Unlocking Document360: 5 Features You’re Probably Ignoring

Sometimes, it may seem like all Knowledge bases are the same. Right? Luckily, that’s not the case.

Document360 boasts many valuable features that make it stand out from the crowd, which is why many of our customers choose Document360.

Your company highly values knowledge, and that’s why you’ve invested in a powerful and robust knowledge base, driven by Document360.

You may already be an avid user of Document360 and would like to become a power user. If so, this article is for you.

We hope you’ll be excited to learn that there are several underrated features of Document360 that will help users like technical writers. These features come at no extra cost, helping you take knowledge-sharing to the next level.

You may already be aware of Document360’s feature set, but there is even more to our platform that you might not know about.

The Most Underrated Features in Document360

Now it’s time to share these five hidden features that will really help users to unlock the power of Document360 and work with a top-notch knowledge base.

Sharing Articles via Private Links

Okay, so what if you want to share an unpublished article with a user who is outside of your knowledge base? Well, that’s exactly what shareable links are for, which enable you to share articles via a private link and restrict who has access to your article by deleting your shareable link.

This means you can allow others to view your knowledge base content selectively without having to create an account for them or publish the article when it’s not ready. This is one feature of Document360 that you may not know about that has the potential to significantly improve your workflows by allowing you to share content quickly and easily.

Have a subject matter expert in another department whose experienced eye you would value on your knowledge base article? Simply generate a link and email it to them, or ping it over in your favorite messaging app.

Smart Bars for Important Notices

Want to catch your customers’ attention when they land on your knowledge base? Then you might want to set up a smart bar, configured based on various conditions, to communicate important information to your users that is impossible to ignore.

A smart bar is a banner that displays anywhere, such as across the top of your knowledge base, on a conditional basis. It offers different themes and positions, which you can customize to show your own important message. It’s tailored to specific conditions such as user location, browser type, or project language settings, meaning each user sees only the message intended for them.

In the event that you release a new feature for your product, you can display this message across every article of your knowledge base. This means you can update your users effortlessly right when they are using your knowledge base, and it is much more likely to be read than an email or social media post.

Viewing Snippets, Variables, and Glossary Terms in the Editor

Document360 understands that not every article in your knowledge base is completely unique. There are times when you might want to reuse content, and that’s where snippets come in. Snippets are saved as reusable chunks of content that can range from simple text or phrases to lengthy paragraphs, tables, images, and more.

Another handy feature of Document360 is variables. Variables are similar to snippets except that they are text-based elements that can be reused, helping contributors to update content that may change over time. A variable helps you update field names, contact numbers, addresses, and disclaimers, saving time and maintaining consistency across the knowledge base.

Glossary terms also make your knowledge base much more readable. Instead of requiring users to search for terms they don’t understand (or abandon your knowledge base), you can use glossary terms to link users to a definition that remains consistent across the knowledge base. Users can hover over the terms to see their definition, ensuring they don’t need to navigate away from the page.

Unlock the full potential of Document360 with features that simplify your workflows. See them in action today.

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Mixed Mode Projects for Controlled Visibility

Some users might believe that the only options for their knowledge base are public or private. In Document360, you can create mixed-mode projects that allow you to implement a range of access, keeping the main knowledge base public while designating certain articles or categories as private. This means you can have multiple audiences for a single knowledge base, ensuring the right users have access to the right content.

You don’t have to create multiple knowledge bases to cater to different audiences. You can have all your content in one place and control who can see what content, ensuring a coherent and seamless experience for users. We understand the need to keep some information private while ensuring unfettered access for the rest.

It’s easy within the system to change access controls. When you change one article to private, it’s easy to change it back to public. You’re never stuck with one setting in Document360 since you can simply toggle back and forth.

Read-Only Option in Workflow Status

Workflows in Document360 can be set to read-only. This means no contributors can edit your article when it is in a locked workflow status. The article must be moved to another workflow status before making edits.

In Document360, users can create their own custom workflows to help them manage their documentation processes easily in the knowledge base. To make a workflow read-only depends on a specific purpose, which is to be determined by your admin. It is especially helpful when you have worked on an article and you want to make sure nobody edits it by mistake.

The workflow designer in Document360 helps your team members to create and maintain a step-by-step process for any new or existing documentation. This makes collaboration easier between the writers, editors, illustrators, subject matter experts, and other project team members. Admins or project owners can design a workflow that best suits business requirements.

How Hidden Features Enhance Workflows and Outcomes

Document360 has a plethora of hidden features that enhance your workflows and outcomes, elevating Document360 from a standard knowledge base platform to a high-powered documentation tool. Casual users may be unaware of the many ways that Document360 could help them improve their documentation workflows without investing in further expensive tools.

Engage more customers with a smart bar on your knowledge base, connecting them with the knowledge that they need far more quickly than other methods. This improves your outcomes by encouraging more users to read a piece of news that you could otherwise achieve, for example, increasing the adoption of a new feature.

Snippets and variables make the workflows of creating content much easier, inserting the same text in the right place so you can avoid too much repetition. All documentation requires some level of repetition, and Document360 supports you in the creation of your content by saving a single version of a piece of text, allowing you to reuse it across many instances.

Daunted by the idea of creating multiple knowledge bases with different access permissions? Take advantage of the mixed-mode knowledge base to control who sees individual pieces of content at a granular level, improving your workflows by only requiring a single knowledge base to serve all your users.

Conclusion

Document360 is the final answer to your documentation needs. By using these features of Document360, you can boost collaboration, efficiency, and content reliability. These hidden features help you get the most from Document360, streamlining your workflows to ensure that customers benefit as much as they can from your knowledge base, discovering the knowledge they need, and enjoying the enriching content you have been able to provide.

Eliminate redundant workflows with features like mixed-mode knowledge bases, snippets, variables, and smart bars. Document360 understands that every knowledge base is unique, while at the same time facing very similar problems. That’s why we developed these features to help you in your workflows and overcome common challenges.

Best of all, these features don’t cost anything extra. They are all part of the Document360 experience, available to all our users who subscribe to our software. And we’re releasing new features all the time, so expect even more updates coming soon.