Document360 updates
Document360 updates

December 2021 - Version 7.17 - Users & Security update

1. UI/UX update

We have amended a few changes in the Security menu grouping. Users & Security is the new grouping we have added in the Settings. To get access to feature under 'Users & Security', go to SettingsUsers & Security.

1_Screenshot_Users and security.png

Please find below the new menu tree-view and their respective help article links

Users & Security

I. Knowledge base portal

II. Knowledge base site

III. Common

2. Roles

Earlier the roles of a team account or group can be assigned as Owner, Administrator, Editor, Draft Writer, or Custom role which defines the set of permissions to the project. Now with this update, the roles feature is split into two types of roles.

Portal role

Team account's access to features in the knowledge base portal

Content role

The content role defines the permission for knowledge base content a user can perform in the knowledge base portal.

To explore the Roles feature, go to SettingsUsers & SecurityRoles


If you are an existing user, you might have already defined the roles in the knowledge base. Please check the below table to get an insight into how the roles have been updated in an effective way

Existing User Role ----- New Portal Role ----- New Content Role
Draft writer = Contributor + Draft writer
Editor = Contributor + Editor
Owner = Owner + Editor
Admin = Admin + Editor
Custom role = Custom role + Custom role
None = None + None

For example, If a team account was assigned as Editor in the project, now with this update: the portal role would be Contributor and the content role would be Editor.

Similarly, If a team account was assigned a custom role, the portal role would be Custom and the content role would be Custom, say you have been assigned the custom role named UX writer and desired set of permissions, now with this update: the portal role would be UX writer and the content role would be UX writer, the set of permissions would be the same as before.

3. Article content security access

Another handy update is the addition of managing content access at an article level. Earlier users cannot manage access to an individual article in a category. Now you can enable article access to any team account(s) or group(s) associated with the project.

Navigate to your desired article in the knowledge base portal, then click on •••SecurityKnowledge base portal access control (or) Knowledge base site access control. You can manage the content access of the selected article.

1_Screenshot_Accessing security access.png

4. Deny access

We have added the option to deny access to any team account or team account group (or) reader or reader group at version, language, category, or even individual article level.


When you deny access to any team account or reader, they cannot access the knowledge base unless the access is enabled.

For team accounts and team account groups

The version and language level access can be managed through the Content role & access (Settings → Users & Security → Control role & access). The category and article-level access can be managed at an individual level in the documentation editor section.

For readers and reader groups

The version and language level access can be managed through the Site access (Settings → Users & Security → Site access). The category and article-level access can be managed at an individual level in the documentation editor section.

When you hover the mouse pointer over the items, you would find the Deny access icon on the right. Click on the icon and then Yes in the Deny access confirmation prompt to restrict the access.


5. Mixed site access

Earlier the knowledge base can only have either of the two visibility settings, Public or Private. Now with this update, we are introducing a third site visibility option. The Mixed knowledge base site access.

Mixed is a hybrid site access setting that allows parts of the knowledge base to be public and parts of the knowledge base to be private access only for reader accounts with login credentials.

For example, In a knowledge base project with versions like v1, v2, and v3. The versions v1 and v3 can be set as 'private', whereas version v1 can be set as 'public'.


This mixed site access applies for versions, languages, categories, and even at an article level.

Switching the knowledge base site access

Click on Settings → Site access and select Mixed from the three options available.

2_Screenshot-Mixed_site_access_page_overview If the knowledge base is being switched from Private or Public to Mixed site access, then few changes in the granular level access permissions can be observed.

Similarly, if the knowledge base is being switched from Mixed to Public or Private site access, then all the granular level access permissions would be reset.

December 2021 - Version 7.16 - New features, Enhancements, and Improvements




Release Update


New Features

Full portal search

A dedicated space to search the entire project content is now available on the knowledge base portal. Perform a combined search across all the versions and languages at the same time. Click on the search icon on the left-side main menu to access the Full portal search.


