Document360 gives readers two ways to download articles and categories as PDFs directly from the knowledge base site. They can export content on demand using the Export PDF button, or download a pre-compiled PDF that was generated from the portal and made available through the notification system. Both methods are controlled by settings you configure in the portal.
PDF download from the knowledge base site is available exclusively for private projects and logged-in users of mixed projects.
Enable PDF download in the portal
Before readers can download PDFs from your knowledge base site, you need to enable the download button in your settings.
- Navigate to Settings () > Knowledge base site in the left navigation bar.
- Select Article settings & SEO in the left navigation pane.
- On the Article settings tab, scroll to the Article header section.
- Turn on the Show download as PDF button toggle. This option is enabled by default.
- Select additional options as needed:
| Option | Description |
|---|---|
| Allow multiple articles download | Lets readers select and export multiple articles or an entire category as a single PDF. |
| Allow users to choose PDF template while exporting | Lets readers choose a PDF template when exporting. If not selected, the default template is used. |
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To create or manage PDF templates, navigate to Content tools () > Export articles and select the PDF templates tab. Learn about PDF templates →
Reader-initiated export from the knowledge base site
Once the PDF download button is enabled, readers can export categories and articles directly from the knowledge base site.
- Navigate to the category or article on the knowledge base site and click the Export PDF icon.
- In the Export Articles panel, select the subcategories and articles to include.
- If template selection is enabled, choose a PDF template from the PDF templates dropdown. If no template is selected, the default template is used.
- Click Next, enter a file name, and click Export PDF.
The system generates the PDF server-side. Once the PDF is ready, the notification flow described below is triggered.
Customisations applied to the knowledge base site are not reflected in the downloaded PDF. In mixed knowledge bases, logged-in readers can export both public and private articles individually or in bulk. Non-logged-in readers can only export individual articles.
Download the exported PDF
Once the export is complete, how the PDF is delivered depends on how many articles were selected.
Single article: The PDF downloads instantly.
Multiple articles: The PDF is generated server-side. You can download it from the Notification () section, or from the download link sent simultaneously to the reader's registered email address.
To download a multi-article PDF from the notification centre:
- Click the Notification () icon on the knowledge base site.
- Locate your export. Each notification shows the workspace and language the PDF was exported from, the date it was exported, and how long the download link remains valid.
- Click PDF to download the file directly in your browser.
Exported PDFs are available for 30 days via 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 authorised users. The notification and email delivery apply only when multiple articles are exported. Single article exports download instantly without a notification.
Portal-compiled PDFs on the knowledge base site
PDFs compiled in the portal via Content tools () > Export articles follow the same notification flow. When a portal export is complete, authorised readers can download it from the notification centre on the knowledge base site, or via the email link sent at the same time.
This is useful when you want to control exactly which content is exported and how it is styled, rather than relying on reader-initiated exports, and then surface the final file to your audience.
To compile a PDF from the portal, see Export articles as PDF →
Limitations
| Item | Detail |
|---|---|
| Availability | Private projects and logged-in users of mixed projects only. |
| Daily download limit | 500 MB shared across all users of the knowledge base. |
| Download link validity | 30 days from the date of export. |
| Single article export | Downloads instantly. |
| Multi-article export | Delivered via notification centre and email simultaneously. |
| Knowledge base site customisations | Not reflected in downloaded PDFs. |
| Notification visibility | Visible only to the user who generated the export and other authorised users. |
Best practices
- Enable template selection for advanced readers. If your knowledge base serves technical teams who need specific layouts, enable the Allow users to choose PDF template option so they can pick the most appropriate format.
- Pre-compile PDFs for large or complex exports. For documentation packages that require a specific structure, compile the PDF in the portal and let readers download it through the notification system, rather than relying on reader-initiated exports.
- Inform readers about the 30-day expiry. If you share knowledge base access with external stakeholders, remind them to download exported PDFs within 30 days before the link expires.
- Monitor download usage. If your team frequently downloads large PDFs, track cumulative daily usage to avoid hitting the 500 MB shared limit during peak periods.
FAQ
What is the difference between a reader-initiated export and a portal-compiled PDF?
A reader-initiated export lets readers select and export content themselves directly from the knowledge base site. A portal-compiled PDF is created by an admin or editor in the portal with full control over which articles are included and which template is used. Both are delivered through the same notification flow once the export is complete.
Can non-logged-in readers download PDFs?
In mixed knowledge bases, non-logged-in readers can only export individual articles. Logged-in readers can export both public and private articles individually or in bulk. PDF download is not available for fully public knowledge bases.
How long does a PDF download link remain valid?
Download links expire after 30 days and are removed automatically from the notification centre. Readers should download their exported PDFs within this window.
What happens if the daily download limit is exceeded?
All plans have a default daily download limit of 500 MB shared across all users of the knowledge base. If the combined total across all users exceeds 500 MB in a day, further downloads are restricted for all users for 24 hours. For example, if the 500 MB limit is reached at 9:20 PM on April 9, no further downloads are possible until 9:20 PM on April 10.
Will knowledge base site customisations appear in downloaded PDFs?
No. Customisations applied to the knowledge base site are not reflected in downloaded PDFs. The PDF appearance is controlled entirely by the PDF template selected at export time.