Schedule publishing

Document360 lets you schedule articles and page categories to publish automatically at a specified date and time. Instead of having to be available at the exact moment content goes live, you can set it up in advance and let the platform handle the rest. Scheduling uses the same Publish confirmation dialog as publishing immediately, so you can configure tags, GEO/SEO, related articles, search visibility, and preferences before the scheduled version goes live.

When to schedule publishing

• You want to plan and queue articles ahead of time to maintain a consistent publishing cadence without manual intervention.
• A product update, announcement, or feature documentation needs to go live at the same time as a release.
• You need articles to publish outside working hours without someone available to click Publish.

Scheduling methods

Schedule a single article

You can open the Publish confirmation dialog with scheduling preselected in any of the following ways:

• Click the Workflow button in the top-right corner of the editor, then click Publish later.
• Click the Workflow button, click Publish, and in the Overview panel, set Schedule publish to Later.
• In the category and article list, hover over the article, click the More () icon, and select Publish later, without opening the article.
  All paths open the same Publish confirmation dialog.

1. Navigate to the article in the knowledge base portal.
2. Click the Workflow button in the top-right corner.
3. Click Publish later. The Publish confirmation dialog appears with Schedule publish set to Later.

4. In the Overview panel, configure the following:

5. Optionally, use the panel list on the left (GEO/SEO, Tags, Related articles, and, under More, Search visibility and Preferences) to configure the rest of the article's publish settings. See Publish confirmation dialog panel for details on each field.
6. Click Schedule.

Edit a scheduled publication

1. Navigate to the scheduled article in the knowledge base portal.
2. Click the Scheduled dropdown in the top-right corner. Hovering over the button shows the current scheduled date, time, and time zone.
3. Click Edit schedule (). The same Publish confirmation dialog reopens, pre-filled with the existing schedule and settings. Document360 re-scans the article for issues while the dialog loads.
4. Modify the Timezone, Date, Time, or any other panel as needed.
5. Click Schedule to save the changes.

Cancel a scheduled publication

1. Navigate to the scheduled article in the knowledge base portal.
2. Click the Scheduled dropdown in the top-right corner.
3. Click the Cancel schedule () icon next to the scheduled date.
   The schedule is canceled, and the article returns to its previous Draft status. You can now edit the article or reschedule it.

Schedule multiple articles

1. Navigate to Documentation () in the left navigation bar.
2. Click All articles () in the left navigation pane. Alternatively, go to any Folder or Index category to schedule its articles.
3. Select the articles you want to schedule.
4. Click Publish later.
5. Choose the Date, Time, and Time zone in the Publish later panel.
6. Click Schedule.
   Once scheduled, a Publish later indicator appears next to each article. Hovering over it displays the scheduled publishing date and time.

What happens when you schedule an article

• The article enters a Scheduled status and a Scheduled dropdown appears in the top-right corner of the editor.
• Editing is disabled for a scheduled article. A banner appears stating the article cannot be edited while scheduled. Click Edit schedule to reopen the Publish confirmation dialog, or cancel the schedule to make other changes.
• Publishing is initiated at the designated time. There may be a delay of a few seconds for the article to appear live.
• Any tags, GEO/SEO details, related articles, search visibility, and preference settings configured while scheduling are saved and applied when the article publishes.
• A scheduled article cannot be published via the {{ glossary.API}}. It can only be published through the portal.
• If a scheduled article is moved to a different workspace, the scheduled publishing time is cleared and must be set again.

Best practices

• Cancel the schedule before editing. Scheduled articles cannot be edited. If you need to make changes after scheduling, click Edit schedule to reopen the Publish confirmation dialog, or cancel the schedule, make your edits, then reschedule.
• Configure tags, GEO/SEO, and related articles while scheduling. Since the full Publish confirmation dialog is available when scheduling, use Auto Fix! or the individual panels to finish these settings ahead of the go-live date instead of revisiting the article afterward.
• Verify the time zone when scheduling, especially for teams across multiple regions. Document360 lets you set the time zone per schedule.
• Use bulk scheduling for releases. When launching multiple articles as part of a product release, use the All articles page to schedule them all at once.
• Reschedule after moving. If you move a scheduled article to a different workspace, the schedule is cleared. Set a new schedule after the move.

FAQ