The search engine work similar to the other search functionalities in the portal. Type in the keyword and narrow down the results using the filters (version, language, visibility, tags, date range). Users can preview the article/category page. Users can then preview the article or navigate to the article in the editor.


As the search is performed universally in the project, the search also covers files in the Drive as well. Users can switch between the article and Drive search using the tabs available below the search bar.



User-defined password on Signup

Earlier in the Document360 signup page, new users would provide a password on the initial form page. With this new update, the set password module has been moved to the post-activation stage. As a new user you would sign up for Document360, and an activation mail would be sent to the registered email address.

You can access the portal for the next 24 hours, but it is recommended that you activate your account. Post the 24 hours the activation link sent in the mail should be used and a password should be set to use the portal for the next 14 days. Also, the activation mail earlier had a 24-hour validity which has been removed.

JWT logout page

Earlier when JWT SSO reader logs out from KB, they would land on the regular Document360 identity logout page. With this new enhancement, any webpage can be set as a logout landing page. This option can be configured on the JWT setup page (**Settings→ Security→ Enterprise SSO → JWT→ JWT Basic configuration). Add the custom page link in the *Logout URL*(optional).

4_Screenshot-JWT_Logout_url_page If the custom logout link is not provided, they would land on the new logout page designated for the JWT SSO readers. Read more →

Export to PDF – Design template updates

Go to Content tools → Import & Export → Export to PDF → Design template

a. Custom sizes for the Logo on the Cover page

Earlier users can upload their logo on the cover page, but the size was predefined. Now with this enhancement, users can select the three standard square sizes available Small(100px), Medium(150px), Large(200px), or choose a custom size in pixels. The canvas size can be between 20 and 300 pixels in both width and height.


b. Custom sizes for the watermark image

Earlier users can either add a watermark text (For ex. ‘Confidential’) or upload any image as a watermark, but the size was predefined. Now with this enhancement, users can select the three standard square sizes available Small(150px), Medium(200px), Large(250px) or choose a custom size in pixels. The canvas size can be between 20 and 350 pixels in both width and height.


c. Footer text

Along with the page numbers in the footer section, users can add custom footer text to the PDF document. The footer text does not have a character limit, the font face and size can be customized based on the requirement. As the footer space in the PDF page is dynamic based on the text, and font size, the text would not appear truncated in the final document.



  • Greek has been added to the language list available for knowledge base localization
  • Minor performance, bug fixes, and security improvement can also be observed in the knowledge base portal and site

November 2021 - Version 7.15 - New features, Enhancements, UI updates, and Improvements




Release Update


New features

1. Recycle bin for categories and articles

One of the most requested features by our customers, the Recycle bin for deleted categories and articles is now available in Document360. Now users don’t have to worry about accidental article/category deletions, as the item would be available in the recycle bin.

Users can restore the deleted item anytime in the next 30 days unless the article/category has been manually deleted from the recycle bin as well.


The Recycle bin can be found above the category manager (left navigation pane). Users can find the deleted article/category along with the information like Name, category path, deleted by, date modified, and date deleted. The deleted items can be restored in a matter of seconds by clicking on the ••• More → Restore option.


For easy access users can also use the Delete forever to remove specific articles/categories (or) use the Empty recycle bin option to remove all the items in the bin.

Read more →

2. Custom email domain authentication

By default, notification emails sent to the Document360 team members and readers are sent from Now users can configure their custom email domain on Document360, so the notification emails are sent from the configured custom email domain.


Users can access this new feature in the Settings → Knowledge base portal → Notifications → Email domain tab. To enable this feature users must first point DNS entries from their DNS provider (like GoDaddy, Rackspace, Cloudflare, etc.) to Document360. It may take up to 24 hours after configuration for a custom email domain to be recognized.

