Document360 updates
Document360 updates
document360.io

May 2021 - Version 7.9 - Enhancements and Improvements

Enhancements

1. Export team members and readers as a CSV file

Now you can export team member or reader list to a CSV file(Spreadsheet) with a click of a button.

a. Reader export: In case of a private project, (Settings → Access & Security → Access → Readers), you can find the Export readers icon next to the Add readers and Import readers buttons.

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b. Team member export: Similarly, if you want to export team member details (Setting → Team & Security → Team members) you can find the Export team member icon next to the Add team member and Import team member buttons.

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Click on the export icon; the CSV file will be generated and available to save in your local storage.


2. Automatic review reminder

Now you can add automatic review reminder for article/page at a project level. You can set the number of days before the newly published article/category page is up for a review reminder. You can set from 1 to 365 days from the date of publish. You can change this option in Settings → Project admin → General → Documentation → Review reminder.

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3. Mark as deprecated

Earlier you had the option ‘Mark as deprecated’ (for outdated or obsolete content) at a version level on your project. Now you can use the same function at an article/page level, where in the article/page would appear with the ‘Deprecated’ public status indicator. Also, you can show custom description or reason for the deprecation and the link to a newer version of the article/page at the top.

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You can access this option under the Mark as deprecated section in the right side article settings menu.

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4. Disable feedback in article/page level

Earlier we had a global project setting for article/page feedback where in you can just enable/disable feedback for the entire project (Settings → Article Settings & SEO → Article settings → Article bottom). As an enhancement to this feature, you have the option of disabling feedback for individual article/page in the article settings. At the same time if you have disabled feedback at project level, you cannot enable feedback for individual articles/pages.

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5. Bulk delete on article/category versions

Earlier you could only delete one article/page version at a time in view history. Now you can select multiple versions the article/page has been forked from and do a bulk delete. This action would be logged in your Team audit and a notification would also be sent to the admin/owner.

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6. Filter Assistant content

Now you can control and choose what knowledge base content you want to show/hide in your Knowledge base Assistant. Earlier all the versions, languages, categories, articles were shown to the readers when you activate the Knowledge base Assistant in your project or elsewhere.

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Go to (Settings → Knowledge base assistant → General → Filter Assistant content). Here you can choose version level, language level, or even category level restriction of content to access and display on your Assistant widget.


7. Content reuse – UI enhancements

We have brought a quick access button for Content reuse in the documentation editor. You can find the new Content reuse button along with the Templates and Bulk operations button on the left. Also, the UI of the content reuse window has also been improved. You can notice the language selection has been moved on the top as a drop-down.

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8. Blacklisting domains for Reader self-registration

For private projects you can allow/block specific domains from being used at the time of reader self-registration. You can do this by adding the domain name in (Settings → Access & Security → Access → Reader self registration → Add domain) and choosing Allow/Block.

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Improvements

  • Overall performance, working, and design improvements
  • Notification setting for article feedback and self-signup events
  • A more granular level Team audit log for IP restriction event
  • Now you can add a comment when you publish new or forked articles
  • In documentation editor, we have improved the insert link option. We have added a seperate field for search and display text
  • Earlier we used static key for article or file search. As a security improvement we have adopted dynamic key for search

April 2021 - Version 7.8 - Article template, Category types, Salesforce extension, and more

New features

Article templates

Document360 article templates are predefined templates that you or any other member from the project can make use of while writing articles for your Knowledge base. The templates could be for a simple user guide, FAQ, Release notes, or pretty much anything you can create as a custom article template. Regardless of the use cases, article templates provide design consistency and style for your brand.

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In Document360 you can create new articles from any of the basic system templates or create/save from your own article template, which you can reuse any number of times in your project. You can access templates on the portal by clicking on the Templates option at the bottom of the category manager.

Introduction of Category types

Earlier a category was just a folder for the articles, but now you can choose to do more with categories. We have introduced two new category types along with the basic folder type

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  1. Folder: This is the basic category type which acts just as a simple bucket folder for articles and sub-categories
  2. Index : This type of category acts as an index to all the articles present within the folder and a preview excerpt from the article.
  3. Page: This type of category is similar to the articles you create under the categories in your project.

You can choose these category type when you create a new category or change the type of existing categories.

