When you are preparing for a product launch, documentation often needs to go live at an exact time. Even when the content is ready, someone still has to publish it manually.
Scheduled publishing lets you set a date and time for publishing in advance. Your team can prepare content earlier, publish it automatically at the right moment, and update the schedule if plans change. This helps you publish accurate documentation on time with less launch-day coordination.
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Overview
Workspace owners and users with permission to publish knowledge base documents can schedule documents to publish at a specific date and time, including the time zone.
You can schedule publishing for a single document from the document itself. Schedule multiple documents for publishing from the Knowledge base management page or from a list report. If a document is already scheduled, scheduling it again replaces the existing publish time.
Scheduled documents show a Scheduled to publish status, and you can hover over the status to see the exact scheduled time. You can choose whether edits made to the document after scheduling cancel the scheduled publish.
When the scheduled time arrives, the document publishes automatically. If you cancel a scheduled publish, the document returns to Draft or Unpublished changes, depending on its previous publishing status.
Schedule publishing for a single document
Use this option when you want one document to go live at a specific time. You can set the schedule from the document itself.
Open a knowledge base document.
Click the dropdown next to Publish.
Select Schedule publish.
Choose the date, time, and time zone.
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Decide whether edits should cancel the scheduled publish.
Remove schedule if document is edited is selected by default. Uncheck this box if you want the document to publish on schedule even if someone edits it.
Click Schedule publish.
After you schedule the document, it shows a Scheduled to publish status. Hover over the status to see when it will go live.
Reschedule or cancel a scheduled publish
To change the publish time, open the Publish dropdown and select Schedule publish again. To remove the schedule, open the same dropdown and select Cancel scheduled publish.
If you cancel a scheduled publish, the document's publishing status returns to Draft or Unpublished changes, depending on its previous status.
Schedule publishing in bulk
Use bulk scheduling when you want multiple documents to go live on the same schedule. You can set the publishing date and time for all selected documents from Knowledge base -> Management.
Go to Knowledge base -> Management.
Select the documents you want to update.
Click Bulk edit.
Select Schedule publish.
Choose the publishing date, time, and time zone.
Apply the change.
View all scheduled documents
Navigate to Knowledge base -> Management -> Scheduled to publish to see every document that is set to go live. The list includes the scheduled publishing date, so you can quickly confirm what is coming next.