Read more →


1. Drive file search

We have enhanced the file search capabilities in the Document360 Drive. We have also added an Empty recycle bin option to the Drive's bin folder.

a. Folder specific search

Earlier when the users perform a search on the Drive, the search would be spread across all the files on the Drive. Now with this update, users can search in the files specific to the folder or subfolder they are in at that moment.

b. Extended Search bar access


Earlier search capabilities were only limited to the ‘All content’ page and overview pages of folder and subfolder on the Drive. Now with this update, the search functionality has been added to the Recent, Starred, and Recycle bin folders on the Drive. The search would be spread across the respective folder selected.

c. Empty recycle bin


Another handy update to the Recycle bin on the Drive is the addition of the Empty recycle bin option. Earlier users had to manually select all the files in the recycle bin one page at a time and use the Delete forever option. Now with just the click of the Empty recycle bin button, the entire recycle bin can be emptied.

2. Export to PDF

a. Header image customization


Earlier, in the PDF design template (Content tools → Import & Export → Export to PDF → Design template) the Header image was predefined and cannot be changed. With the latest update users can choose the Image size dropdown and select from small, medium, large, or any custom size in pixels (Height - 20px to 85px and Width - 20px to 150px).

b. Quick navigation in the Preview window


Users can easily click on the quick navigation options (Cover page, Table of content, Content) found on the preview window on the right. The preview jumps to the selected option in the generated PDF.

c. Live preview

We have added the live preview option to the design template page. As the user edits the different aspects of the template (For ex. Cover page title) the preview window on the right would also display the changes live.

d. Team audit and notifications

Earlier, only the export event was captured in the Team auditing section. With this latest update, all the activities such as creating, updating, or deleting the content and design templates. The same applies to the notification sent for these events in the Export to PDF feature.


  • We have introduced the option to input Dart language codes using the Insert codeblocks option in both the editors (Markdown and WYSIWYG)

  • The Search in PDF attachments on-demand service can be activated by contacting support directly from the smart bar seen below the search bar in the Drive folder

  • As a major pricing revision is being rolled out effective from October 30, 2021, some noticeable changes can be observed in the Billing section and the Pricing page

  • Minor performance, bug fixes, and security improvement can also be observed in the knowledge base portal and site

October 2021 - Version 7.14 - New features, Enhancements, UI updates, and Improvements






Release Update



New Feature

Search in attachments

Search inside attachments – Knowledge base portal

Project team members can perform a keyword search for the content inside PDF files on the Drive. This comes in handy when a particular file needs to be chosen, but the file name does not specify the search term. Earlier the same operation would involve manually downloading the PDF, opening it in a viewer, and then searching for the keyword.

This functionality can be used in the Drive menu option and accessing Drive through ‘Insert file’’ from the documentation editor.


Only a PDF file less than 10MB in size would get indexed for search and the cap for indexed files is 1GB. An indexed icon can be found next to the PDF files on the Drive.

Enable attachment search filter - Knowledge base site

Readers of your knowledge base can now search for content inside PDF attachments. This search functionality is an add-on feature in the knowledge base portal and would be activated for customers on-request* basis.

2_Screenshot-Enabling_search_in_attachments_for _kb_readers

Once activated, users can enable or disable the search in attachment option from the knowledge base portal (Settings → Article settings & SEO → Article settings → Search setting → Show attachment tab in search). If the toggle is enabled, readers on the knowledge base using the search bar have the option to choose keyword search results from articles and attachments.


Please contact customer support ( to activate this add-on feature in your project.


1. JWT Reader Group restriction

Reader group restrictions have now been introduced for JWT readers. Henceforth, while creating a JWT token for readers, the reader group Id can also be passed. This will result in applying the same level of restrictions to JWT readers similar to that of the Document360 readers associated to that group. Multiple group Id can also be passed as comma-separated parameters. Another minor enhancement is the option to specify the 'session validity' (duration in minutes) during token generation.

2. Export option in ‘Page not found’ overview

Now users can export the ‘Page not found’ data from the ‘Page not found’ overview page (Analytics → Page not found) into a CSV file. Users can use call the filter options available such as User agent type, Date range, and search results. Once the data is filtered, click on the Export button at the top right, the report would be generated, and the Download option would be visible adjacent to the export button shortly after.


