Publish and archive documents
Share a document with its readers, take it back, and archive old ones.
What it's for
A document is shared only once you publish it. You can take it back (unpublish), archive documents that are out of date, and restore them.
What the document states mean
| Badge | In plain words |
|---|---|
| Draft | Not shared. Only administrators can see it. |
| Published · revision 1 | Shared with the ticked roles. The number goes up each time you publish. |
| Archived | Put away. Nobody but administrators can see it, and it is hidden from the normal list. |
Before you start
- You're signed in as an Administrator.
- There is a document with at least one role ticked under Who can read it once published (see Write a document).
Steps
Open the document
Click Resources → Knowledge and open the document. The bar at the top shows its badge, "Last published" with the date (once it has been published), and the buttons Edit, Publish (or Publish changes), Unpublish and Archive (or Restore).
Publish it
Click Publish. The badge becomes Published · revision 1, and readers in the ticked roles find it in their library. Clicking it takes them to the guide page.
Publish again after changes
On a published document the button says Publish changes. Clicking it raises the revision number and updates the "Last published" date.
Take it back
Click Unpublish. The document becomes a Draft again, and readers can no longer open it.
Archive or restore it
Click Archive to put an old document away. It is unpublished too, and it leaves the normal list: tick Archived in the library to find it.
On an archived document, click Restore. It comes back as a Draft: publish it again if readers should see it.
What you should see
- Messages at the bottom right: Published., Unpublished., Archived. or Restored.
- An archived document has no Publish button.
Test checklist
Good to know
Saved edits are live straight away
Changes you save with Edit on a published document reach readers at once, even before you click Publish changes. See Write a document.
If another administrator changed the document a moment before you clicked a button, you see "This document changed while you were editing. Reload and try again." Reload the page and click again.