Article Manager is most powerful when shaped to the role using it. Authors, reviewers, and Knowledge managers each get more value from custom list views than from the default sort.
- Open the Knowledge tab
App Launcher, Knowledge. The default list view shows all articles; switch to a more specific view for your role.
- Build role-specific list views
Author: My Drafts. Reviewer: Pending Review by Date. Manager: Archive Candidates (older than 18 months, fewer than 10 views per quarter).
- Search and filter inline
Use the search box plus list view filters to narrow further. The combination handles most ad hoc questions about the Knowledge base state.
- Mass-edit when patterns emerge
Select multiple articles, choose a mass action (categorise, change owner, archive). Mass actions save hours of single-article editing during a re-categorisation or content cleanup.
- Pair with reports for trends
The manager shows current state; reports show historical trends. Build dashboards for archive rate, publishing rate, and top-viewed articles to track Knowledge program health.
- List views inherit Data Category visibility. Authors who lack visibility to a category will not see articles in that category in Article Manager, even if they exist.
- Mass actions can publish or archive many articles at once with no easy undo. Confirm the selection set before clicking.
- The default sort is rarely useful at scale. Build custom list views for each role to make the page operational.
- Archived articles are filtered out of search by default. Switch to the Archived list view to find them.