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We have also improved the UI of the existing category manager in the Documentation editor. You can find new option of Templates added to the left side category navigation pane.


New Extensions

Salesforce

We introduce another powerful Document360 integration with the Salesforce platform. What this integration achieves is, it enhances and equips your support agents with a powerful knowledge base while serving customers. You can look-up or share articles easily and create articles for your knowledge base right from Salesforce. The multiple use cases with Document360 integration in Salesforce makes it a value proposition for brands and people who engage with Salesforce environment.

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New Integrations

We have introduced 4 new integrations to the Document360 platform.

Integration Type About the platform/app
1 Belco Chat Live chat and messenger on your website to talk to visitors in real-time.
2 Gorgios Chat Gorgias helps you communicate with your customers from multiple channels.
3 FullStory Analytics Makes it easy to solve problems, find answers, and optimize your customer's experience.
4 Sunshine Conversations Chat Enables businesses to communicate with their customers across every popular messaging app.

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Enhancements

Import team accounts

We have introduced the option to import team accounts from your local storage in using CSV file. This work similar to the import of reader accounts. You can find the standard template in the portal for the .CSV file.

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Article attachments from external source

Now user can add attachments to the articles from external source via URL. Earlier attachments could only be added from your Document360 Drive.

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Automatic article status indication

Now you can set automatic status (New/Updated) for articles for your initial publish or forked publish accordingly. You can enable this feature in the portal (Settings →Knowledge base site → Article settings & SEO → Category manager).

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The default time period would be set as 30 days, however you can set any value between 1 and 90 days.

Table of content in your Pdf export docs

Henceforth when you export a category or entire Knowledge base into a Pdf, the document would contain a predefined table of content based on your categories and internal navigation links to each article in the .pdf document.


Improvements

  • The overall performance has been improved with considerable reduction in load times

  • The Links status feature has been enhanced with hidden article filter and key performance improvements

  • For Enterprise SSO SAML standard we have introduced Binding type (HttpPost and HttpRedirect) in the configuration

  • 'What's new’ is now supported on sub-folder hosted project and few security fixes have been implemented

  • The 'Latest changes' option has been moved from the profile section to the right top of the portal

March 2021 - Site design enhancement, 'What's new' security update, and more

Enhancements

Knowledge base site design

You can now add logo and favicon from an external URL. You can also select the indent between small and medium in the fluid layout. This makes designing your knowledge base site easier along with the last month’s font selection options for body and heading texts.

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‘What’s new’ security update

In our last release we introduced the ability to enable or disable the What’s new option in the document header. But reader’s who had bookmarked the URL were able to access the page irrespective of the option being disabled on the Knowledge base site. This has been addressed in this release and reader can only access the What’s new page only if the option is enabled in the portal settings (Settings → Knowledge base site → Article Settings & SEO → Document header).


Improvements

  • Project creation performance has been improved
  • Now you can use File replace to swap Draw.io format files which was not supported previously

February 2021 - File replace, Version reorder, Fonts option, and more

New Feature

File replace

Another important feature update to the Drive is the File replace option. You can replace files of the same extension and type (ex. Jpeg, .pdf, .png, and more) with the same file name and metadata. This comes in handy when you want to update a certain file in an article. To access this, click on the ••• more option adjacent to any file on the Drive. Another way to do this is to click on the file in the Drive page and in the right blade window click on the File replace button. Read more →

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Improvements

  • Few changes have been made for SSO users in our public API Documentation{target="_blank"} under the Teams category
  • You can now Reorder the versions display on your project for readers. In the Settings→ Project Admin→Localization & versions you can use your mouse pointer to drag drop the version vertically.
  • Font options have been added to the Design section of your Knowledge base. Go to Settings → Knowledge base site→ Design. You can now change the Body and heading fonts of your Knowledge base.
  • Control on social media share feature – You can now enable individual social media share option in your Knowledge base articles.
  • The Overview option in the Analytics menu has been renamed to Geography

January 2021 - Smart bar, Cookie consent, What's new, and more.

New Features

Smart bar

Smart bars allow you to display a banner or bar of info messages overlaying the knowledge base at site level or article level based on certain conditions. Using the smart bar option, you create and add banner(s) at the top and/or bottom of your knowledge base. You can choose if you want the smart bar to appear at a Global level (all the pages of your knowledge base) or Language specific.

