The "book" — managing all your content

Ref: C05 · Track: Knowledge Base Admin · Time to complete: ~5 min

Why this matters

"Arrange content" is the tree of your help center — fine for finding one article in a familiar place. But once you have 200+ articles, you need a flat, filterable view. That's the book — Guide's table-of-everything.

Opening the book

In Guide admin: 1. Left sidebar → Articles (or "All articles" depending on theme). 2. The book view opens — every article in the current brand, listed with columns for status, author, last updated, section, labels.

This is the power view. Use it for audits, bulk changes, and spot-checking.

Filtering

The filter bar at the top lets you slice by:

• Status — Draft / Awaiting review / Ready to publish / Published / Archived.
• Author — who created the article.
• Section — where it lives.
• Labels — any label you've applied.
• Language (on multi-language setups).
• Last updated — date range.
• Verification status (see C08) — verified / pending verification / expired.

Stack filters to narrow down. Example: "Published articles in Billing section last updated >12 months ago" = a candidate list for re-verification.

Saving a filtered view

Once you've built a filter combination you'll use repeatedly: 1. Click Save as at the top of the filter bar. 2. Name it (e.g. "Stale billing articles"). 3. The saved view appears in the left sidebar.

Now you can come back to that exact slice with one click. Shared saved views (per Zendesk plan) let your whole team see the same lists.

Sorting

Click any column header to sort. Useful defaults: - Last updated ascending → oldest content first, great for re-verification sweeps. - Views descending → most-viewed content, great for prioritising what to polish. - Status → grouped by workflow stage.

Bulk actions

With articles selected (checkboxes on each row), the action bar appears:

• Publish / Unpublish.
• Archive / Restore.
• Change permissions (user segment).
• Change section.
• Add/remove labels.
• Assign reviewer.

⚠️ Hard cap of 30 articles per bulk action in Guide. Tickets allow 100; knowledge base is different. Plan your bulk changes in batches of 30.

Common workflows

Quarterly audit

1. Filter: Published articles, last updated > 90 days ago.
2. Sort by Views descending.
3. Top 30 = re-verify this quarter.

Cleaning up after an author leaves

1. Filter: Author = [leaver's name], status = Draft.
2. Either reassign to yourself or archive the ones no longer relevant.

Labeling for a campaign

1. Filter: Section = [campaign section].
2. Select all, bulk-add label launch-2026-Q2.
3. Now you can filter by that label forever.

What the book is not good for

• Arranging navigation — use Arrange Content for that. The book is flat.
• Deep editing of a single article — click through to the article editor (see C15).
• Visual previewing — use theme preview (C04) for that.

Quick check — have you got this?

• You want every article about billing that hasn't been touched in a year. How?
• You have 50 articles to archive. Can you do it in one bulk action?
• You filter "status = Draft, author = Claire" — what do you use this for?

Related articles

• C06 — Review statuses and publishing rules
• C11 — Bulk-updating up to 30 articles at a time
• C08 — Article verification: keeping content current