Scheduling an article, news item or file allows you to nominate a date that the item is made visible to users in your knowledgebase and/or a date that it stops being visible.
For example, suppose your company is closed for the Christmas/new year holiday period—say it is closed from 12 noon on 24 December and re-opens at 9 am on the 2nd of January.
- You add a news item to say that you will be closed over this period. When you create it (on 18 December, say), you set its status to "Not Published"
- You schedule this news item to change status to "Published" at 12 noon on 24 December, and to change status again to "Not Published" at 9am on 2 January.
Or suppose you have a new software release being implemented. You can create new articles for the new functionality in the software before the release. Give these articles a status of 'Not published', and then schedule them to be published on the nominated release date.
To schedule the item:
- Create or edit the article, file or news item
- If you are scheduling an article, click on the Advanced tab (you don't need to do this for files or news items)
- Check Yes to the Schedule option
- This expands the Schedule options
- Add a date and time to the On the Date fields to set the date and time that the item is to change status
- Use the Change Status To to nominate whether the item is to be published or not published. (Articles have two further statuses, pending and draft.)
- Add a Note to explain why this item was scheduled on this date. Use it as a reminder or as a record of what happened.
If you wish, you can set a second date and time to change to another status:
- Check the And checkbox
- This brings up a second set of date and status options
- Add a date and time to the second On the Date fields to set the date and time that the item is to change status
- Use the second Change Status To to nominate the new status
- Add a second note if required.
Items that are scheduled have a small clock next to the article/file/news ID on the list screens.
Tip:
- You can also use bulk actions to schedule or remove schedules.
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This functionality works in version 3.5 and above
