Category: Product Update
Maintaining documentation is critical for every business. Organizing the documentation with articles and other information needs so much effort. Working on your articles from scratch might be a little overwhelming at times. What if you need to use a set of information in multiple places in your knowledge base? There might be a necessity to display the same Article in multiple areas in your knowledge base. Or you might need to use the same content from an original article or slightly modify it in a different category. That’s how we created a feature based on popular requests.
The Shared articles and Cloned articles feature are introduced as they were the most requested features by our customers in the recent days.
Such needs and limitations of copy-pasting led our team at Document360 to develop a feature called Shared articles and Cloned articles.
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A shared article is a feature that will help you to display one Article in more than one category. Though you create more than one copy of a particular article, the original copy serves as a primary copy. All the other copies created from the primary copy are also known as References. Any article created from the primary copy would carry the shared icon displayed next to the Article.
Sharing the articles in multiple categories requires just a few steps.
4. Select the category in which you would like to display the article and click on the share option
Few things to remember once the shared article is created:
Another way of creating a shared article is to create a new article and select the link existing option as shown in the image below. You will see the detailed process in the cloned articles.
Remove Reference: Just in case, if you want to remove the reference article from the categories you selected, you can remove the reference from different categories or places in your knowledge base. You can check our documentation article to know more about how to remove references.
Cloning an article creates a copy of the existing Article from the project’s particular version and language. Cloning an article is copying the same content and duplicating it.
Steps to follow if you want to clone a particular article:
1. To clone an article, you need to select the new icon -> Add Article
2. Add article shows 4 options namely New Article, From Template, Copy Existing, and Link Existing
3. Select Copy Existing to clone an article
4. A search bar appears once you select clone articles
5. You can search for the article you want to clone with the help of the search bar
6. Select the article you want to clone and click on the create option
7. Your article will be in the draft state, and you can directly publish it when needed
Cloned articles will be treated as new articles. The article settings will not be cloned here. Any cloned article will be added to the respective category or subcategory you have created.
Dealing with a huge knowledge base and juggling between categories and subcategories can confuse you. Having effective and time-saving features like Shared articles and Cloned articles will help you in the long run when you need to deal with many articles and categories. If you want to try out this interesting yet simple feature on our knowledge base, you can sign up for a free 14-day trial.