Using article lists for different views of your knowledge base content

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<p id="docs-hc-snippet" style="display: none;">Article lists enable you to get an overview of all your knowledge base content, and then refine that view by using search and applying filters to build article lists. For example, you can find all the articles that were created this week and review them. Or you can find articles that have a specific article label, such as out-of-date. You can also add multiple columns to each article list.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">Article lists let you review all knowledge base content, then narrow it with search, filters, and custom columns to find drafts, AI-generated articles, archived articles, or content in a specific language. You can save and share custom views, helping you track articles by status, label, date, or language.</p>
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<div class="body">

<div class="p">
<div class="note">
<span class="notetitle">Note:</span> Article lists are available on all plans, but saving a custom article
list is not available on Suite Team.</div>
</div>
<p class="p">Article lists enable you to get an overview of all your knowledge base content,
and then refine that view by using search and applying filters to build
article lists. For example, you can find all the articles that were created
this week and review them. Or you can find articles that have a specific
article label, such as out-of-date. You can also add multiple columns to
each article list.</p>
<p class="p">You must be a Knowledge admin or an agent with edit permissions to use article
lists. Agents can access only the articles where they have edit or publish
permissions in article lists. You can save any custom article list you
create (not available on Suite Team). </p>
<p class="p">This article contains the following sections:</p>
<div class="p">
<ul class="ul">
<li class="li"><a class="xref" href="#topic_bcl_lcs_55">Accessing article
lists</a></li>
<li class="li"><a class="xref" href="#topic_fgf_x2r_mlb">Adding and removing columns in your list view</a></li>
<li class="li"><a class="xref" href="#topic_rrl_3cs_55">Creating an article
list for a different view of content</a></li>
<li class="li"><a class="xref" href="#topic_rl2_n5q_y5">Viewing all
knowledge base articles for a specific
language</a></li>
</ul>
</div>
<div class="p">Related article:<ul class="ul" id="topic-1__ul_fyg_mpm_f2b">
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408832365466" target="_blank">Managing your saved
article lists</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_bcl_lcs_55">
<h2 class="title topictitle2" id="ariaid-title2">Accessing article lists</h2>
<div class="body">
<div class="p">There are some standard article lists:<ul class="ul" id="topic_bcl_lcs_55__ul_zjk_vfr_w5">
<li class="li">
<strong class="ph b">All articles</strong> gives you an overview of all the
articles in your knowledge base. <p class="p">The number of
articles and the list includes all articles in
your source language, in all states, except
archived. If you support multiple languages, you
might notice that your number of published
articles is greater than the number of all
articles because it includes all
translations.</p>
</li>
<li class="li">
<strong class="ph b">AI-generated</strong> shows articles that were <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9935599563930" target="_blank">generated by
AI</a> using ticket data and business
information that you provide. This option only
appears if you have AI-generated articles. Articles
that appear in this list have the AI-generated label
and are saved as drafts in your article list so that
you can review and edit them prior to publishing.