The downloaded file can be accessed on MS Excel. All the data parameters you find in the ‘Page not found’ overview page would be presented as rows and columns in the spreadsheet.


3 . 'All content' in Drive

A new section is available in the Document360 Drive called the All content. This option is available on the left side below the Recent, Starred, and Recycle bin folders on the Drive. Users can view all the individual knowledge base assets irrespective of the folder/sub-folder they are grouped in.


This comes in handy when users want to perform bulk operations on all/selected files. The bulk operations available here are Remove, Move, Copy, Download, and Add to starred.

4. Set editor folder in Drive (global level)

An editor folder is the default folder in the Drive where all the image files uploaded directly from the documentation editor using the Insert image would be saved. Earlier the Documentation system folder was set as the default editor folder and could nt be changed. But with the new enhancement, users can set any parent folder on the Drive as an editor folder. Just click on the ••• More option next to the folder and select the Set editor folder option.


If a drive folder has already been set for a particular category, the images uploaded in that category articles would be saved in the mapped folder. The editor folder is just for images uploaded from the unmapped category articles. The image uploaded in templates and snippets would still be saved under the system ‘Documentation’ folder.


  • We have renamed the Project admin to Knowledge base portal in the Settings menu grouping
  • YAML is now available in the code block option on the editors. (YAML is a data serialization language that is often used for writing configuration files)
  • Minor performance, bug fixes, and security improvement can also be observed in the knowledge base portal and site

September 2021 - Version 7.13 - New features, Enhancements, UI updates, and Improvements






Release Update



New features

1. Workflow

The most requested and awaited feature ‘Workflow’ is now available in the Document360 knowledge base portal. Using this nifty feature project team members can define, manage, and track the different phases in the documentation of an article. This serves as a good aide to editors in keeping track of the article statuses in the knowledge base project.

a. Workflow designer

The Workflow designer can be found under the Documentation menu grouping in the new Content tools menu. (Content tools → Documentation → Workflow designer)

The stages of the documentation cycle are referred to as status in the Document360 workflow. Two default system statuses (Draft and Published) and one custom status (In review) would be available by default.

However, users can add custom status based on their requirement, rearrange the order and delete (just custom status). When the status is set as read only, other users will not be able to edit inside the documentation since it would be available only in read-view. They can only assign a user and/or assign a due date.

b. Workflow assignments

A complete overview of all the documents (articles and category pages) in the selected version and language of the knowledge base project. Access this page, just click on the Workflow assignments option above the category manager on the left.

Here, users can view the total document count, Documents that are assigned to the respective user by another team member, the article count in the different statuses, and the article list with filtering options.

Users can view the current Workflow status and the article workflow history at the top left in the documentation editor. By clicking on the dropdown, the user gets the complete info about the past, current, and upcoming article status.

2. Ticket deflector in Knowledge base assistant

Now users can map the existing and live ticket deflector forms on the Knowledge base assistant. We introduced the Ticket deflector (a feature that helps reduce the volume of support tickets by resolving customer queries with self-service support.) in our July release. And in the past release, we introduced Analytics data for the Ticket deflector forms.

When the user has mapped a live ticket deflector, all the form analytics data (such as satisfaction, feedback, answered from KB, search, and form submission) can be viewed. Go to Analytics → Ticket deflectors and select the Knowledge base assistant in the Application dropdown.

If any helpdesk (Freshdesk or Zendesk) is configured on a live Ticket deflector form, that configuration would also be available when you add the respective form on the Knowledge base assistant.

3. ‘Page not found’ data in Analytics

We have added an exclusive Page not found (404 error) section in the Analytics menu. If any visitor access unavailable URLs in your knowledge base, it would be recorded as 'Page not found(in technical terms 404 error). For a healthy knowledge base (and good SEO) this error should be avoided. Users can view the data when such errors occur and resolve it.

Users can also view a drill-down of the User-agent type (source) such as Browser, Bot, or Unknown. Users can view the data for up to 30 days. On the overview page, users can view the list of links that throw the 404 error, User-agent type (Browser, bot, unknown), User agent (For ex. Mozilla 5.0), the timestamp (in UTC), and the URL referrer.


