Managing Content

Knowledge Base

Managing Content

Make sure articles stay fresh and organized so your knowledge base stays useful. Here are the features you'll want to use to keep your content tidy.

35 docs by 3 team members

3 docs

Stale Articles

Mark articles as stale so your team knows exactly what needs updating even if they don’t have all the information they need right then.

Article Backups, Revisions, and Versioning

HelpDocs is designed to be used as a team. But sometimes when you have a lot of users working on an article things can get messed up. With version control, you don't have to fret. 🙃

Adding Tags to Articles

You can add tags to your articles to improve search performance. Tags help us identify what an article's about and present better results to your users.

Featuring an Article

Featuring is a great way to promote your best and most important articles in HelpDocs. Here's how to make an article the star of the show. ⭐

Understanding Article Statuses

When you create a new article in HelpDocs it'll have the Draft status. When you're ready to share it with the world you have a couple options. Here's what those statuses mean.

Using help.new to Create Articles

Power user? Use help.new to create new articles from anywhere on the web.

Understanding Variables

Variables let you swap out one piece of text (like your brand name) everywhere it's used across articles and Clips, so you only ever have to update it in one place.

Collaborating on Articles with Presence

We've built real-time presence indicators into the product to help you work as a team. The days of overwriting each other's work are gone.✨

Hiding Articles from Public Search Engines

Sometimes you don't want your docs to show up in search results pages. Here's how to discourage search engines from indexing your knowledge base 🤖⛔

Understanding Search Results

Unlock search magic: maximize Knowledge Base results by strategically weighting tags, titles & content!

We all want our docs to look just right. If you're writing or editing an article and you want to check how it looks on your HelpDocs before publishing it, you can preview it from the article editor. 👀

Switching the Editor Mode

When writing articles in HelpDocs, you can choose whether to write in What You See Is What You Get (WYSIWYG) or HTML. By default, articles will start in the WYSIWYG mode.

Understanding the Readability Score

In the article editor you'll see a readability score. This is a measure of how complex your article is to understand. 1 is super easy to understand, whereas 14 is very difficult.

Deleting an Article

Remove outdated articles from your Knowledge Base in just a few clicks. Head to the article, click the menu icon, select Delete article, and confirm. Accidentally deleted? Restore it anytime.

Creating Draft Versions of Published Articles with Working Copy

Create multiple changes to a published article without disturbing the current live version.

How to Share an Article

Need to share an article? HelpDocs makes it super simple with handy options: preview links, QR codes, copy to clipboard, or direct Slack sharing.

Creating a Subcategory

Add subcategories to your Knowledge Base once you reach ~100 articles. Create and manage nested categories easily with two simple methods, keeping hierarchy simple.

Moving an Article to a Different Category

Having a spring cleaning for your knowledge base? You'll probably wanna know how to move your articles to different categories. It's super easy and only takes a few clicks 🐭

Exporting & Backing Up Your Articles

At HelpDocs we take regular backups of all your data, so you don't need to worry. That said, if you need a copy of your data for any reason, it's super easy to grab it from our API.

Unassigned Articles

Unassigned Articles: temporary storage for uncategorized content, not visible on KB but searchable.

Delete a Category

Delete outdated categories to keep your Knowledge Base tidy. Only empty categories can be deleted; move articles first. Deleted categories can't be recovered and will return 404 errors.

Creating an Article from a File

Have a file you want inside your Knowledge Base and keep the formatting intact? Learn how to import your existing document into HelpDocs in just a few clicks.

Bulk Editing Multiple Articles

Sometimes you want to update multiple articles at once without going in and out of each one. With bulk edit inside the content view, you can. Go forth and update. 🧙‍♂️

Duplicating an Article

Duplicating an article is a quick way to create a new article with the same content and settings as an existing one.

Filtering Articles

Need to narrow down the list of articles with certain attributes? You can filter your articles to find what you're looking for. 🔍

Understanding Clips

Ever needed to use the same text or HTML in multiple articles? We got you. Clips lets you do just that. You can even have article content live-update everywhere when you edit the Clip.

Linking to a Part of an Article

Link to specific article sections using Anchor Headers. Copy & paste URLs from Table of Contents, Chrome Extension, Front Plugin, or Inspect Element. Super easy!

Editing Category Metadata

When you start out with HelpDocs and create a category for your articles, you can customize a few things about its URL and appearance. We call this metadata. Here's what all this metadata's about.

Adding a Table of Contents

Add a Table of Contents to help readers navigate long articles effortlessly. Enable in Meta settings, but ensure proper HTML markup to avoid display issues.

Exporting Articles to PDF

With PDF article export you can take your knowledge base offline. We'll automatically make them readable, print friendly, and nicely formatted. 💅

Using the Search Command Palette

Supercharge your HelpDocs workflow with ⌘/Ctrl+K: one shortcut to create, find, and manage everything instantly! 🚀

Restoring Deleted Articles

Oops! Accidentally deleted an article? Good news—restore it easily via Content > Trash Icon. Review recently deleted articles and hit restore 🥳

Exporting Articles to Word

Need to work on your article in Word? We've got a way to export one or multiple articles into .docx format.