Manage articles

Manage Articles overview

Manage Articles is designed to give you a view of all your articles across all categories and publishing statuses.

You can sort and filter it, and you can export any view in Manage Articles to CSV.

From here, you can open individual articles for editing, delete articles individually or in bulk, and edit articles in bulk.

Let's take a quick look to get oriented. To access your Manage Articles dashboard, go to Knowledge Base > Manage (or, if you're already in the Knowledge Base section, click the Manage option on the left).

A sample Manage Articles view

Here are the main elements and controls:

  1. The filter dropdown at the top allows you to select a filter of articles to display. You can use the dropdown here to select standard filters or any of the custom filters you've created.
  2. Use the Create New Filter button to create a new filter to be added to the filter selector.
  3. You can search the current article list using the search box in the upper right. This will further refine the displayed article list.
  4. The article list will display all articles that meet the selected filter's criteria. You can click on any article here to open it in edit mode in a new tab.
  5. You can Export Articles to CSV. This will export all pages of the current article list to a CSV.
  6. Clicking any of the underlined column headings will sort the article list by that column:
    • Article Name (sort this from A to Z or Z to A)
    • Last Modified (sorted by date - newest to oldest or oldest to newest)
    • Date Created (sorted by date - newest to oldest or oldest to newest)
  7. By default, Manage Articles will display 20 articles at a time. You can toggle this to 50 or 100.

You can also use the checkboxes to select articles for bulk editing or deleting.

Using standard Manage filters

Manage Articles includes eight standard filters, which are generally based on Publishing Status:

  • All Non-Deleted: displays all articles without a Deleted status
  • Published: displays all articles with a Published status
  • Draft: displays all articles with a Draft status
  • Rejected Draft: displays all articles with a Rejected Draft status
  • Ready to Publish: displays all articles with a Ready to Publish status
  • Needs Review: displays all articles with a Needs Review status
  • Deleted: displays all articles with a Deleted status in your knowledge base
  • Out of Date: displays all Published or Needs Review articles that haven't been modified in the last six months

To apply one of these filters:

  1. Go to Knowledge Base > Manage.
  2. Click the filter selector and click the filter you'd like applied.

The Standard filters appear first in the filter dropdown list

Creating a custom Manage filter

In addition to the Standard Manage filters, you can also create your own custom Manage filters. To do so:

  1. Go to Knowledge Base > Manage.
  2. Click the Create New Filter button next to the filter selector.
  3. This will open a pop-up where you can select the filter parameters you'd like to use:
    1. The Name you enter is the label that will appear in the filter selector dropdown.
    2. Use the Last Modified filter to display articles last edited or modified within a particular time range.
    3. Use the Created filter to display articles created within a particular time range.
    4. You can add one or more Tags to your filter. These work great if you've used concepts, subject areas, etc., as article tags.
    5. If you are using article versions, you can check the Versions ready for review checkbox to show only articles that have versions with a ready for review status.
    6. By default, the filter will include articles authored by anyone. You can limit it to articles authored by a specific person or people using the Authors checkboxes.
    7. By default, the filter will include articles restricted to specific user teams or no user teams. You can limit it to articles restricted to specific user teams using the Teams checkboxes.
    8. By default, the filter will include all articles regardless of Publishing Status. You can limit it to specific publishing status(es) using the Status checkboxes.
    9. By default, the filter will include all articles available to all readers and any reader group. You can limit it to articles viewable to only specific reader groups using the Visibility checkboxes.
      Note: at this time, the Visibility checkboxes only filter for reader groups which have been explicitly assigned to the article. They do not include reader group restrictions inherited from the category the article is inside.
  4. Once you have made your selections, click the Create Filter button in the lower right to create the filter and view its results.

Here is a sample custom filter called Subscription Filter which will produce a list of all Published articles that have been assigned the int: ref-settings-subscription tag:

Editing a custom Manage filter

To view the details of an existing custom filter or edit it:

  1. Go to Knowledge Base > Manage.
  2. Select the filter from the filter dropdown.
  3. Click the Edit Filter button that appears to the right of the filter dropdown.
  4. Make the changes in the filter's details and then click the Update Filter button.

Deleting a custom Manage filter

Deleting a filter will not delete any of the articles in the filter. If you'd like to delete articles, use the checkboxes next to the articles and the Delete option near the top.

To delete a custom Manage filter:

  1. Go to Knowledge Base > Manage.
  2. Select the filter you'd like to delete from the dropdown.

  3. Click on the Edit Filter button.

  4. In the filter details screen, check the box next to Delete Filter.
  5. Then click the Update Filter button.

Your filter will be deleted.