1. Export to PDF data filtering

Content templates

We have added a new tab in the Export to pdf overview page (Content tools → Import & Export → Export to PDF → Content templates). Users can filter and save content templates for export at a category and article level.

This comes in handy when exporting any segment repetitively in your knowledge base. The user doesn’t have to go through the entire process of compiling the articles and categories every time. Instead, they can just click on the Download option and the same content set would be exported again.

2. Import and Export – Language level

Now export and import project versions at a language level. This feature comes in handy when users want to localize/translate a particular version in their project. Users can make use of the translation capabilities in the knowledge base portal. However, when they want to translate huge volumes of articles, they can simply export a certain language, translate it, and then import the same file (.zip) back into the Document360 project. The article in the imported file would be saved as a new version if it’s from the same project. If the user imports a file from a different project, new articles would be created for the same.

This would help users move content from one project to another or have a copy of their knowledge base project as a backup either in markdown or HTML format.

3. Drive updates

  1. We have capped the file limit to 5000 per folder. If you have a sub-folder inside a parent folder, that would be treated as a separate folder.
  2. Earlier, uploading files directly from the article editor would be added to the Documentation default folder. Now individual folders in the Drive can be mapped to different categories in the knowledge base. If no folder is selected, the files would be uploaded into the Documentation folder. Also, if the sub-category is not mapped to any specific folder in the Drive, then it would be saved under the default ‘Documentation’ folder.
  3. Set drive folder – You can set any folder in your Drive to become your default folder (files uploaded directly on the article editor would be saved to the default folder on the Drive). Click on the ••• more option in the top right when a category is selected and click on Set drive folder
  4. If the ‘Documentation’ default folder reaches its maximum limit of 5000 files, the next file uploaded or moved would be saved under a newly created default folder ‘Documentation_1’
  5. Folder selection can be done now for document elements (Images, Videos) while import of articles from .docx files

4. Category page integration

a. Links status

Category page links have been included in the Links status at the time of validations (Scheduled and manual) and the link overview page. Earlier, the validation would only accommodate article links. The category page links can be distinguished using a category icon next to the link. This applies to the ignored links overview page as well.

Users can easily filter the category page links in the links list by clicking on the quick filter option Category links (or) In the filter bar, select Category links in the Source dropdown.

b. Drive dependency viewer

When users view the file dependencies in the Dependency viewer blade (Drive → Select folder → eye icon next to any file) the category page dependency would be distinguished using the Category page label.

UI/UX updates in portal

1. Content tools

A parent menu item ’Content tools’ has been added to the main menu bar. You can find three menu groupings in this menu blade

a. Documentation

  • Templates
  • Bulk operations
  • Article review reminders
  • Tags
  • Workflow designer

b. Content reuse

  • Variable
  • Snippet

c. Import & Export

  • Import from Word
  • Import & Export
  • Export to PDF

2. Settings → Security

A new menu grouping ’Security’ has been added in place of the previous Advanced menu grouping. As the name implies, you can find all the settings about security options under this.

  • Team & Security
  • Access & Security
  • Enterprise SSO

3. Other minor improvements

  • Advanced menu grouping in Settings has been removed
  • Backup & Restore moved from Advanced to Project admin
  • API tokens moved from Advanced to Project admin
  • Extensions moved from Advanced to Project admin
  • Two new tabs Content templates and Design templates have been added in place of the Export and Settings tab in the Export to PDF page


  • We have added the breadcrumb (a link trail for navigation till the current webpage) on the What's new feature
  • Explainer videos for the feature have been added to modules in the knowledge base portal
  • Users can now use category page tags in the Show/Hide rule for Smart bars

August 2021 - Version 7.12 - New features, Enhancements, and Improvements






Release Update



New features

1. Ticket deflectors

Ticket deflectors – Helpdesk configuration

We have added yet another feature to the Ticket deflectors. Now users can raise support tickets from the Document360 ticket deflectors form directly onto third-party helpdesks like Freshdesk or Zendesk.

