Article lists enable you to get an overview of all your published and unpublished knowledge base content, and then refine that view by using search and applying filters to build article lists. For example, you can find all the articles that were created this week and review them. Or you can find articles that have a specific article label, such as out-of-date.
You must be a Guide Manager to use article lists. On Guide Professional and Enterprise, you can save any custom article list you create.
Accessing article lists
- All articles gives you an overview of all the published articles in your knowledge base. Published articles are indicated with a green dot (
), draft articles with a yellow dot (
), and deleted articles with a gray dot (
).
- Drafts shows only the unpublished, draft articles in your knowledge base.
On Guide Enterprise, instead of a Drafts list there are several Team Publishing lists, each corresponding to a different articles state.
- Deleted articles shows articles that have been removed from your knowledge base.
You might see other lists, depending on Guide features you are using. You might also see custom lists if you are on Guide Professional or Enterprise and have created and saved your own article lists.
To access article lists
- In Guide, click the Manage articles (
) icon in the sidebar.
Your All articles list opens by default.
- Click another article list to open it.
- In Guide, click the Manage articles (
) icon in the sidebar.
- Click the name of your brand in the upper-left corner, then select the name of the brand you want to switch to.
Refining your article list for a different view of content
You can use search and filters to refine an article list and create a different view of your knowledge base content. For example, you might add a filter to your list of all articles to view only articles created this week.
To refine your article list to create a different view of your content
- In Guide, click the Manage articles (
) icon in the sidebar.
Your All articles saved list opens by default.
- Enter a search query in the search box, then click Enter, to search across all articles or select any saved list instead of searching first.
- Click Filters, then select a filter and a value to define this list of articles.
You can apply filters to search results or to any saved list, including your list of all articles. The available filters depend on your features and plan type.
Articles that match your search or applied filter appear.
- If you want to sort the articles, click Sort by at the top of the column, then select an option.
- (Guide Professional and Enterprise) If you want to save your list, click Save search as list, name your list, then click Save.
Viewing all knowledge base articles for a specific language (Guide Professional and Enterprise)
If you are on Guide Professional or Enterprise and support multiple languages, you can view all articles for a specific language.
To view all articles for a specific language
- In Guide, click the Manage articles (
) icon in the sidebar.
Your All articles saved list opens by default.
- Click Filters, then select Languages.
- Select a language from the list.
Only languages that are enabled in your Help Center are available (see Localizing Help Center).
Managing your custom saved articles lists (Guide Professional and Enterprise)
If you are on Guide Professional or Enterprise, and have created your own saved article lists, you can delete any list as needed and you can duplicate any list to create a copy of it.
To delete an article list
- In Guide, click the Manage articles (
) icon in the sidebar.
- Select the name of the list you want to delete from the left sidebar.
- Click the options menu in the upper-right, then select Delete.
The article list disappears from your saved lists.
To duplicate an article list
- In Guide, click the Manage articles (
) icon in the sidebar.
- Select the name of the list you want to duplicate.
- Click the options menu in the upper-right, then select Duplicate list.
- Enter a name for your new list, then click Save.
The article list appears in your saved lists.
Comments
18 comments
So excited for this feature! Thanks ZenDesk
Great feature! Just one request though - I'd love to be able to export this list or at least print it out.
Hi Virginia,
I would love to know what use case you are trying to solve by exporting or printing the list. Could you elaborate a bit on that?
We are a not-for-profit that provides free tax preparation, so much of our documentation is seasonal and changes every year. In a perfect world we would like to be able to get a list of all articles (with the category and section), the last modified (so we can identify old documents), and the number of views, so that we can pass out this report to the different groups. Until now this was done by hand, but this report is a good start. However, without the ability to print it or download it, my option was a global copy/paste into a spreadsheet (which doesn't preserve the columns) and then massage the date to add category and section. Then I pulled up another report to add the # of views. So my global request would be to have all of this available on one report, but my immediate request would be to have a way to export it.
Hi Virginia,
Thank you so much for providing us with feedback about adding views to the overview. To make sure other users see your suggestion and for them to vote on it and provide their own feedback, I would recommend creating your request in our Product Feedback topic.
This is where we list all product feedback allowing us to get an overview of it all. You can create a post by clicking here.
What would be really great is if we could create a variety of custom article lists and then embed them in specific article pages. For instance, if I wanted to create a special article page for a user persona (IT Director), I'd like to be able to create a custom list that will display all articles tagged for IT Director dynamically. Right now, we need to create a series of anchor links manually and continually update the article page as new IT Director articles are created. Not a big deal in the beginning but if we have 5 persona pages and generate a couple of articles a week for each, it could quickly grow to be unmanageable.
Shouldn't you be able to export lists via the API? https://developer.zendesk.com/rest_api/docs/help_center/articles
Hartley.forrest,
That is not currently possible. You are very welcome to add that as a feature request under Product Feedback, which will allow others users to vote and comment giving us a central place to understand the need when it comes to lists and the API.
Can you explain how the lists under my Saved Lists are sorted? I have added about 30 lists and there seems to be no logical order to the lists. I have been creating the lists in the order in which I was hoping to see them and they are not showing that way and I cannot find any way to reorder them. Being the organizational freak that I am this is driving me nuts. If I can at least understand the logic behind the sort I may be able to better deal with it.
Hola Maggie,
Thanks for reaching out to us with your question. Unfortunately, the "saved list" image you provided currently doesn't include the option to sort alphabetically or by how many articles are listed in a title (i.e Published Articles with Comments...). It seems that by default it simply adds the content in the order it was created. I would definitely encourage you to post a feature request here and see if this is something that is being considered for this functionality.
Sorry for the inconvenience :(
Thanks Jonathan. It doesn't actually sort them in the order I entered them either. I entered them in a particular order thinking that it might do that and it has then all over the place. It appears to be very random. I will be sure to enter a feature request.
HI Maggie,
We have now fixed it so that lists are sorted by creation date. It appeared that they were sorted correctly up until 8 lists, so it took us a while to reproduce and fix the bug.
Thanks for the update Christian. This will make it much better for viewing!
It would be helpful to be able to share custom article lists with other documentation managers.
Hi Blakely,
I'd like that too. You might want to add a post to our Product Feedback forum, if you haven't already, just to make sure our product managers see your request.
You might want to do a quick search first, to make sure your request doesn't already exist. (I did a quick search, but didn't see one.)
Thanks for the guidance Jennifer! I'll make sure I add the feedback there.
Is there any ability to change the columns listed? Could do with being able to see Author and Section in the grid to help me work out who has done what and where it is placed.
Hi Richard! Welcome to the Community!
There isn't any functionality for this in the product right now, but I did find a post in our Product Feedback forum with the same suggestion. I would encourage you to head over there to share your detailed use case. This helps our Product Managers what our customers need!
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