This article covers the management of Step by step guides - translating them into other languages, cloning them across workspaces, unpublishing when needed, and exporting for offline use.
When to use each action
Action | Use when… |
|---|---|
Translate | Your knowledge base serves readers in multiple languages, and you want the guide available in their workspace language |
Clone | You need a nearly identical guide for a different product tier, region, or workspace faster than re-recording from scratch |
Unpublish | A guide covers a feature that has changed significantly, is temporarily unavailable, or was published before it was ready |
Export to PDF | A reader or internal team needs an offline or printable version of the guide |
Translating Step by step guides
After a Step by step guide is created in the default workspace language, it can be translated into any enabled secondary languages. Keeping translations up to date ensures that all users, regardless of language, have access to accurate and consistent documentation.
There are three methods where the translation can be initiated from:
Method 1: From the All articles page in default language
Method 2: From the All articles page in secondary language
Method 3: From within the individual Step by step guide in the secondary language
Translate from the All articles page in the default language.
Use this method when you want to translate one or more Step by step guides into one or more secondary languages in a single action. It is the most efficient approach for initial rollouts or when multiple guides need to be localized at once, since you can select and translate several guides simultaneously without opening each one individually.
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Ensure you are in the default workspace language.
In the left navigation pane, navigate to All articles ().
From the article list, select the checkboxes next to the step by step guides you wish to translate.
Click Translate with Eddy AI ().
Select the required secondary languages in the translate panel that appears.
Check the box to confirm and continue with the translation process
Click Translate.
The selected Step by step guides will now be translated into the chosen languages.
Translate from the All articles page in a secondary language
Use this method when a translated guide is already available in a secondary language and is marked as Needs translation (🌐). This status indicates that the original source guide has been updated since the translation was last generated, meaning the secondary language version may be outdated. This method is ideal for periodic localization reviews or when managing a backlog of guides that need refreshing across a specific language workspace.
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Switch to the required secondary language workspace.
From the article list, select the checkboxes next to the step by step guides you wish to translate. Filter guides that show Needs translation (🌐), if required.
Click Translate with Eddy AI ().
A progress indicator will appear until the translation is complete. Once completed, the content will be translated; the formatting will remain consistent across all languages.
Translate from within the Step by step guide editor
Use this method when you want to translate a specific guide while reviewing or editing it in the editor. It is well-suited for contributors who are working on a guide and want to trigger translation without navigating away, keeping their workflow focused on a single piece of content.
Navigate to the step by step guide you want to translate.
Ensure the appropriate content is available in the editor.
Click the Translate with Eddy AI () icon.
Click Translate with Eddy AI to begin the translation process.
A progress indicator will appear until the translation is complete. Once completed, the content will be translated; the formatting will remain consistent across all languages.
Translated versions display a Translated or Needs translation status, helping contributors quickly identify guides that require localization updates.
NOTE
When steps are added or removed in the default language guide, those changes are reflected in the secondary language versions within the editor in draft state. These updates are not visible on the Knowledge base site until the guide is re-translated and published in the respective language. The total number of steps in a guide remains consistent across all languages, ensuring structural alignment between the source and translated versions.
Translation status
Translated guides display a Translated or Needs translation status so contributors can quickly see what needs attention.
A guide is marked Needs translation (🌐) when:
A new guide is created
The source guide is updated
Steps are added, removed, or reordered in the source language
Text overlays inside images are changed
A new workspace language is added
When the source guide is updated, translated versions are automatically marked Needs translation. Contributors choose when to re-translate.
NOTE
During re-translation, translation credits are calculated for the entire Step by step guide, not just the modified steps.
Translation credits are calculated based on step titles, descriptions, and text overlays on step images. Visual elements like highlights, spotlight regions, and blur areas do not consume credits unless they include editable text.
Troubleshooting translation issues
A translated guide shows the source language content instead of the translation - Navigate to the guide in the secondary language workspace and check its status. try publishing from the secondary language. If the guide is marked as Translated, click Mark as Needs translation, then select Translate with Eddy AI and re-translate the guide again.
The Translate with Eddy AI button is greyed out - Confirm that Eddy AI translation is enabled for your project under Settings > AI settings > Eddy AI settings. Also check that your project plan includes the AI translation suite, contact support if you're unsure.
Translation credits were consumed more than expected - Credits are charged for step titles, descriptions, and text overlays. If your guide uses many text annotation overlays (added via the Text element in the editor), those all count toward the credit total. Visual-only elements like highlights and blur do not consume credits.
Cloning step by step guides
Cloning, a Step by step guide creates an exact copy of the original content as a new guide. You can clone step by step guides within the same workspace or across different workspaces.
There are two methods to clone a step by step guide in the Knowledge base portal:
Method 1: From the Categories & Articles pane.
Method 2: From within a specific Folder or Index category.
From the Categories & Articles pane, you can clone a step by step guide within or across workspaces:
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Hover over the desired step by step guide in the left navigation pane.
The More () icon will appear.
Click the More () icon and select the Clone () icon.
In the Clone step by step guide dialog, perform the following:
Title: Enter the name for the cloning step by step guide.
Workspace: Select the desired workspace from the dropdown. Click Reset to assign it under the main workspace.
Category: Select an existing category from the selected workspace.
Auto update referenced links: Select this checkbox to ensure links in the step by step guide content are updated based on the destination workspace/category.
