Create a new PDF (customizing the content you want in your PDF) and add PDF attributes like file name, choosing templates, and choosing the content. The exported PDF can also be password-protected if the user chooses to add a level of access security.
Export to PDF
Hover on Content tools in the left navigation bar.
In the sub-menu, navigate to Import & export > Export to PDF.
The Content templates tab is the default selection.
NOTE
You can only export published articles, step by step guides, and category pages. All the hidden articles/categories will not be available for export.
When exporting articles as PDFs, Document360 applies a 25 MB limit to your article content during the PDF generation process, not to the final downloaded file. This means your exported PDF can exceed 25 MB, as the final file includes additional elements like images, fonts, headers, and watermarks.
If you encounter a size limit error while exporting, export in smaller batches by selecting fewer categories or articles.
Embedded PDF files within articles will appear as download links in the exported PDF rather than rendering inline. In private mode projects, these download links expire after 15 minutes due to SaaS token expiry.
Create a new PDF
Follow the steps below to create a new PDF.
In the Export to PDF page, click the Create new PDF button in the top right corner.
The Start export page opens.Enter the Name for the PDF. The name is pre-filled based on the cover page title configured in the selected template. You can edit it before exporting. Characters not supported in file names (such as
/,:,*,?,",#,<,>,|) are automatically removed and flagged with a warning. The file name you save is the exact name used for the downloaded file.Enter a Password if you want to password-protect your PDF.
In the Select PDF template field, choose the required PDF template from the dropdown menu.
The design template is used to style the PDF content template. Users can configure the visual aspects like the cover page, table of contents, watermark, layout, header & footer, and font settings.
To learn more about creating PDF templates, read the article on Designing a PDF template.Select the required Workspace.
Select the required Language.
The preview of the selected template is displayed on the right side. You can navigate between the Cover, Terms, ToC, and Content previews.
In the Categories & articles section, click Select category articles to choose the categories.
In the Add categories & articles dialog, select the sub-categories and articles you want to export.
Click Done to confirm selection.
Click Export to initiate export to PDF.
The Export Status will be updated as Success on completion.
NOTE
Internal article and heading links (absolute and relative URLs) within the selected articles will remain functional inside the exported PDF. If a linked article is not part of the export, the link redirects to the corresponding page on the knowledge base site. Internal article and heading links within the selected articles remain functional in the exported PDF. Links that point to articles not included in the export open the corresponding page on the knowledge base site. This behavior applies to both relative and absolute internal URLs.
You can download multiple articles from one or more categories on your knowledge base site as PDFs.
Downloading exported PDFs from the Knowledge base site
When a PDF export is generated in a private Knowledge base project, users can download it directly from the Knowledge base site, and a copy is also sent by email. This helps reduce reliance on email delivery, especially in environments with strict email filters.
This feature is available exclusively for private projects and logged-in users of mixed (public & private) projects where category-level PDF export is enabled.
To enable PDF export, navigate to Settings > Knowledge base site > Article settings & SEO > Article header and turn on the Show download as PDF button toggle.
To download an exported PDF,
Click Export PDF from the Knowledge base site or portal to initiate the export.
The system generates the PDF server-side.
Once the PDF is ready, a notification dialog appears near the bell icon with the title "Your exported files are now available for download!" Click the dialog or the bell icon to navigate to the Notifications section.
In the Notifications section, each exported PDF displays the workspace, language, export date, and expiry time. Click Download PDF to download the file directly from your browser.
An email notification with a download link is also sent simultaneously to your registered email address.
NOTE
Exported PDFs are available for 30 days and can only be accessed by authorized users through secure, time-limited download links. In private and mixed projects, PDFs in the Notifications section are visible only to the user who generated them and other authorized users.
Other actions on PDF
You can perform the following actions on the exported PDF.
Download: Save the generated PDF on your computer.
Regenerate: Perform the export function again. Clicking on this option exports the latest content available to the PDF.
Clone: Create a duplicate of the content template with all the attributes similar to the original template.
Edit: Make changes to the attributes of the content template.
Export details: View the file name, version, language, categories, and articles in the exported PDF.
Delete: Remove the content template from the template library. This action cannot be reversed.
FAQ
How can I share draft articles with members outside my project team?
In the Advanced WYSIWYG editor, you can share draft articles with members not part of your project team using the Export PDF option.
Navigate to the desired article in the Advanced WYSIWYG editor.
Select the More () options > Export PDF.
Download a PDF version of the draft article.
You can then share this PDF with the relevant members.
When you export an article as a PDF, the file is static. Any updates you make to the article after exporting will not appear in the PDF.
If you want members outside your project team to always see the most recent version of the article, use the Share articles via private link feature. With this private link, users can view the article with all current updates.
What are the PDF download limits?
In addition to the 25MB per-export size limit, the following daily download limits apply:
The daily download limit for PDF exports from the Knowledge base site is 500MB across all plans. Once this limit is exceeded, further downloads will be restricted until the next day (resets after 24 hours).
This limit is tracked at the project level.
If you require a higher daily download limit, contact your account manager or Document360 support to discuss an add-on.
PDF download from the Knowledge base site is available exclusively for private projects and logged-in users of mixed (public & private) projects.
Currently, there is no built-in usage tracker for daily PDF download consumption. If you need visibility into daily usage, please submit a feature request.
Why are SVG images not visible in my exported PDFs?
SVG images may not appear in exported PDFs due to a limitation of the SelectPDF plugin, which converts HTML to PDF. When SVGs are included using the <img> tag, they are not rendered in the PDF. This is a known limitation of the SelectPDF plugin.
As a workaround, you can:
Convert the SVG file into a supported image format such as PNG or JPG.
Re-upload the converted file.
Why does my exported PDF show a download link instead of the embedded PDF content?
When an article containing an embedded PDF is exported, the embedded PDF does not render inline within the exported PDF. Instead, it appears as a download link ("Your browser does not support PDF. Click here to download").
Additionally, if your project is in private mode (accessible only to defined readers, contributors, or admins), the download link contains a time-limited security token and will expire 15 minutes after the PDF is generated. Users who are not logged in to the project will be unable to access the embedded file after this period.
Why are internal links in my PDF redirecting to the Knowledge Base site?
This occurs when internal links reference an outdated article slug, causing them to redirect to the KB site instead of functioning within the PDF.
Why is the “Export” option not clickable when trying to create a new PDF from the portal?
The PDF export option may appear disabled if another export process is already running in the background. Document360 supports only one export operation at a time for a project.
If an export is currently in progress, additional export actions will be temporarily unavailable and the export option will remain greyed out until the active export is completed. Verify whether any ongoing PDF or project export tasks are running and retry the operation once the existing export has finished.