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The smart bar option can be found under ‘Knowledge base site’ in Settings menu. You can add text, numbers, characters, or links in the banner content. The smart bar can be set in four custom position and can be edited with styles (Colour theme) of the banner to best suit your page.

Cookie consent

This option allows you to show a cookie consent banner for your page visitors on your knowledge base. The General Data Protection Regulation (GDPR) mandates that any website should obtain prior consent from the users before collecting, storing, or using their personal or behavioral data.

The cookie consent banner setting can be accessed under ‘Knowledge base site’ in the Settings menu. You can enable cookie consent banner or pop-up at a global level (all the languages available in the project) or language specific. You can add custom cookie consent messages with basic formatting, add links, and add CTA (Call to action) buttons or icons. You can also edit the banner type (Bar or Pop-up), position, and the looks (theme colour) with live preview.

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What’s new

We have added a new What’s new page on your knowledge base window. Readers can access it by clicking on the ‘Present box’ icon at the top right (blow header section) of the page. Once clicked a new page would appear with the list of recently published articles (both new and forked). Reader can click on the article to visit the article.

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Enhancements

Enterprise SSO

• Bypass Document360 common login page

Make use of this bypass option to skip the Document360 common login page and directly access the SSO login page. This option is available for private projects in which all the members of the project are SSO readers. Once you have configured the project using either of the SSO standards (SAML or OpenID), the bypass setting would appear above the Invite existing users setting.

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• Email domain restriction for SSO users

We have improved the level of security in your project by enhancing the existing email domain restrictions. Now users can sign up as SSO readers only using the permissible email domains specified by the Admin or Owner of the project.

Idle screen timeout

We have added the idle screen timeout for the Document360 portal. If the portal is left idle for 2 hour the screen would display a warning prompt with 60 second timer with option (Stay logged in and Log out). After which the project would have an overlay and you have to hit the Refresh button displayed on your project screen to continue.

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Improvements

  • Based on customer request, we have added article links in the Team audit and notification channel for specific article events (Ex. Article publish, Article contributors updated, and more)
  • In the Team accounts section of Analytics menu, we have added an identifier badge for SSO user. This would help you differentiate regular team accounts from SSO team accounts.

Content Reuse, Variables, Snippets and more

New Features

Content Reuse

The introduction of Variables and Snippets is a feature that would help users reuse a particular piece of content that is often repeated. If it is a small piece of information (like a contact number, mail Id) you can add and use a Variable instead of typing it every single time in your documentation. If in case the content should contain more information with different forms of content (like table, links, or more) you can use Snippets.

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Variables

Variables are short content containing Text, numbers, and special characters. Some of the common user cases of variables are Contact numbers, Emails, Company name, and more. With Variables you can either choose to have Global variable (available across all the languages), or Local variables specific to a Language in your project.

Snippets

Snippets are predefined set of content that content manager identifies as reusable content. The content of the snippet can vary from simple text or phrases to lengthy paragraphs, tables, code blocks, and more. Snippets are stored in a library from which they can be inserted into articles at the time of edit by a simple click of a button.

Menu – Navigations

We have segregated the Menu tab in the Design & Navigation setting page. This would make editing the menu items and links in your page so much easier. The interface is simple with drag and drop functionality and toggle to open the link in a new tab. You can do all this in the Menu section for all your versions and languages.

RSS feeds

We have brought in RSS feeds in the Header navigation tab under the Navigations menu. You can enable this on your home page and your reader can be aware of the recently published or updated articles. When the reader clicks on the RSS Feed option in your Home page menu bar, an XML file would be opened with the entries of recent 20 articles published or updated.

New Extensions

Drift

Drift is a conversational messenger platform that you can add to your website, knowledge bases, or online businesses. Now you can easily connect your Document360 knowledge base with the chat application. This gives you an additional edge to provide support or answer queries of your customers by sharing relevant article from your knowledge base, without having to leave the Drift conversation page.

Zapier

The integration tool Zapier is available as an extension on your Document360. This integration would allow users to connect and integrate between multiple cloud apps and service. You can easily create a Zap (workflows that connect your app). You can choose a trigger for the workflow to activate and then choose a response action. This opens new possibilities and hundreds of possible use cases.

The Zaps helps automate your tasks at the background, and basically automates certain workflows.