Here’s how you can configure the helpdesk on the ticket deflector. Click on Settings → Knowledge base site → Ticket deflectors → Notification & Ticket. On the right when you scroll down you can find the Helpdesk ticket section.


a. To configure Freshdesk, add the API key and Domain URL obtained from Freshdesk on the Document360 Helpdesk configuration blade.

b. To configure Zendesk, add the API key, Domain URL, and Zendesk agents’ Email obtained from Zendesk on the Document360 Helpdesk configuration blade.


Each time a reader raises a ticket, a replica of the ticket would be recorded on the helpdesk platform you have configured.

Ticket deflector – Analytics

Analytic data is now available for the Ticket deflectors. You can access this by clicking on the Analytics menu and Ticket deflector option.

Here you have access to four sections • Dashboard • Feedback • Satisfaction • Search

Each section gives a distinct drill down into the different analytics data. This data helps to understand the reader, retune the ticket deflector, and address the changes required in the knowledge base.


2. JWT

A JSON Web Token (JWT) is a means of representing claims to be transferred between two applications. JWT is used only for the Readers login.


You can easily create a JWT (Settings → Advanced → Enterprise SSO → JWT) which is referred to here as the Client secret. You can use this in your application to configure Document360 Enterprise SSO login for your reader. Unlike the other IdP options available (Okta, Azure AD, etc) the user is not required to have a separate reader account on Document360; the account on the client application would do. After the JWT login is enabled, the reader can use the client application credentials to log in to the Document360 knowledge base site as well.


3. Download article as PDF on Knowledge base site

We have now introduced the option for readers of your knowledge base site to download individual articles as a PDF. The download PDF option would be available on the top left of the article, along with print and share buttons.


By default, this option is enabled in your new or existing project. You can disable this by going to Settings → Knowledge base site → Article settings & SEO → Article settings. In the Article header section, turn off the Show download PDF button toggle to disable this option for your readers. 7_Screenshot_Knowledge_base_site_download_article_as_pdf_control


1. Billing and payments

a. Version add-on

Now you can buy additional version add-ons with new restrictions based on your higher plan tier (For ex. If you are a customer in the Startup plan, you can purchase a version add-on with the available business tier plan versions). This option is available across all the plan tiers.

b. Team accounts add-on

The restrictions for the number of team accounts have been lifted and you can now purchase any number of team accounts on your project irrespective of the plan tier. This option is available across all the plan tiers.

c. Downgrade plan by yourself

Earlier, if you wanted to downgrade your project from a higher plan tier to a lower plan tier (For ex. Enterprise → Business) you had to contact customer support on Document360. Now you can do it by yourself in few simple steps by unchecking the option in the downgrade window (Settings → Billing → My plans → Downgrade). The only limitation here is that few dependency features like Content reuse, Ticket deflector, Custom roles, and Enterprise SSO have to be manually altered or disabled before you can proceed with the downgrade.


d. Get feature

We have added the Get feature button on the different feature pages in startup and business tier plans. You can also view a brief intro on what the feature does and an explainer video on the right. When you click on the Get feature button, a billing blade would open with all the feature list, add-ons, and cost information. You can click on the Confirm payment button and your plan would be upgraded to an upper tier.


e. Feature caps changed

Now you can enjoy the revised cap for API tokens and the Article review reminder feature across all the plan tiers. API token is set to the max limit of 10 and Article review reminders to a max limit of 10.

2. Integration rules (Show/Hide)

You can now set Show and Hide rules for all the configured third-party integrations in your knowledge base. You can configure the conditions based on IP address, Project, and Language.

Go to Settings → Knowledge base site → Integrations and click on an already configured integration or add a new integration. In the Add integration blade, you can find the Advanced insertion rules section. Now choose the Show and/or Hide rules. Once you’re done, click on the Add button at the bottom.


