Articles are the individual documents in your knowledge base. Each article belongs to one category and contains a title, an author, and one or more versions of its content. Only the published version of an article is visible to readers on the portal.
Who can use this?
- Creating articles: All roles (Admin, Editor, Author).
- Editing articles: Admin and Editor can edit any article. Authors can only edit their own.
- Archiving articles: Admin and Editor only.
- Publishing versions: Admin and Editor only. Authors can submit for approval.
Viewing the article list
Go to Articles in the navigation menu. The list shows articles for the currently selected category in the active project. Use the Category filter at the top to switch between categories.
A badge indicates if an article has a version pending approval. The Show Archived toggle reveals archived articles.
Creating an article
Before creating an article, make sure you have at least one category. See managing categories.
1. Go to Articles and click New Article.
2. Fill in the article form:
- Title — the article's display title. Maximum 200 characters.
- Category — the category this article belongs to (one category per article).
- Author — the team member credited as the author. Defaults to the logged-in user; Admin/Editor can assign a different author.
3. Click Save.
4. A confirmation message appears: "Article created successfully."
5. The article is created with no content. You are redirected to the article list. Click on the article to manage its versions and write the content.
Note: A newly created article is inactive by default and has no published version. Readers cannot see it until you publish a version and activate it.
Editing an article
1. In the article list, click Edit next to the article (or click the article title).
2. Update the Title, Category, or Author fields.
3. Click Save.
4. A confirmation message appears: "Article updated successfully."
To edit the content of an article, you need to create or edit a version. See Article Versions.
Activating and deactivating an article
An active article is visible to readers (as long as it has a published version). An inactive article is hidden.
1. In the article list, click the active/inactive status badge next to an article.
2. The status toggles immediately.
Reordering articles
Articles within a category can be reordered to control how they appear on the portal:
1. In the article list, drag articles into the desired order.
2. The order is saved automatically.
Previewing an article
Click Preview next to any article to open a modal showing what the article content looks like. The preview shows the pending approval version if one exists, otherwise the published version, otherwise the latest version of any status.
Archiving and unarchiving an article
Archiving hides an article from the portal and moves it to the archived state. It can be restored later.
To archive:
1. Click Archive next to the article.
2. A confirmation message appears: "Article archived successfully."
To unarchive:
1. Enable the Show Archived toggle.
2. Click Unarchive next to the article.
3. A confirmation message appears: "Article unarchived successfully."
Exporting articles
From the Dashboard, click Export to download a CSV file containing all articles in the active project. The file includes: ID, Title, Category, Author, Views, Upvotes, Downvotes, Active status, Archived status, and Creation date.
Article titles must be unique within a project (duplicate slugs get a numeric suffix automatically).
Creating a new article checks the plan's article limit. If the limit is reached: "Limit reached." No new articles can be created until the plan is upgraded or existing articles are deleted.
Deleted articles are soft-deleted (marked as deleted, not permanently removed).
Authors can only edit articles where they are the credited author. Attempting to edit someone else's article returns: "You do not have permission to edit this article. Authors may only edit their own articles."