Improvements

Home page builder

The user interface in the Home page builder is made even easier with different functions segregated. We have added Widgets (Most viewed, liked, read, modified, and created) which you can customize on your home page. Also, you can edit and add Language specific SEO titles for your page.

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Selective PDF export

Now you can perform the bulk operation of exporting your intended articles as a PDF file. You can select all or specific articles you want to be compiled and exported using the Generate pdf option.

Article status indicator

We have introduced a new status indicator in articles. The newly created articles that haven’t yet been published are indicated in Blue. Also, previously the articles that are being forked would be represented in Yellow & Green will henceforth be indicated in just Yellow. The rest of the status indicators remain the same (Green for published articles and Red for article under review)

Integrations

We have improved the UI in the Integrations page. Now there are about 21 integrations that can be connected with your Document360 project. Another notable feature is the ability to switch on/off the integration in your project without having to remove or delete the configuration completely.

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Machine translate

Earlier articles in the HTML editor (WYSIWYG) could be translated using the Machine translate option. If you wanted to translate an article in Markdown, you had to manually convert/change the editor settings to HTML editor before proceeding with the Translate.

With the latest improvement the articles created with markdown editor can be automatically changed to HTML when you click on Machine translate.

Drive

You can now set restrictions for file formats that can be uploaded into the Drive

Another minor improvement is with the folder colors. Earlier users can only select from a predefined color palette. But now, we have added the color picker and He code support.

Table of content

Now you can choose to display even H3 and H4 subheadings on the right-side along with table of content in your articles. Earlier the default mode was only for H2 headings. This would give a complete tree-view skeleton of the article.

UI/UX improvements

We have made few UI improvements in the portal. Some notable ones are

  • In Settings → Project admin → General, we have split and segregated the options under three different tabs (General, Editor, and Drive)

  • In Settings, under Knowledge base site we have split the earlier Design & Navigations to two main menu items (Design, Navigations)

  • The loading graphics within the portal has been given a new design.

Enterprise SSO, Chrome extension, Enhancement in Article redirection, and HTML editor improvement.

FEATURE RELEASE

Enterprise SSO

The Enterprise SSO (Single Sign-On) feature enriches the user experience in authentication and access within Document360. Enabling the SSO feature in your knowledge base projects simplifies the credential management, saves time, improves identity protections which in turn adds an additional level of security. The user need not worry about remembering the individual credentials for each project. Users can choose from two different SSO standards, the SAML 2.0 (Security Assertion Markup Language) and OpenID Connect. Also, users can choose from different Identity Providers like Okta, Microsoft Azure Active Directory, and Auth0.

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New Extensions

Chrome

Now Document360 is available for access on Google Chrome browser as an extension. With the Document360 extension, personnel from your organization with access to API key can connect, access, and look-up content from your knowledge base in their browser tabs anytime, anywhere.

The highlights of the Document360 extension include birds eye view of your knowledge base categories and articles, quick launch label, easy article search, suggested articles based on top searches, and a convenient reader mode. Last edit on 03 November 2020

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Other Improvements

  • We have added Version level article redirection based on popular customers’ request.
  • Now roman numerals can be used for numbering in HTML (WYSIWYG) editor.
  • We have also updated few security improvement fixes in Document360 APIs.

Localization, Document360 Drive, Crowdin and Drift extensions, and more

Feature Releases

Localization

Document360 now comes with complete localization as a major feature update. By offering your brand experience and support in a language that feels familiar, both existing and potential customers are much more likely to engage with your knowledge base content and reduce churn rate. Localizing your Home page and your knowledge base would eliminate many hindrances faced by your customers in understanding and connecting with your business, as opposed to single language website and documentation. The translation of your categories can either be done manually, with generic machine translation (MT) option, or translation extensions like Crowdin.

There’s much more to gain from localizing your Document360 knowledge base than just translated articles. You would be able to customize functionalities, articles, and URL slug in the intended languages. This would mean the content is either just translated from the original language or content is modified to better suit the target audience. The graphics, colors, and the aesthetics of your pages, fonts, and images can also be modified.

Apart from the content and visual elements, there other parameters like units of measures, currencies, local formats for addresses, dates, communication addresses, and more.