Cross-references: Select Update to cloned to automatically update cross-reference links to match the new workspace or category, or select Retain original to keep the links pointing to the original article.
Click Clone.
To move a specific step by step guide within a specific Folder/Index category:
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Go to the desired Folder/Index category.
Hover over the desired step by step guide.
Click the More () icon and select the Clone () icon.
In the Clone step by step guide dialog, perform the following:
Name: Enter the name for the cloning step by step guide.
Workspace: Select the desired workspace from the dropdown. Click Reset to assign it under the main workspace.
Category: Select an existing category from the selected workspace.
Auto update referenced links: Select this checkbox to ensure links in the step by step guide content are updated based on the destination workspace/category.
Click Clone.
Unpublishing step by step guide
Similar to unpublishing a regular article, you can also unpublish a step by step guide if it is no longer needed or requires updates.
For example, if a guide was created for a feature that is still in development but was mistakenly published, you can unpublish it until the feature is ready. This ensures only accurate and finalized information appears in your knowledge base.
NOTE
Only team accounts with Publish permissions can unpublish articles.
You can unpublish a step by step guide using any of the following methods:
Method 1: From the Categories & Articles section
Method 2: From the Folder/Index category
Method 3: From the All articles () section
Method 4: From the Article editor
Method 1
To unpublish a step by step guide from the Categories & Articles section:
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
In the Categories & Articles pane, hover over the published step by step guide.
Click the More () icon and select Unpublish ().
The Confirm unpublishing panel will appear.
Enter the Reason for unpublishing. This is an optional field.
Click Unpublish.
To edit or republish:
Click Edit to make changes.
Click Publish to republish without editing.
Method 2:
To unpublish a step by step guide from the Folder/Index category:
Navigate to the desired category in the Documentation () section.
Hover over the published step by step guide in the left navigation pane and click the More () icon.
Select Unpublish ().
Alternatively, to unpublish multiple guides, select the desired published guides and click Unpublish () at the top.
The Confirm unpublishing panel will appear.
Enter the Reason for unpublishing. This is an optional field.
Click Unpublish.
To edit or republish:
Click Edit to make changes.
Click Publish to republish without editing.
Method 3:
To unpublish multiple step by step guides from the All articles section:
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to All articles ().
Select one or more published guides.
Click Unpublish () at the top.
The Confirm unpublishing panel will appear.
Enter the Reason for unpublishing. This is an optional field.
Click Unpublish.
To republish or edit:
Click Edit to make changes.
Click Publish to republish without editing.
Method 4:
To unpublish a step by step guide from the Article editor:
Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
Open the desired published step by step guide and click the More () icon at the top right.
Select Unpublish ().
The Confirm unpublishing panel will appear.
Enter the Reason for unpublishing. This is an optional field.
Click Unpublish.
To republish or edit:
Click Edit to make changes.
Click Publish to republish without editing.
NOTE
Once a step by step guide is unpublished:
Unpublishing a step by step guide changes its status from Published to Draft.
All associated links will break.
The guide will be hidden from the Knowledge base site.
In the Knowledge base portal, the status will show as Unpublished and step by step guide’s status icon will appear in gray ().
Exporting a step by step guide to PDF
You can export any step by step guide as a PDF, useful for sharing offline, attaching to support tickets, or printing for in-person training.
From the Knowledge base site
Navigate to the published step by step guide on the Knowledge base site.
In the article header, click the More () icon.
Select Export to PDF.
The PDF downloads automatically. Choose a save location in your file explorer and click Save.
From the Knowledge base portal
Navigate to the guide (draft or published) in the Knowledge base portal.
Click the More () icon near the Share option.
Select Export to PDF.
A well-formatted PDF version of the guide downloads to your computer.
FAQ
Can I create guides in all languages?
Step by step guides can only be created in the default workspace language. Later, it can then be translated into enabled secondary languages. Until a translation exists, readers see the default language version.
Does Eddy AI use content from Step by step guides?
Yes. Eddy AI fetches the title, description, and body text from published guides when responding to searches. Responses include a citation linking directly to the source guide.
How do I view contributors?
Click the Information icon near the status badge. A panel shows the contributor list, step count, last updated date, and creation details.
How do I perform bulk operations for Step by step guides?
Step by step guides function similarly to articles and are displayed in the All Articles section. Here, you can manage, search, and organize them alongside other articles in your project. In the All Articles section, you can use filters to sort guides by status (e.g., Draft, Published, New), category, tags, or date modified.
How do I configure the SEO title and description for a Step by step guide?
To set up SEO for a Step by step guide:
Navigate to the desired guide in the Knowledge base portal.
Click the More () icon and select SEO.
In the Article settings dialog, update the meta title, slug, and description.
Click Save to apply the changes.
For more information, read the article on Article SEO.
How do I track activity events for step by step guides?
To monitor activity events in the Step by step guide:
Navigate to Settings () > Knowledge base portal > Team auditing in the Knowledge base portal.
In the Team auditing tab, you’ll find updates on visibility changes, title updates, and contributor modifications for each guide.
For more information, read the article on Team auditing.
How can I enable the Table of Contents for my Step by step guide?
Each step in a guide can appear as part of a Table of Contents on the Knowledge base site. To enable the Table of Contents:
Navigate to Settings () > Knowledge base portal > Article settings & SEO in the Knowledge base portal.
In the Article settings tab, expand the Article right accordion.
Turn on the Show table of contents toggle.