Export the Manage Articles list to CSV

Once you've generated your article list, you can export that list to CSV. There are a few advantages to using the CSV export:

  • CSV exports can act like Excel-styled reports on the number of articles you have, who authored them, and so on.
  • The CSV export includes far more columns and information than the Manage Articles display shows. These can be useful for detailed audits of permissions, publishing status, and so on.
  • CSV exports include the full available article list, so if you have a lot of articles in your filter, you don't have to deal with paging through them.
  • They can provide great master lists to share for audits, updates, reporting, etc.

The CSV export will include all articles that match the current filter, so be sure you have the filter you'd like selected before you begin:

  1. Click the Export Articles to CSV link.
  2. This will slide open a panel with checkboxes for you to select which columns you want to include in your export. Anything with a check will be included.
  3. Once you've made your column selections, click the Export Articles button.
  4. Very large exports may take a couple minutes to generate; most will generate in under two minutes. You'll know when an export has generated because the "Generating Export" message will change to a Download Export link. Click this link to download your CSV:
  5. Click Close in the lower right to collapse the export options.

Tips & tricks

We've seen customers use the Manage Articles CSV export in a variety of ways, but here are some of our favorite tricks:

  • Reviewing knowledge base layout: To review which articles are located in all of your categories, include the Category and Breadcrumbs columns. Category will show you the article's direct parent category; Breadcrumbs will show you the article's full table of contents hierarchy.
  • Auditing reader group restrictions: If you'd like to export a list of articles to review which articles are viewable by certain groups, or which are restricted vs. public, include the Restrict to Groups and the Inherited Group Restrictions columns. Restrict to Groups will show you reader group restrictions that have been assigned to the individual article; Inherited Group Restrictions will show you reader group restrictions that the article has inherited from the category or categories it's in.
  • Viewing articles by clicking a link in the CSV: If you'd like someone who views the CSV to be able to open articles directly from the spreadsheet, consider using the App Edit Link and View Article Link columns. App Edit Link includes the app.knowledgeowl.com link that will open the article in edit mode; View Article Link provides the URL of the article as it appears to your knowledge base readers.
  • Reviewing shared/synchronized content: If you have articles that link and synchronize their content with other articles, consider using the Shared Content Article and Linked to Article columns. Shared Content Article will show links to individual articles in the same knowledge base; Linked to Article will show links to articles in other knowledge bases.
  • Redirects: There are two ways articles can involve redirects: an article can be set up as a URL redirect article (which will take someone to another website entirely, usually used for resources outside of KnowledgeOwl), and redirecting an old article permalink to a new one (useful when you've deleted old articles or renamed them and you want to be sure existing links don't break). You can audit for each of these types of redirects; the Redirect URL field will capture URLs entered for URL redirect articles, and the Old Links field will capture any old links added for the article.

Bulk editing articles in Manage

In Manage Articles, You can Bulk Edit articles in a few ways:

  • Change the Publishing Status for all selected articles (e.g. set these articles to Published status)
  • Change the Author for all selected articles (e.g. set these articles to have yourself as the author)
  • Change the explicitly-assigned reader group restrictions for all selected articles (e.g. restrict these articles to your "Administrator" reader group; or set these articles to have no reader group restrictions using None)
  • Set all selected articles to Exclude from search results
  • Set all selected articles to Hide from navigation
  • For selected articles with versions marked "Ready for review", activate the next ready for review version
  • Add tags to all selected articles (e.g. add "needs-update" tag to these articles) -- Note: this will only add tags to the articles; it will not remove or overwrite any existing tags they might already have

Sample bulk edit interface

Our default Editor and Writer roles have permission to bulk edit articles. If you're using a custom user role, that role must have the Article Permission to Edit articles in bulk to bulk edit articles.

To make these kinds of bulk edits:

  1. Go to Knowledge Base > Manage.
  2. Use the checkboxes to select the articles you'd like to edit. To make your selection, you can:
    • Select individual checkboxes to select only specific articles:
      Bulk edit selected articles
    • Select all articles on the page using the checkbox in the header:
      Bulk edit all articles on the current page
    • Select all articles in the current filter view (all pages) by checking the box in the header and clicking the "Select all xxx articles that match the current filter" link. This will select all articles in the view you've selected, regardless of pagination:
      Bulk edit all articles in the current filter When all in filter is selected, you'll see a different message across the top:
  3. With your articles selected, click the Bulk Edit link above the article list.
    Select the articles you'd like to edit and click the Bulk Edit link
  4. Select the changes you'd like to make in the Bulk Edit Articles pop-up.
  5. Click the Update Articles button in the lower right to make the edits.
    Select the bulk edits you'd like to make and click the Update Articles button

    In the screenshot above, I'm setting all the selected articles to a "Needs Review" status and adding the "int: needs-updated-screenshots" tag. No other changes will be made.