3. Ignored links on Links status

Now we have added a new link type called Ignored links along with the working, broken, redirected, and unknown. In this context when you add a link to the Ignored link category, that link will be omitted from all the upcoming scheduled and manual validations. Any team member with access to Links status can Ignore or include links anytime and any number of times on their project.



  • Overall performance and security of Document360 has been improved
  • Adding new languages in a version is now easy with an exclusive icon for languages on the versions page
  • Export to PDF in the Portal is capped at 2 MB. Users might face issues when they try to export the project to pdf when the size of all the articles in the project is more than the 2 MB limit.
  • We have now limited the subdomain name to 63 characters

July 2021 - Version 7.11 - New features, Enhancements, and Improvements


Release Update



New feature

1. Ticket deflector

Optimizing and balancing the role of a knowledge base and customer support in customer query resolution has always been a challenge. The all-new Ticket deflector feature does just that, helping customers find the solution before directly raising a ticket with customer support.


Ticket deflector achieves this with a bit of reader interaction, a set of questions and responses called block steps, and a search widget. Most customers' query gets resolved in this stage and this, in turn, reduces the number of support ticket significantly.

2. Dependency viewer – Drive

One of the most requested and awaited features in Document360 Drive, the file dependency viewer is a part of this release. Now users can view all the reference point articles/category pages where an individual file from the Drive has been added/attached. You can access the viewer in one of two ways on the Drive.


You can either select the View dependency article(s) option after clicking on ••• button next to the file (or) clicking on the ‘eye’ icon on the right when you hover your mouse pointer over the file.

This dependency viewer gives you the list of articles/pages the file has been used; along with details such as article name, link to the article, article status, version, language, and the contributor who has used/attached the file.


3. Export to PDF

The Export to pdf feature is not an entirely new feature in the Document360 portal, but we now have a dedicated page with additional settings and a menu item for this added in Settings under Advanced.


We have added two tabs in the Export to PDF page (Export and Settings)


Select the published content from your knowledge base such as specific project version, language, with a predefined setting to be exported as a PDF. You can also choose to secure the PDF with password protection.


You can create and save predefined settings for your future PDF exports. You can customize and modify most of the PDF file attributes (cover page, watermark, page orientation, fonts, TOC, etc.) to better suit your company’s branding or style guide.



1. Private notes

We have renamed Internal notes to Private notes in the Documentation editor. You can add the private notes to your articles/pages by using the respective icon on the formatting toolbar in both markdown and WYSIWYG editor.


We have also added more controls for private notes exclusive to the WYSIWYG editor. You can control who can see the private note by configuring the visibility setting. You can enable and select the intended security groups and/or reader groups to view the private note. You can also leave it at the default setting of All team accounts if you want this to be visible to all team members (or) you can toggle to off on all options to not to show the private note to anyone in KB.

Advanced private note visibility controls are only available in WYSIWYG editor.

2. Additional text formatting on snippets

Users can now edit their snippet content using additional tools added onto the formatting toolbar. Previously only basic tools (bold, italic, underline, callouts, table, and code block) were available. Here are some of the new tools added: Font settings, lists, insert image, links, and code view.


3. Mark as deprecated

You can notice a small change with the text formatting tools now available at the top in the deprecation message field. This was previously available but many of our users failed to notice or use this as it would only be visible when you click inside the deprecation message field.


Another update to this feature is that now you can select multiple articles to bulk deprecate in the All content page.


4. Custom domain enhancements

  • Sub-domain names can be directly edited by owners/admins on the knowledge base portal. Earlier you had to contact our customer support for custom domain changes.
  • You can now change the default subfolder hosting path (/docs) to match your needs. For example /help, /support, etc.
  • A new control to enable/disable article preview in sub folder hosting has also been added above the sub folder path setting.

