Article settings

Learn about article settings, statuses, and permissions, including: tags, internal notes, titles, group and team restrictions, and hiding and showing articles.

Full and short titles

Every article has its Full Article Title, which is what displays at the top of your article. There is also an optional short title, which is used in the table of contents.

Internal note

Sometimes, you need a place to leave notes for other editors (or yourself) that isn't the Version Notes field. This might include notes on who the subject matter expert is, or that if you update this article, you should also update another article, or some type of quality control note (such as Article Confidence levels if you use KCS).

This type of note is exactly what we designed the Internal Note field for.

Internal notes:

  • Are notes you want front-and-center when you or other content creators are editing a given article or category.
  • Are displayed only in, not to your readers.
  • Accept very simple HTML markup, so you can include hyperlinks and lists.
  • Will be displayed at the top of ALL versions of the article.
  • Are available in the Manage Articles CSV export.
  • If used in a template article, will be copied to new articles created from that template.
  • If in an existing article, will be copied when a new article is created from that existing article.

Our default Editor and Writer roles can add, edit, and remove internal notes. If you're using custom user roles, you can add each of these permissions independently using the Internal Note Permissions options. Users who do not have no permissions to create, edit, or delete internal notes will still be able to see internal notes created by other users. Users with only some permissions can only see the options they have permissions to use.

Add an internal note

To add an internal note:

  1. Click the Add Internal Note link to the right of the title:
    Click Add Internal Note
  2. Add the HTML you want to use for your note. If you're just putting in regular sentences, you don't need to add HTML, but you can use it for formatting lists, hyperlinks, and so on.
  3. Select the style you want to use for your note from the dropdown; we default to Alert Info. Here, we've added a one-line note and selected the Alert Warning style.
    Sample Create Internal Note pop-up. Click Create Note to add it.
  4. Select Create Note.
  5. This creates the note and displays it using the style you selected between the title and the editor. You do not need to resave the article itself for the note to be saved.
    Sample Internal Note from the configuration used above

Edit an internal note

Once an internal note exists, you can edit it to make updates. To do so:

  1. Click the Edit Note link that appears just above the note:
    Click the Edit Note link
  2. Edit the HTML or change the style as you'd like. Once you're done making changes, select Edit Note to save your changes. Here, we've added a more complex note with a list:
    Sample edited internal note HTML. Click Edit Note to save the edit.
  3. The note updates immediately based on the changes you made. You do not need to resave the article or category itself for the note to be saved.
    Sample Internal Note displayed based on the HTML in the previous step

Delete an internal note

To delete an internal note completely:

  1. Click the Remove Note link that appears just above the note:
    Click the Remove Note link
  2. A confirmation window will pop-up to be sure you want to delete the note. Select OK to delete the note.
    Click OK to delete the note
  3. The note is deleted immediately; you do not need to resave the article or category for the deletion to complete.

What HTML is supported in internal notes?

We've kept these notes pretty lean. They will support HTML:

  • Paragraph <p>
  • Numbered list <ol>
  • Bulleted list <ul>
  • List items <li>
  • Hyperlinks <a href="">Link text</a>
  • Bold text <b> or <strong>
  • Italics <i>
  • Paragraph breaks <br>
  • Headers, e.g. <h1>

Internal title

For each article, besides adding a short title to be used in the table of contents, you can also add an internal title. Internal titles are used only within - they aren't things your readers see when viewing the knowledge base.

Internal titles can be useful when you have a lot of articles with very similar names, just in different categories, and you want to be sure you're selecting the correct article when you use:

They can also be useful when you want to call an article one thing to your end-users, and something else to your content contributors.

Sample internal article title. Readers will see "It's owl good" as the title, but within, the article appears as "Search announcement".

KnowledgeOwl displays the internal title instead of the full article title in these places within

To add an internal title:

  1. With the article open in the editor, click the Add Internal Title link to the right of Full Article Title.
  2. Enter the title you want to use in the Internal Article Title box that appears.
  3. Select Save.

You can remove an internal title using the Remove Internal Title link in the editor.

Publishing status

All articles have a status. You can manually change the publishing status by selecting a new status in the Publishing Status dropdown, then saving the article. 

The six statuses available are:

  • Draft (default status for newly created articles)
  • Ready to Publish
  • Rejected Draft
  • Published
  • Needs Review
  • Deleted


An article in Draft status is not visible to readers. This is the default status when you create a new article.