<p class="p">Once you publish the articles, they're no
longer drafts, but remain in the AI-generated
article list unless you manually <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408835056154#topic_uqx_5v4_n1b" target="_blank">remove the
AI-generated label</a> from the article. If you
remove the label, articles no longer appear in
this list, and you won't have a means for
determining which articles were generated by
AI.</p>
</li>
<li class="li">
<strong class="ph b">Drafts</strong> shows only the unpublished, draft articles
in your knowledge base. <div class="p">
<div class="note">
<span class="notetitle">Note:</span> On Enterprise plans, instead of a Drafts
list there are several <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408822216218" target="_blank">Team Publishing
lists</a>, each corresponding to a different
article state.</div>
</div>
</li>
<li class="li">
<strong class="ph b">Archived articles</strong> shows articles that have been
removed from your knowledge base. </li>
</ul>
</div>
<p class="p">You might see other lists, depending on the features you are using. You
might also see personal saved lists and shared lists.</p>
<p class="p">You must be a Knowledge admin or an agent with edit permissions to use
article lists. Agents can access only the articles where they have
edit or publish permissions in article lists. </p>
<p class="p"><strong class="ph b">To access article lists</strong></p>
<div class="p">
<ol class="ol" id="topic_bcl_lcs_55__ol_xyx_p5q_y5">
<li class="li">
<span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9041943683354#topic_b5q_nwn_s2c" target="_blank">Knowledge admin</a>, click
<strong class="ph b">Content</strong> (<img class="image" id="topic_bcl_lcs_55__d8e24" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_icon_manage_articles.png">) in the sidebar.</span><p class="p">Your <strong class="ph b">All articles</strong> list opens by
default. Published articles are indicated with a
green dot (<img class="image" id="topic_bcl_lcs_55__image_y1q_bpr_4cb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/green_dot.png" width="10">), draft
articles with a clear dot (<img class="image" id="topic_bcl_lcs_55__image_mpb_q3p_2nb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_clear_dot_draft.png" width="10">), and archived
articles with a gray dot (<img class="image" id="topic_bcl_lcs_55__image_gjd_fnm_f2b" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/gray_dot.png" width="10">).</p>
</li>
<li class="li">Click an article list to open it. <div class="note">
<span class="notetitle">Note:</span> Each list uses
the default language. </div>
<p class="p"><img alt="All articles list" class="image img-screenshot" id="topic_bcl_lcs_55__image_btw_ckp_2nb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide-art-list-ai.png" width="700"></p>
</li>
</ol>
</div>
<div class="p">
<strong class="ph b">To access article lists for another brand, if supported</strong><ol class="ol" id="topic_bcl_lcs_55__ol_qjb_3tq_y5">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9041943683354#topic_b5q_nwn_s2c" target="_blank">Knowledge admin</a>, click
<strong class="ph b">Content</strong> (<img class="image" id="topic_bcl_lcs_55__d8e24" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_icon_manage_articles.png">) in the sidebar.</span></li>
<li class="li">Click the name of your brand in the upper-left corner,
then select the name of the brand you want to switch
to.</li>
</ol>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_fgf_x2r_mlb">
<h2 class="title topictitle2" id="ariaid-title3">Adding and removing columns in your list view</h2>
<div class="body">
<p class="p">The default view in <strong class="ph b">All articles</strong> shows the article title,
language, and date that the article was last edited.</p>
<p class="p">You can add up to six additional columns to this view (nine columns in
total), apply search and filter to the view, and save the view as a
list. You can add different columns to each view that you save.</p>
<p class="p">If you want to simplify your view, you can remove all columns, except the
article title column.</p>
<p class="p">You must be a Knowledge admin or an agent with edit permissions to use
article lists. Agents can access only the articles where they have
edit or publish permissions in article lists. </p>
<p class="p"><strong class="ph b">To add columns to an article list</strong></p>
<div class="p">
<ol class="ol" id="topic_fgf_x2r_mlb__ol_hgf_x2r_mlb">
<li class="li">
<span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9041943683354#topic_b5q_nwn_s2c" target="_blank">Knowledge admin</a>, click
<strong class="ph b">Content</strong> (<img class="image" id="topic_fgf_x2r_mlb__d8e24" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_icon_manage_articles.png">) in the sidebar.</span><p class="p">Your <strong class="ph b">All articles</strong> list opens by
default.</p>
</li>
<li class="li">Click the <strong class="ph b">More</strong> (<img class="image" id="topic_fgf_x2r_mlb__image_ush_dgr_mlb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/hc_more_icon.png">) icon to view the list of
columns you can add to your list view.<div class="p">
<img alt="Guide columns menu" class="image img-screenshot" id="topic_fgf_x2r_mlb__image_sx2_ynp_2nb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_columns_menu.png" width="150"><div class="note">
<span class="notetitle">Note:</span> The columns
available depend on your plan
type.</div>
</div>
</li>
<li class="li">Click the column name to add it to the view.<p class="p">A tick
mark is shown by the side of the selected column.
