Using filters in All articles page

Plans supporting bulk operations on all articles

Accessing 'All articles' filters

To manage filters in the All articles feature, follow the steps below:

1. Navigate to Documentation () > All articles () on top of the Categories & Articles section.
   The All articles page will appear.

2. Navigate to your project's different workspaces and languages using the drop-down at the top.

3. Click the All articles dropdown to filter articles by status.

4. Use the basic filters or custom filters to narrow down the results.

5. The filters applied can be viewed at the top of the window, and they include the following:

   1. Status

   2. Review reminder

   3. Starred

   4. Visibility

   5. Read receipt

   6. Contributor

   7. Category

   8. Date

   9. Tags

   10. Labels

a. Status

• All: All articles, irrespective of the status.

• Published: Articles with Published status.

• Scheduled: Articles that are scheduled for publishing.

• Draft: Articles with Draft status.

• New article: Articles with New article status.

• Broken links: Articles that have broken links based on the recent Link validation.

• Deprecated: Articles marked as Deprecated in the Knowledge base site.

b. Review reminder

• All: All articles, irrespective of the review status.

• Fresh: Articles without the Needs review status.

• Stale: Articles with the Needs review status.

c. Starred

• All: All articles, irrespective of the starred status.

• Starred: Articles with Starred status.

• Not starred: Articles without Starred status.

d. Visibility

• All - All the articles, irrespective of visibility status.

• Visible - All articles in the selected workspace/language except for hidden articles.

• Hidden - Hidden articles are marked with a strikethrough, meaning they are not visible on the Knowledge base site but still exist in your project.

e. Read receipt

• All: All articles, irrespective of read receipt status.

• Enabled: Articles with Read receipt enabled.

• Disabled: Articles with Read receipt disabled.

NOTE

Read receipt feature is available only for Private and Mixed projects in KB site 2.0. For more information, read the article on Read receipt.

f. Contributor

You can search for individual contributors using the search bar and select one or more contributors from the list. The contributors are all Team accounts in the project. The default selection is All.

g. Category

You can filter articles based on their category or subcategory (visible when you expand the root-level category). You can choose one or more categories using this filter.

NOTE

Selecting a category will show only articles under that category. To select articles under a subcategory, pick them manually.

h. Date

You can filter articles based on their last Updated date. All articles in Published, New, Draft, and Deprecated status will appear.
You can select from the preset time intervals or add custom dates. Once you choose the date, the specified time period (For example, Jun 28, 2022 to Jun 28, 2023) will appear next to the selection.

• All

• 7 days

• 30 days

• 3 months

• 1 year

• Custom date

i. Tags

You can search for individual tags using the search bar and select one or more tags from the list. The default selection is All tags and None (articles with no tag association).

j. Labels

You can search for individual labels using the search bar and select one or more labels from the list. The default selection is All labels and None (articles with no label association).

Custom filter

You can save a custom filter in All articles that you can reuse.

For example, you can create a custom filter for your documentation team members with a specific date range and status indicator.

Saved custom filters can be accessed using the expand arrow to the right of the Filter button.

Saving a custom filter

1. Navigate to the Documentation () section in the Knowledge base portal.

2. Click All articles at the top-left of the page.
   The All articles page will appear.

3. Click the filters dropdown, choose the desired filter, and click Apply.

   The applied filters are visible at the top of the list.

4. Click Save filter.

5. The Save filter panel will appear.

6. Type the intended Filter name (up to 30 characters).

7. Turn on the Share filter with team members toggle if you want the filter to be available to other team accounts. (If the toggle is not enabled, the custom filter can only be used by you).

8. Once done, click Save.

Deleting a custom filter

1. Click the expand arrow () icon near the Filter button.

2. Hover over the desired custom filter and click Delete () icon.

3. Click Yes in the confirmation prompt.

NOTE

Once a custom filter is saved, you cannot edit it. After deleting a custom filter, you cannot revert back.

Clear filters

You can clear the applied filter in three ways:

1. Click Clear all on the top of the window.

2. Navigate to the Filter dropdown and click Clear.

3. To remove an individual filter, click the X next to the applied filter visible above the articles list section.