KB site 2.0 migration

Document360 introduces Knowledge base site 2.0, offering advanced customization capabilities and new functionalities such as following articles and categories, sharing articles via private links, and more, enhancing user experience and engagement. This upgrade allows you to smoothly transition from Site 1.0 to Site 2.0, providing greater control over your Knowledge base with improved configuration and customization options.

For Your Information (FYI)

By default, KB Site 2.0 is accessible for projects created after June 10th, 2024.

Migration from KB Site 1.0 to KB Site 2.0

As part of our ongoing improvements, KB Site 1.0 will be decommissioned by the end of December 2025. We highly recommend switching to KB Site 2.0, which has been live since June 2024.

Why switch to KB Site 2.0?

• Access to new features exclusive to KB Site 2.0

• Improved performance and enhanced security

• Compliance with global standards

We understand that every Knowledge base setup is unique. Our team is ready to assist you with a seamless, hassle-free migration.

Scenario 1:

As part of our transition to the enhanced KB Site 2.0, we will automatically migrate projects that do not have any applied customization code.

This process will be carried out in phases and is expected to be completed by May 2025.

No action is required from your end. You’ll enjoy improved performance, new features, and full compliance without any disruption.

Scenario 2:

If your project includes customization code, you’ll see a banner in your Knowledge base portal, “Yes, I’m ready to migrate!” . Once the project Owner or Admin gives consent, the banner will no longer appear for that project.

Here’s what happens next:

• Our team will temporarily add d360-kb2migration@kovai.co as an admin user to your project to perform the migration.

• We’ll work only in the preview environment. Your live site remains unaffected, with no disruption to your documentation, writers, or visitors.

• The upgrade process is one-way. Once the migration starts, it is not possible to revert to KB Site 1.0.

• Your data is fully secure. We do not access personal or sensitive content during this process. All activities are performed in strict alignment with our data privacy policies and compliance standards, ensuring your information remains protected.

• This consent applies to the entire project.

Once the setup is complete (typically within 1–2 weeks), your Customer Success Manager will notify you regarding the KB Site 2.0 preview. You’ll have complete visibility to review and approve the design before going live.

You can also share feedback during this phase—we’re happy to make adjustments before the final rollout.

Customizing your knowledge base site 2.0

To manually customize your Knowledge base site 2.0:

1. Navigate to Settings ()> Knowledge base site > Customize site in the Knowledge base portal.

   The Customize site page will appear.

   A new banner will be displayed to upgrade to Knowledge base site 2.0.

NOTE

This banner is displayed exclusively for Document360 1.0 Standard plan projects.

3. Click Experience 2.0 in the banner to explore the KB Site 2.0 preview.

   Upon clicking, you can see two tabs: Site 1.0 (Active) and Site 2.0 (Preview). By default, Site 2.0 tab will be selected.

4. In the Site 2.0 tab, you can view the Knowledge Base Site 2.0 preview banner with the following options:

   1. Go live with Site 2.0

   2. Customize site

   3. Preview site 2.0

   4. How to configure

a. Go live with Site 2.0

1. Click Go live with Site 2.0 to publish KB Site 2.0 with the same functionalities as KB Site 1.0, without customizing it.

   The Publish confirmation panel will appear.

NOTE

You cannot deselect the configurations the first time you are editing.

2. Click Continue.

   The Switch from Knowledge base site 1.0 to 2.0 panel will appear.

3. Enter the subdomain of your project and click Switch to 2.0.

   Now you have migrated your KB Site into our latest version KB Site 2.0.  

NOTE

From KB Site 1.0, the logo, favicon, primary color, link colors, title & body font, and site layout will be retained.

b. Customize site

1. Click Customize site.

   The overview of customize site page will appear.  

2. You can customize various pages such as Site header & footer, Main pages, Error pages, and adding Custom CSS & JavaScript.

3. Once done, click Save to save the changes as a draft.

4. Click Preview to view the changes in the Knowledge base site.

5. Click Go live with Site 2.0 to publish the changes in your Knowledge base site.

6. Select the desired configurations and click Continue.

   The Switch from Knowledge base site 1.0 to 2.0 panel will appear.

7. Enter your subdomain of the project and click Switch to 2.0.

c. Preview site 2.0

Click Preview site 2.0 to view the KB Site 2.0 with default branding elements retained from your KB Site 1.0.

d. How to configure

If you need guidance on configuration, click How to Configure to watch the instructional video.