workspace switching behavior**

When a user switches between workspaces in the Knowledge base site, you can control how the redirection works:
4. Below the **Customize workspace label**field, you can select any one of the following options:

**Example scenario:**

You have two workspaces: **Workspace A** and **Workspace B**
  1. **Redirect to root article** (default) Users are redirected to the **root article** of the selected workspace.
  2. **Redirect to same article**
    - If the same article exists in the target workspace, users are redirected to it.
    - If not, they’ll be redirected to the root article instead.
    - This setting is particularly useful when you maintain different versions, localized content, or audience-specific documentation, and want readers to switch between workspaces without losing context.
  1. **Workspace A** contains articles: A1, A2, A3
  2. **Workspace B** contains articles: A1, A2, A4

Assume **Workspace B** is your main workspace:

| Scenario | Configuration | Outcome |
| --- | --- | --- |
| You switch workspaces | **Redirect to root article** | **Always**redirects to the root article of the selected workspace |
| You are on article **A2** in Workspace B and switch to Workspace A | **Redirect to same article** | Redirects to article A2 in Workspace A |
| You are on article **A4** in Workspace B and switch to Workspace A | **Redirect to same article** | Redirects to the **root article** of Workspace A (A4 doesn't exist there) |
5. Click **Save** to apply your selected behavior.

![Settings page showing workspace customization options and navigation menu for knowledge base.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Customize%20workspace%20label.jpg)

---

## Switching workspaces in the documentation

To switch workspaces:

1. In the **Documentation**(**) section of the **Knowledge base portal**, click the **Workspace**dropdown in the top navigation bar.

The dropdown displays all available workspaces along with their associated languages.
2. Expand the desired workspace and select the preferred language.

> [!NOTE]
> ** NOTE
> 
> - A **Main** badge next to a workspace indicates that it is the primary default workspace displayed on the Knowledge base site.
> - You can view the **Beta** and **Deprecated** tags next to the respective workspaces.
> - A **Default** badge next to a language indicates that it is the default language for that workspace.

![Document360 interface showing workspace selection and article management options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Workspace%20dropdown.jpg)

---

## Troubleshooting

### Encountering 404 Page not found error when navigating to a secondary workspace

**Error**: 404 Page not found error

A 404 error can occur for various reasons, including missing or restricted content. If you're experiencing this issue while navigating to a workspace or an article, it may be due to workspace visibility settings or the absence of published articles.

> [!NOTE]
> ** NOTE
> 
> For other potential causes of 404 errors, refer to the [404 Page](/help/docs/404-page) article.

![A 404 error page with a person searching for a missing page illustration.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/4_Screenshot-Troubleshooting_404_page_not_found_error.png)

**Steps to resolve:**

This error may occur due to one of the following reasons:

1. Check if the workspace is set to **Public**:
  1. Navigate to **Settings** (**) > ****Knowledge base portal****in the left navigation bar****in the Knowledge base portal.
  2. In the left navigation pane, navigate to **Workspace & localization**.
  3. Under the **Workspace & Localization** tab locate the respective workspace and click the **Edit** (**) icon.
  4. In the **Choose workspace status**section, select the **Public** checkbox.
  5. Click **Update**.

![Editing workspace settings, including status and available languages for Workspace 2.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/404%20error%20in%20Workspace.jpg)
2. No articles are published in the workspace.
3. All articles in the workspace are hidden.

Ensure at least one article is published and visible on the Knowledge base site.

---

### FAQ

#### I am trying to set a workspace as the main workspace, but the Main workspace checkbox is inactive. What do I do?

To set a workspace as the main workspace, it must also be set to public. To enable the Main workspace checkbox, first select the public checkbox. Once you select the **public**checkbox, the Main workspace checkbox will automatically be enabled.