(Settings → Knowledge base site → Custom domain → Custom domain mapping/Sub folder hosting)



  • Smart bars feature has an improvement in the Advanced visibility rules. Now you can set show/hide rules at subcategory levels
  • You can add, update, map, or delete, Readers and Reader groups with our public API docs. Previously this could be done only from the knowledge base portal
  • Overall performance, working, and design improvements

June 2021 - Version 7.10 - New features, Enhancements, and Improvements


Release Update



New features

1. Import from word files (Beta)

Now you can import article content into your knowledge base directly from word files with .docx extension. You can find the import option added at the bottom of the left navigation pane in the documentation editor right above the Content reuse and templates button.


Click on the Import button and select the source word doc type and choose how you want to split the document. You can import the content into a single article (or) you can create multiple articles based on headings in the source document.

After that type in the article title, choose the category/ subcategory you want to import the article into. You can also preview the document or make changes to the article title or category at this stage. Click on ‘next’ and click on ‘Start import’.


2. Tag management

We now have a separate module for all your tag management under a single menu. You can view, add, edit, redirect, and delete tags from this repository. Its so much easier when the same tags use in articles can also be used for files on your Drive. You can also view a dependency view for your tags. Access the Tag management page by Settings → Project admin → Tags. You can export the Tags in form of an Excel or PDF file.


3. Knowledge base assistant – Analytics

Similar to the different analytics data on your knowledge base, you can also view analytics data for Knowledgebase assistant as well. You can find the Applications dropdown in the Geography, Performance, Search, and Feedback page in the Analytics menu. You can easily switch back and forth between data here.



1. Analytics comparison

Data comparison is key when it comes to analytics on your pages. It helps you strategize and rethink your approach. We have added a comparison feature in the Geography, Performance, and Search pages in your Analytics menu. You can view the comparison data for both knowledge base and knowledgebase assistant selections.


The following date range comparisons are available (Previous period, Previous month, Previous quarter, Previous year, and custom)

2. Weekly report for analytics

Team members now receive weekly report about the project such as total weekly views, reads, likes, leading articles in terms of views, top search queries, and top countries data.

3. Custom filter addition in Bulk operations (All content)

We have added a feature to create a custom filter in bulk operations (now ‘All content’ menu). To create your own filter, click on the ‘All content’ option from the left navigation pane in documentation editor. Now click on ‘Filter’ in the top-right and select + Add filter. Add the filter name, the different filter conditions, and hit Save. If you want this filter to be accessible by all your team members, then switch on the Filter visibility toggle.


4. Search term highlight in article or category page

Earlier when readers search for a term using the bar at the top of the knowledge base and click on any of the search result listed, the page would just redirect to the particular article or category page. With this new update the search term and its context would be highlighted in ‘yellow’, and the page would automatically scroll to the section of the article with the search term.


Default setting: This Search highlight feature would by default be disabled in your knowledge base setting. You can easily enable it from Article settings & SEO

Enabling the search highlight setting

Go to Settings → Knowledge base site → Article settings & SEO → Article settings and scroll down to find Search highlight. Switch the toggle on to enable this feature in your knowledge base site.



  • Overall performance and security of Document360 has been improved
  • Import export API has been added

1. UI/UX

  1. Bulk operations has been renamed to ‘All content’ and moved to the top of the left navigation pane
  2. Home page builder option has been moved inside the left navigation pane from main menu
  3. Categories and articles can now be expanded and collapsed in the left navigation pane
  4. Import, Templates, and Content reuse has now been grouped under Tools which can be expanded or collapsed
  5. A New button has been added to Categories and articles


2. Links status

  1. The links status page links list has been set to this default sorting 1. Broken, 2. Unknown, and 3. Working
  2. You can also find one-touch filter options like Hidden, Working, Broken, Unknown, Redirect URL, and Media URL above the links list
  3. Users can search for links using URL, Article name, or Redirect URL
  4. The main Redirect category has now been moved as a subcategory under other main categories- Working redirected, Broken redirected, and Unknown redirected


May 2021 - Version 7.9 - Enhancements and Improvements


Release Update




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.


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.


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.


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.


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


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.


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.


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.


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.


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.



  • 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


Release Update



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.


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


  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.

2_Screenshot-category_types_index page.jpg

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


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.


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.



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.


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.


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).


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.


  • 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