Create PDFs of individual articles, your entire knowledge base, or a selection of articles.

PDF overview

Your knowledge base supports three types of PDF exports:

  • Individual article PDFs: when viewing an article in your knowledge base, readers can download a PDF of that article using the same general styles as your knowledge base. This can be enabled/disabled for the entire knowledge base or individual articles.
  • Standard (Full knowledge base) PDF: Create a PDF file containing your entire knowledge base
  • Custom PDF exports: Create PDFs from selections of content in your knowledge base; great for things like onboarding guides, Getting Started, downloadable user manuals, etc.

Styling PDFs

By default, PDFs inherit the styles of your knowledge base. However, you can customize some styles (such as web fonts that don't generate in PDFs well) by adding custom CSS that references the .hg-pdf class.

For individual article PDFs, add overall layout/style changes in Settings > PDF. For Standard and Custom PDF exports, add overall layout/style changes in Knowledge Base > Exports in the appropriate tab.

Individual article PDFs

Each article can be exported to an individual PDF that will match the look and feel of your knowledge base. PDF exports can be toggled on and off globally as well as on an individual article basis.

To format and style your individual article PDFs, go to Settings > PDF.

Here, you can add:

  • Single PDF Watermark
  • Single PDF Password
  • Page Size (A4 vs. US letter)
  • PDF header HTML
  • PDF footer HTML

While PDFs will have the same styles as your theme, you can override the styles for your PDFs using the CSS class "hg-pdf". This way, PDF articles can have styling different than your online versions. You'd add these styles in Settings > Styles in the Custom CSS section.

For additional layers of security, watermarks and passwords can be added to your individual PDFs to prevent unauthorized sharing and access.

The header and footer sections here are not impacted by CSS; to add and style headers and footers, you'll need to use straight HTML with in-line styles. We recommend placing headers or footers within a div or table and adding in-line styles for the div or table to help position the text where you'd like it.

For example, our PDF footers include this chunk of HTML:

<div style="text-align: center; font-size: 11px">Copyright © 2015 – 2021 Silly Moose, LLC. All rights reserved.<br>Powered by KnowledgeOwl knowledge base software.</div>

This div will be aligned in the center with a font-size of 11px. It then displays our copyright statement.

Once you make changes to your Individual Article PDF settings, you'll only see the changes in:

  • Articles created after you made the changes
  • Articles edited and saved after you made the changes (we usually use a specific article to test with and add/remove a line of text and re-save to test our formatting changes)

Once you have the individual article PDF formatted the way you'd like, contact us to regenerate all of your existing articles' PDFs.

See PDF look and feel for more ways to style or customize your individual article PDFs!

Standard PDF export (Full PDF Download)

The Standard PDF Export creates a PDF of your entire knowledge with a clickable table of contents. This PDF can optionally be displayed at the bottom of your table of contents to allow your readers to download an offline version of your content.

The Standard PDF can be customized with the following options:

  • Customizable cover page
  • Choose whether to include restricted content
  • Exclude video content
  • Specify A4 vs. US Letter page size
  • Add a watermark and/or a password
  • Add a custom footer

This Standard PDF will not automatically update as your content is updated; to ensure it's up-to-date, you'll want to periodically come into Knowledge Base > Exports, and click the Save & Regenerate PDF Export button.

Custom PDF exports

Custom PDFs can be created from your knowledge base content, including only the categories and articles you specify. Custom PDFs are stored and can be regenerated on demand.

Custom PDFs include all the options of the Standard PDF:

  • Customizable cover page
  • Choose whether to start each article on a new page
  • Choose whether to include restricted content
  • Exclude video content
  • Specify A4 vs. US Letter page size
  • Add a watermark and/or a password
  • Add a custom footer

Create a Custom PDF

  1. Go to Knowledge Base Exports > Custom PDF and click on Create New Custom PDF.
  2. Customize the options, select which articles or categories you want to include, and click on Save and Generate PDF at the bottom of the page.
  3. Once the PDF finishes generated, you can click on Download to download a copy of the newly generated PDF. You can also click on View PDF Download Embed Code to copy and paste the embed code which can be inserted into HTML in your knowledge base.

Regenerate a Custom PDF

Custom PDFs are a snapshot of your articles at the date and time your PDF is generated. If your articles change, you will want to re-generate your PDFs to update the content. 

To regenerate a custom PDF, go to Knowledge Base Exports > Custom PDF and on Regenerate for the PDF that needs to be updated. If you have embedded the PDF in your knowledge base, regenerating it will also update the links you've embedded. 

PDF Watermarks and Passwords

You have the ability to specify watermark text and a password both for individual article PDFs as well as standard and custom PDFs.

Individual PDF options are available under Settings > PDF and the rest are under Knowledge Base > Exports.