Click the column name again to remove it from the
view.</p>
</li>
<li class="li">Click <strong class="ph b">Save search as list</strong> to save the list view,
or see <a class="xref" href="#topic_rrl_3cs_55">Creating an article list for a different view of content</a> to apply search and filters to the list before
you save the list.</li>
</ol>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title4" class="topic nested1" id="topic_rrl_3cs_55">
<h2 class="title topictitle2" id="ariaid-title4">Creating an article list for a different view of content</h2>
<div class="body">
<p class="p">You can use search and filters to create an article list for a different
view of your knowledge base content. For example, you might add a
filter to your list of all articles to view only articles created
this week.</p>
<p class="p">You must be a Knowledge admin or an agent with edit permissions to access
create article lists. Agents can create article lists for articles
where they have edit or publish permissions. </p>
<p class="p">You can save your custom article list for yourself or you can save and
share the list with all agents (not available on Suite Team).</p>
<p class="p"><strong class="ph b">To create an article list to create a different view of your
content</strong></p>
<div class="p">
<ol class="ol" id="topic_rrl_3cs_55__ol_qdc_sds_55">
<li class="li">
<span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9041943683354#topic_b5q_nwn_s2c" target="_blank">Knowledge admin</a>, click
<strong class="ph b">Content</strong> (<img class="image" id="topic_rrl_3cs_55__d8e24" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_icon_manage_articles.png">) in the sidebar.</span><p class="p">Your <strong class="ph b">All articles</strong> list opens by
default.</p>
</li>
<li class="li">Enter a search query in the search box, then click
<strong class="ph b">Enter</strong>, to search across all articles or
select any saved list instead of searching
first.</li>
<li class="li">Click <strong class="ph b">Filter</strong>, then select a filter and a value to
define this list of articles.<p class="p">You can apply
filters to search results or to any saved list,
including your list of all articles. The available
filters depend on your features and plan
type.</p>
<p class="p"><img alt="Guide articles filters" class="image img-screenshot" id="topic_rrl_3cs_55__image_a4h_z4p_2nb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/knw-articlelist-filter-060226.png" width="450"></p>
<p class="p">Articles that match your search or
applied filter appear.</p>
</li>
<li class="li">Each list has a default set of columns, to view content
in a way that makes sense to you. Click the more
icon (<img class="image" id="topic_rrl_3cs_55__image_k2h_3mp_2nb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/macros_edit_menu_icon_vertical.png" width="20">) to sort the
articles in the <strong class="ph b">Columns</strong> menu.</li>
<li class="li">If you want to save your list, click <strong class="ph b">Save search as
list</strong>, name your list, then click <strong class="ph b">Save
list</strong> (not available on Suite Team). <p class="p"><img alt="Guide articles Save as list." class="image img-screenshot" id="topic_rrl_3cs_55__image_j3t_zq4_gnb" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_articles_Save_search_as_list.png" width="500"></p>
<p class="p">You can share any saved article
list so that all Knowledge admins have access to
it (see <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408832365466#topic_mgp_pkm_f2b" target="_blank">Sharing a saved
article list</a>).</p>
</li>
</ol>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title5" class="topic nested1" id="topic_rl2_n5q_y5">
<h2 class="title topictitle2" id="ariaid-title5">Viewing all knowledge base articles for a specific language</h2>
<div class="body">
<p class="p">If multiple languages are supported in your account, you can view all
articles for a specific language.</p>
<p class="p"><strong class="ph b">To view all articles for a specific language</strong></p>
<div class="p">
<ol class="ol">
<li class="li">
<span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9041943683354#topic_b5q_nwn_s2c" target="_blank">Knowledge admin</a>, click
<strong class="ph b">Content</strong> (<img class="image" id="topic_rl2_n5q_y5__d8e24" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/guide_icon_manage_articles.png">) in the sidebar.</span><p class="p">Your <strong class="ph b">All articles</strong> saved list opens by
default.</p>
</li>
<li class="li">Click <strong class="ph b">Filters</strong>, then select <strong class="ph b">Language</strong>.</li>
<li class="li">Select a language from the list.<p class="p">Only languages that
are enabled in your help center are available (see
<a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408834328090" target="_blank">Localizing your help
center</a>).</p>
<p class="p">Articles that match your
applied filter appear.</p>
</li>
</ol>
</div>
</div>
</div>
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