Your knowledge base is an invaluable resource for sharing product documentation with customers and internal teams. But managing updates can be challenging, especially if you have multiple knowledge bases or need documentation to go live at a specific time. The knowledge base overview and management pages in Aha! Knowledge make it easier to see and manage updates in one central place. Use these pages to view documents across all knowledge bases and workspaces, track recently updated articles, schedule documents to publish automatically, and publish updates without leaving your workspace or creating reports.
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Overview
Anyone with access to a workspace can view its Knowledge base overview page. Navigate to Knowledge -> Overview to access it. From here, you can see a list of knowledge bases in your Aha! account along with prebuilt knowledge base reports:
Page views: A line graph showing the number of page views in your knowledge base over the past 90 days
Documents by publishing status: A donut graph showing the percentage of documents in each publishing status
Documents by workflow status: A donut graph showing the percentage of documents in each workflow status
Total searches: A line graph displaying the number of searches in your knowledge base over the past 90 days
Top search terms: A scrollable list of search terms used in your knowledge base along with the count of times each was used
Recently published documents: A list of the 50 most recently published documents in your knowledge base, along with the date they were published
Management
Workspace owners can access the Knowledge base management page to view details about knowledge base documents as well as publish and bulk edit documents. Navigate to Knowledge -> Management to access it.
Workspace contributors with a custom publishing role cannot view the Knowledge base management page. However, they can publish individual documents from their workspace documents and schedule a single document from the Publish dropdown when they have permission to publish knowledge base content.
From here, you can view all documents added to a knowledge base. This list is filterable by Document name, Workspace name, Knowledge base name, Document publishing status, Document tags, Document collections, and Document last active date.
If you need a document to go live at a specific time, workspace owners can use the Knowledge base management page to find documents with a Scheduled to publish status and review the publishing date before launch.
This page also provides several pre-filtered or pre-sorted views that you can quickly access from the left-side panel navigation:
Drafts: Knowledge base documents currently in Draft status
Unpublished changes: Published knowledge base documents with unpublished changes applied
Collections: Knowledge base documents that belong to a collection
Recently updated: Documents sorted by the Document last active date
Scheduled to publish: Documents scheduled to go live at a specific date and time, so you can quickly confirm what is coming next
Page views: A list of each document with the number of page views each has had in a knowledge base for a customizable time frame
Search analytics: Graphs and tables displaying search data across your knowledge base.
Document approvals: A list of each document and its workflow status
Feedback: A list of each knowledge base document and its feedback rating
Redirects: A list of all redirects in your knowledge base
Page views prior to June 26, 2025 will not be included in view counts.
You can perform several bulk actions from the Knowledge base management page and each of its subviews:
Publish: Select one or more documents and click Publish. This will publish the selected documents to every knowledge base they belong to.
Schedule publish: Select one or more documents, click Bulk edit, choose Schedule publish, then set the publishing date, time, and time zone. Use this when you want multiple documents to go live automatically at the right moment.
Bulk edit: Select the documents you want to edit and click Bulk edit. Then, configure the fields you want to edit and click Apply. You can configure any field(s) that is included in your custom layout for documents.