See How do bulk edits/deletes work? for more information on what you can expect to see during a bulk edit. See Bulk activating "ready for review" versions for more information on using the "Activate next version marked ready for review" option.


Bulk activating "ready for review" versions

As part of the bulk editing options, you can also choose to "Activate next version marked ready for review." If you have a lot of versions that need to go "live" at the same time, as part of a release or policy update, this can be a great way to activate them all at the same time.

Check the box to 

To access this screen:

  1. Go to Knowledge Base > Manage.
  2. Check the boxes next to the articles you'd like to bulk activate.
  3. Click the Bulk Edit link to open the pop-up in the screenshot above.
  4. Check the box next to "Activate next version marked ready for review."
  5. Click the Update Articles button to complete the activation.

If you're unfamiliar with bulk editing, see Bulk editing articles in Manage for more details on steps 1-3.

"Activate next version marked ready for review" will check the selected articles. If any of them are articles with multiple versions, and one of those versions is marked as "Ready for review", it will automatically set that version to be active. If the articles have no versions currently ready for review, they'll simply be re-saved.

For the publishing status, that activated version will:

  • If Keep Current Status is used, the version will inherit whatever publishing status the article already has overall.
  • If you've selected a specific publishing status in the bulk edit screen, the newly-activated version will receive that publishing status.

If I have multiple versions marked ready for review, which version gets activated?

If an article has multiple revisions in a ready for review state, such as in this example:

Look for the current active/published version (version 4.00 in the screenshot above).

The next version above the current published version marked Ready for Review is what will be published by the bulk action.

So in the above example, Version 4.01 would be activated.

This holds true if the next version Ready for Review is much further up the list. In this example:

Version 5.00 would be activated using the bulk edit function.

We generally don't recommend marking older/lower versions as ready for review for bulk activation--these are better activated in the individual article. If you do have them:

  • If you've used Major or Minor versions, ready for review versions which are lower in the list than the current active version will only be activated if there are no other versions ready for review (e.g. if only 2.00 was marked as ready for review in the above screenshot).
  • If you're using custom versions, only use the bulk editing activate versions feature if you're sure that you don't have older/lower versions marked as "ready for review". Depending on the format of your custom versions, older custom versions marked as ready for review can be bulk activated instead of newer "ready" versions.

Deleting articles in bulk in Manage

You can delete multiple articles at once using Manage Articles. To do so:

  1. Go to Knowledge Base > Manage.
  2. Use a filter or search to display the articles you'd like to delete.
  3. Check the box next to each article you'd like to delete. (Or use the checkbox in the header to select all displayed articles/all articles in filter.)
  4. Click the Delete link just above the article list.
    Select the articles you'd like to delete and then click the Delete link
  5. A confirmation message will appear, identifying how many articles you've selected to delete. Select OK to delete the articles you selected.
    Select OK to confirm the delete

Once the articles are deleted, if you need to view or edit them, selected Deleted from the filter dropdown at the top to view a full list of deleted articles:

Use the Deleted filter to view deleted articles

How do bulk edits/deletes work?

In Manage Articles, the number of articles being edited/deleted and the type of bulk edit influence how long a bulk edit takes: 

  • Bulk edits to add tags complete fairly quickly, regardless of how many articles are selected.
  • Selecting articles and clicking the Delete link completes fairly quickly, regardless of how many articles are selected.
  • All other bulk edit types take longer, and will take longer the more articles you've selected.

Bulk edits and deletes for 9 or fewer articles will load almost instantly, regardless of the type of edit.

For bulk edits and deletes for 10 or more articles, you'll see a progress bar shown across the top of the screen, letting you know how many articles remain:

Sample initial bulk edit progress bar

The remaining articles countdown will update in chunks of 50 (so in this example starting with 559 articles, it will say 559, 550, 500, 450, etc.), so that you can get a sense for how many articles remain:

The progress bar will countdown in chunks of 50Once the action is complete, the progress bar disappears and a confirmation message is displayed:

A confirmation message displays once the bulk edits are complete

You can only run one bulk edit at a time. With the progress bar present, if you try to select other things, you'll get a warning letting you know a bulk update is in progress:

Sample warning that a bulk update is in-progress

Once the update is complete, you can run another.