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Drive

A new and improved repository for your entire digital assets is here. Sync, organize, backup, and work with your folders and digital file formats like images, videos, audios, documents, and many other formats.
You can upload your digital assets to Drive using the simple interfaces on your Document360 project dashboard. The way the Drive works is similar to most well-known cloud storage platforms and a no brainer to get used to. Also, your Drive size limit would be based on the monthly plan you’ve chosen.


New Extensions

Crowdin

Crowdin a cloud-based localization aide, that helps your Document360 knowledge base with a multilingual machine translation of categories and articles. The integration of Crowdin extension with Document360 provides an array of possibilities in context to high quality and near-perfect translations. This helps companies cater to a multi-linguistic clientele much more susceptible to your business.

The integration is pretty straight-forward and can be easily achieved with the aid of our installation guide. And the translation interfaces after integration can be done using a simple ‘Push to Crowdin’ button.


Drift

Now you can integrate your Document360 knowledge base with Drift, a sought after conversational platform to integrate with your website, knowledge bases, or online businesses. The main feature highlight of integrating your knowledge base with a chat application like Drift gives you an additional edge to provide support or answer queries of your customers by searching for and sharing relevant articles from your knowledge base. All this can be done without having to leave the Drift conversation page.


Other improvements

Knowledge base assistant

We have enhanced the already existing In-app assistant on Document360. We now call it the Knowledge base Assistant. All the existing and new functions have been brought under more structured and easily accessible dropdowns. And with the introduction of Localization, users can select and search articles in version and language-level specific knowledge bases. We have also introduced the Custom launcher icon where you can select from a list of icons or also insert your custom icon from any URL. In the user website, the assistant widget is movable and not fixed to a static position.


New and Simplified UI

We revamped our existing User interface (UI) and introduced a better, fluidic, and streamlined controls and menu options. This UI change makes all the relevant functions more accessible and simplifies the project settings. Also, we have revamped the article settings, discussions, view history and we’ve introduced individual article stats.

MS Teams Integration, Category breadcrumb in Search and more

Microsoft Teams integration

Now users can integrate Microsoft Teams with Document360 seamlessly. This would enable users to search for and share articles from Document360 within Microsoft Teams platform. The integration is configurable in a matter of seconds by an authorization key.

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Category breadcrumb in search

We've improved the Search results UI with "Category Breadcrumb" across the platform, be it the Portal and the Website. It provides a clear understanding of which category a search-result-article belongs to, by looking at the category.

category breadcrumb.png


Search with slug

We've improved our search by enabling the slug Also, as an add-on enhancement, users can search for any article with the article’s slug.


More security to the Private projects

We've improved the security around Private project resources. Now the private project resources cannot be accessed with direct URLs.


Performance Improvements

In this release we've improved the performance of the platform and you would observe a considerable improvement in performance for the portal and the documentation website.



Please feel free to add your feedback or suggestions here https://feedback.document360.io, thanks.

Article Locking, Article Stale Rules, Status Indicator, and more

Article Locking


Another level of improvement in authoring experience! In this release we have implemented the locking mechanism in editor to prevent multiple users editing the same article at the same time. You can "unlock" the article manually once done with the editing, or it will be "unlocked" automatically after 15 minutes of inactivity.

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Article Stale Rules


It is important to ensure that your knowledge base content is up-to-date and being updated as necessary on regular basis. Article Stale Rules will help you get alerts for articles not updated for a certain time. Stale and Fresh are the two states which will help you understand if an article needs immediate attention for update, as set by you. Red and Green colors on the category manager indicate stale/fresh articles in that category. Once an Stale Article is reviewed, it can be set back to Fresh State.

Article Stale Rules can be set at Global level instead of marking them individually.

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Article Status Indicator


We've enhance the indication for articles in different states. Now different colors on the category manager will help you easily identity Newly Created Articles, Articles having draft version and articles which need a review.

Color / Indication


Yellow : New Article
Green : Published Article
Yellow/Green : Published Articles with draft version
Red : Stale Article (outdated contents)

please refer to the image below:

stale articles.png


Home Page Builder


We've enhanced the look and feel of the home page builder. Now while adding a new project you will see new templates to provide you better understanding of the knowledge base home page.

Following enhancements are done:

  • capability to add inline sections in the middle of any section.
  • collapse/expand the sections to work without scroll up and down.
  • insert image either from url or file manager for icons in column of text/category sections
  • featured image support to landing page