#### How do I enable notifications for workspace label updates?

1. Navigate to **Settings** >****Knowledge base portal****>******Notifications** in the Knowledge base portal.
2. Go to the **Notification mapping** tab and expand the **Knowledge base portal settings** section.
3. Turn on the **Workspace label updated** toggle to receive notifications when a workspace label is changed.
4. Turn on the **Workspace redirection setting updated** toggle to get notifications when redirection settings are modified for users switching between workspaces on the Knowledge base site.

#### How do I track who changed the workspace label?

1. Navigate to **Settings** (**) >****Knowledge base portal****> **Team auditing** in the Knowledge base portal.
2. Use the **Event filter**and select **Workspace label updated**and**Workspace redirection setting updated** options to view changes related to the workspace label or redirection settings.

#### How do I reorder my workspaces?

To reorder your workspaces, hold and drag the drag handle next to the workspace name. Using the drag handle, move the workspace to the desired location.

#### How do I edit a workspace?

Once you navigate to the **Workspace & localization** page in **Settings** (**)> ****Knowledge base portal****, hover over the workspace you wish to edit. Click the **Edit**(**) icon that appears at the right side of your screen to edit the workspace. You can edit the following properties of a workspace:

- Workspace name
- Workspace URL
- Workspace status

You can also add or delete workspace languages while editing a workspace.

#### How do I delete a workspace?

Similar to editing a workspace, navigate to the **Workspace & localization** page in **Settings** (**)> ****Knowledge base portal**** and hover over the workspace you wish to delete. Click the **Delete**(**) icon that appears at the right side of your screen to delete the workspace. Note that the delete option will be inactive for the Main workspace.

> [!NOTE]
> ** NOTE
> 
> Articles from a deleted workspace will appear as broken links.

#### How do I recover a deleted workspace?

You can recover a deleted workspace by following these steps:

1. Navigate to **Settings** (**) > ****Knowledge base portal****in the left navigation bar****in the Knowledge base portal.
2. In the left navigation pane, navigate to **Backup & Restore**.
3. Find the desired backup, click the **Restore options** dropdown, and select **Documentation**.
4. In the **Restore documentation** panel, choose the workspace you want to restore.
5. Click **Restore**.

> [!NOTE]
> ** NOTE
> 
> Backup and Restore features are available only on Business and Enterprise plans.

#### I have multiple workspaces added to my knowledge base site. How do I display them as a dropdown menu?

In the Localization and workspaces page, locate the toggle named **Display workspaces as a menu (only public workspaces)**. To display your workspaces as a dropdown menu, set the toggle to **OFF**.

#### What are the benefits of using workspaces?

Workspaces offer several advantages that enhance both content organization and the overall user experience:

- **Relevant information**: By dividing documentation into specific workspaces, you ensure that each audience only accesses content relevant to them, making it easier for users to find the information they need.
- **Better organization**: Workspaces help you structure your knowledge base into clearly defined sections, simplifying content management and updates for your team.
- **Team collaboration**: Workspaces support effective teamwork by enabling peer reviews, tracking updates, and gathering feedback within focused areas of content.

#### What are some common use cases for workspaces?

Workspaces can be used in a variety of scenarios to better organize and manage documentation within a single project. Here are a few common use cases:

- **Product-specific documentation**: If you’re managing documentation for multiple products, such as a CRM, project management tool, and analytics platform, you can create a separate workspace for each product within a single project. This keeps everything centralized while maintaining clear boundaries between each product’s knowledge base.
- **Audience-specific documentation**: For products with different types of users (e.g., developers, end-users, and administrators), separate workspaces help tailor content to each audience. This ensures users only access information relevant to their roles, reducing confusion and complexity.
- **Internal and external knowledge bases**: When you need to manage both internal documentation (e.g., for support or development teams) and external documentation (e.g., for customers), workspaces allow you to separate the content cleanly. You can also control access permissions, keeping internal content restricted while making public-facing documentation available to all.

## Related

- [Workspace & localization](/localization-workspace.md)