Ready to Publish | Rejected Draft

The Ready to Publish and Rejected Draft statuses are optional statuses, supporting your documentation editing and review workflow. Both of these statuses keep the article hidden from readers, like a Draft.

As an example, some articles need to be approved before being published. You can switch the status to Ready to Publish once it is ready for approval. The approver then reviews the article, and either changes the status to Publish if approved, or switches it to Rejected Draft if it still needs work.


A Published article is visible to anyone with access to your knowledge base, unless you have restricted it to specific reader groups. Refer to Reader Groups for more information.

Needs Review

A Needs Review article is still visible in your knowledge base. You can view all articles with the Needs Review status in Knowledge Base > Manage. This status is a great way of keeping your knowledge base up to date and relevant. You can regularly check for articles that require review, update them if necessary, and switch them back to Published status.

To set an article to Needs Review, you can:

  • Manually set an article's status to Needs Review as a reminder to review it. 
  • Configure your knowledge base to automatically switch published articles to Needs Review if the article hasn't been updated within a specified period of time:
    1.  Go to Settings > Basic.
    2. In Editor Settings, select Automatically set articles to "Needs Review" if older than the below date.
    3. Enter the time period. For example, select "6" in the first dropdown, and "Months" in the second, to set the time period to six months.Screenshot of the editor settings section of basic settings
    4. Select Save to update your settings.


Deleted articles are not visible on your knowledge base. You can access them by navigating to Knowledge Base > Manage > Deleted.

Screenshot showing the manage articles interface, with the article status dropdown open

New, updated, and video callouts

KnowledgeOwl gives you the option to tag your articles as New or Updated. This is great for letting your readers know about new content as well as any changes to existing content!

Screenshot showing the visual effect of adding a "New" callout to an article

You can also let your readers know if your article contains Video Content:

Screenshot showing the visual effect of adding a video callout


To add call outs:

  1. Open your article for editing.
  2. Select the call out(s) you want from the Article Call Outs menu:

  3. For New or Updated status, you can specify the Status Expiration date (the default is one week). Once the status expires, the call out is automatically removed from the article.
  4. Save your article. The call out is immediately visible to your readers.

NOTE: The Video Content call out can be checked in addition to any one of the No Status, New and Updated call outs.


KnowledgeOwl allows you to set restriction for specific articles. The Restrictions options are available in the right hand column of the article editor:

Available article Restrictions

The available restrictions are:

  1. Exclude from search results: when this box is checked, the article is always hidden from your knowledge base search results but is still accessible by URL.
  2. Hide from table of contents: this hides the article from the table of contents. If you're using the Contextual Help Widget 2.0, it also hides the article from the Knowledge tab in that widget.
  3. Hide from home page / category landing page: this hides the article from the landing page for the category it's found in.
  4. Hide from widgets: this hides the article from the home page/right hand column New Articles Widget, Popular Articles Widget, and Updated Articles Widget. It doesn't hide the article from the Recent Articles Widget.
  5. Remove "PDF" icon: this option removes the PDF download icon from the article. (This might be a good idea for video content, for example.)
  6. Remove feedback ability: this option removes the Ratings section in the article.
  7. Remove comment ability: this option removes the Comments section from the article.

Automatically redirect when you update an article's URL

You can use the Old Links feature to 301 redirect retired permalinks and articles to a new location. You have two options for using old links:

  • Enabling a setting so that when you change a permalink and save the article or category, we will prompt you to automatically add the previous permalink as an old link
  • Adding old links manually

Here, we talk about how to enable automatic permalink detection/old link updates.

With this setting enabled, if you edit an article or category to change its permalink, when you click the Save button in the editor, you'll be prompted to add the permalink you just removed as an Old Link. If you click Yes, we'll automatically add the Old Link for you. We recommend turning this feature on, as it can make it much easier to add Old Links.

To do so:

  1. Go to Settings > Basic.
  2. Go to the Editor Settings section.
  3. Check the box next to Automatically prompt to create a redirect link when changing the content's current permalink.
  4. Save your changes.

With this enabled, once you edit a permalink in an article or category and click the editor Save button, you'll see a pop-up like this, asking if you'd like to add the previous permalink as an old link:

Clicking Yes will automatically add the old link for you.

Clicking No will leave the old links as they are.

Redirect old articles to a new permalink

You can use the old links feature to 301 redirect retired permalinks and articles to a new location. You have two options for using old links:

Here, we'll show you how to manually add an Old Link.

