Article lists enable you to get an overview of all your 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 Or you can find articles that have a specific article label, such as out-of-date.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 can also add multiple columns to each article list.
You must be a Guide admin or an agent with edit permissions to use article lists. Agents can access only the articles where they have edit or publish permissions in article lists. On Guide Professional and Enterprise, you can save any custom article list you create.
This article contains the following sections:
Accessing article lists
-
All articles gives you an overview of all the
articles in your knowledge base.
The number of articles and the list includes all articles in your source language, in all states, except archived. If you support multiple languages, you might notice that your number of published articles is greater than the number of all articles because it includes all translations.
-
Drafts shows only the unpublished, draft articles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 article state.
- Archived 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 personal saved lists and shared lists if you are on Guide Professional or Enterprise.
You must be a Guide admin or an agent with edit permissions to use article lists. Agents can access only the articles where they have edit or publish permissions in article lists.
To access article lists
- In Guide, click the Manage articles (
) icon in the
sidebar.Your All articles list opens by default. Published articles are indicated with a green dot (
), draft
articles with a clear dot (
), and archived
articles with a gray dot (
). - Click an article list to open it. Note: Each list uses the defaut language.
- 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.
Adding and removing columns in your list view
The default view in All articles shows the article title, language, and date that the article was last edited.
You can add up to six additional columns to this view (nine columns in total), apply search and filter to the view, and save the view as a list. You can add different columns to each view that you save.
If you want to simplify your view, you can remove all columns, except the article title column.
You must be a Guide admin or an agent with edit permissions to use article lists. Agents can access only the articles where they have edit or publish permissions in article lists.
To add columns to an article list
- In Guide, click the Manage articles () icon in the
sidebar.
Your All articles list opens by default.
- Click the More (
) icon to view the list of
columns you can add to your list view.
Note: The columns available depend on your plan type. - Click the column name to add it to the view.
A tick mark is shown by the side of the selected column. Click the column name again to remove it from the view.
- Click Save search as list to save the list view, or see Creating an article list for a different view of content to apply search and filters to the list before you save the list.
Creating an article list for a different view of content
You can use search and filters to create an article list for 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.
You must be a Guide admin or an agent with edit permissions to access create article lists. Agents can create article lists for articles where they have edit or publish permissions.
On Professional and Enterprise, you can save your custom article list for yourself or you can save and share the list with all agents.
To create an article list to create a different view of your content
- In Guide, click the Manage articles () icon in the
sidebar.
Your All articles 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.
- Each list has a default set of columns, to view content
in a way that makes sense to you. Click the more
icon (
) to sort the
articles in the Columns menu. - (Guide Professional and Enterprise) If you want to save
your list, click Save search as list, name
your list, then click Save list.
You can share any saved article list so that all Guide admins have access to it (see Sharing a saved article list).
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 Language.
- Select a language from the list.
Only languages that are enabled in your Help Center are available (see Localizing Help Center).
Articles that match your applied filter appear.
38 Comments
Thanks,
Now that the article is public and I can read what the request is, it isn't what I thought it was and isn't pertinent to my problem.
At minimum I want alphabetical sorting on the 'Saved lists' left sidebar. Under the topic "Creating an article list for a different view of contentCreating an article list for a different view of content" and saving a list is just putting them into the order that I create.
With over 15 saved custom lists, it's now getting unruly. Absent of manual sorting capability, at minimum Alphabetical should always be a PMs default choice since it allows a user to put numbers or A) B) C) in front of their list names to get a custom sort.
Sorting by creation date, makes it annoyingly and painful to sort, since every time I wish to sort, I need to delete lists and re-create just to get some semblance of order.
Hi Dane,
Your use-case makes a lot of sense. Since this functionality isn't currently available in the UI, we encourage you to submit a feedback request to the product team by posting in the Feedback on Guide topic in the community. If you haven't submitted a feature request before, we recommend reviewing the product feedback guidelines before posting.
The columns config is a great addition for admins so we can see article title, classification, and author on one screen. Just waiting now for BOOLEAN operators example: NOT Assigned to someone
Thank you!
I am trying to add a column to my article view as described in the section above. I do not see a "more" option. Is this something that needs to be turned on? I am on the Enterprise level. Thanks.
Rebecca McMurry we are in the process of slowly rolling this feature out. We expect all customers to have access to this feature by the end of next week.
One thing to note to re-order columns in a saved list, you need to remove the columns and re-add them in the order you want them, but save after removing columns, then re-add each column; otherwise, the columns won't be in the order you set.
We love the ability to add/remove columns when using the Manage Articles UI. It is now extremely helpful to identify where articles are published on one screen, who the author is, and the status of each article in the list. There are some additional features that will help an Admin.
We need the following:
With those changes, this UI will be very helpful.
Thank you for this change.
Hi,
Our KB has several categories. I need a filter that will display ONLY articles belonging to Category X Per the example below., here's how the article list appears, with filtering active.
How can I bring up the window where I configured this filter if I want to view and/or change?
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