To manually add old links:

  1. Open the article or category in the editor.
  2. Click on the Old Links hyperlink at the top of the editor.
    Old Links feature to 301 redirect
  3. Specify the old permalinks that should redirect to this new article.
  4. Click on the Update Redirects button to save those redirects.
  5. Save your article or category in the editor.

Note: You only need to copy the editable portion of the permalinks (for example, april-10-2018, not So in this example, old-permalink-1, old-permalink-2, and old-permalink-3 are the previous permalinks I want to redirect to april-10-2018. If you try to add a full permalink, you'll see a warning message:

For old link redirects referencing a separate article (the first use case below), the old link articles you want to redirect need to be in an unpublished status--either Draft or Deleted.

Use cases

Old links let you redirect permalinks for old/outdated links to a current article. There are two primary use cases for old links:

  1. When you've written a new article that "replaces" an existing article.
  2. When you've updated an article's permalink due to title or content changes.

Let's look at each of these in turn.

Replacing an existing article

Linus, our trusty owl, has written an article called Giving a hoot about knowledge, and the permalink was something like:

After that article was published, his marketing team used that permalink in a public blog post on owls and wisdom.

Now, let's suppose that Linus has since written a new and better version of this content called Docs or it didn't happen:

But Linus isn't sure all the places out in the wide world that referenced that giving a hoot article. And what if it was so brilliant that other people also referenced it, linked to it, or bookmarked it?

Old links to the rescue! Instead of trying to track down every instance of the original permalink for Giving a hoot about knowledge, Linus can set Giving a hoot about knowledge to a deleted status and enter the giving-a-hoot url as an old link for Docs or it didn't happen. When people try to go to the giving-a-hoot URL, we'll auto-redirect them to docs-or-it-didnt-happen instead.

Updated permalink

In other cases, maybe Linus didn't write an entirely new article but, instead, he changed the title on an existing article and wants to change the permalink, too. Let's say Linus has an article whose permalink has always been this:

But that permalink was generated from the article's old title (A Hooting Good Time). When Linus updated this article to a new version,  he renamed it to "Why Knowledge Management Matters." He wants to update the permalink to:

But he also want any links or bookmarks to a-hooting-good-time to still work.

First, Linus can edit the current permalink to why-km-matters.

Then, he adds an old link to a-hooting-good-time so that the old URL will automatically redirect to why-km-matters:

Once Linus clicks Save Redirects and re-saves the article, anyone visiting

will be redirected to

In a nutshell, old links are here to make it easier for you to keep older/public article permalinks but have them point to the most recent relevant content.

Note: this is exactly the workflow that the automatic permalink option in Settings > Basic handles for you!

Search phrases

Search phrases can help your users discover your content.

When to use search phrases

Search phrases are useful in the following situations:

  • You've configured your knowledge base search to weight search phrases to rank higher than other fields. This allows you to artificially boost an article up the search results list. Refer to Search weights for more information on configuring search weights. For example:
    You have three articles about taming owls: "Introduction to owl taming", "Best owl breeds for taming", and "Dangers of owl taming". The default search places "Dangers of owl taming" at the top of the results when users search for "owl taming". You want your users to start with the introduction (and not be scared off!) You can configure your search settings to favor search phrases, then add the phrase "owl taming" in the Search Phrases field in the "Introduction to owl taming" article.
  • You want users to find the article when they search for a phrase or term that doesn't occur in the content itself. However, you should consider using the Synonyms feature for this use case.

You don't need to use search phrases if you are happy with the order of search results, and the phrase is present in the title, permalink, body, or meta description fields.

Adding individual search phrases

  1. Open the article for editing.
  2. Type the term or phrase you want to use in the Search Phrases field. 
  3. Press Enter or Tab to add the phrase. You can now type another phrase, or save the article.
    Screenshot of the KnowledgeOwl interface, showing three fields: Tags, Search Phrases, and Title Tag. The Search Phrases field contains two example phrases.

Adding multiple search phrases at once

You will need to have your search phrases in a comma-separated list, formatted like: phrase1,phrase 2,phrase3,phrase four.

  1. Open the article for editing.
  2. Paste your comma-separated list of searches in the Search Phrases field. 
  3. Press Enter or Tab to add the phrases. You can now type additional phrases, or save the article.
    Here, we're copying the tags field and pasting it into the search phrases field (this is not a best practice, but it does allow you to see the functionality!):
    Screenshot of the KnowledgeOwl interface, showing three fields: Tags, Search Phrases, and Title Tag. The Search Phrases field contains two example phrases.