Manage workspace as version

  • Published on Aug 1, 2025
  • 4 minute(s) read
  • Anu surya S
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Currently, Document360 lacks true versioning capabilities in its workspace structure. Users maintaining multiple documentation versions (e.g., V1, V2) are redirected to the root article when switching between workspaces instead of retaining article context. This disrupts content continuity, creates confusion, and impedes efficient knowledge navigation - especially for organizations supporting multiple product versions or maintaining historical content for compliance and support.

Manage Versions introduces version-awareness in Document360 by:

  • Allowing workspace names to reflect product versioning semantics.

  • Retaining article context when users switch between versions in the KB Site.

  • Providing audit trails and notifications for Worspace remane actions, Redirect to root article & Redirect to same article.

  • Enhancing user experience by introducing content continuity and seamless redirection across versions.

Key Functionalities:

  • Allow the user to rename the version in the General Settings

  • Article context preservation during version switch

  • Workspace renaming with audit logging

  • Clone workspace to create a new version

  • Notification system for versioning actions


Description:

Customize Workspace Label and Workspace Redirection Settings

As a Project Owner or Admin,
I want to customize the label used for "Workspace" across the portal and set workspace article redirection behavior,
So that my team can align the terminology with our internal language and control how users navigate between articles across workspaces.

  • The "Customize workspace label" input should allow Owners/Admins to update the term "Workspace" to a custom term (e.g., "Version").

  • The change should only reflect across the Portal UI (not the KB Site).

  • The same character length should be applied under the General Settings.

  • All instances of "Workspace" across the portal should dynamically reflect the updated label text.

  • The default label is "Workspace".

  • Updates should be saved only upon clicking the Save button

  • A tooltip/help text must clarify that this change only impacts the portal and not the public KB site.

  • This change must apply across all languages (English, Spanish, Brazilian Portuguese) used in the portal.

  • Audit log entry should be created: Workspace label changed to "<new_label>" by <user> at <timestamp>.

  • A notification should be triggered to Admin users with a summary of the change.

  • Two radio button options must be shown under this section:

    • Redirect to root article (default selection, reflecting current behavior)

    • Redirect to same article (if article exists in that workspace, redirect to that specific article)

  • Selection must be persisted and applied to KB Site, Widget, and Extensions behavior.

  • Tooltip/help icon should explain each option clearly.

  • Audit log entry should be created when the selection is updated:
    Workspace redirection setting changed to "<selected_option>" by <user> at <timestamp>.

  • A notification should be triggered to Admin and owner users indicating the new redirection setting.

  • Only users with Owner or Admin roles having update access to General Settings can edit both the workspace label and redirection setting.

  • All other users must see these settings as view-only or hidden (based on role permissions).

  • A hyperlink titled click here! must route users to:
    Settings > Localization & Workspace > Localization Variables.

  • A help tooltip should clarify that Custom Label and Localization Variables are independent of each other.

S.NO

Question

Answer

1

Provide custom Workspace label field- character limit

30 characters Max

2

Please provide Error message when invalid /special characters are entered in custom label field

Error messgae - “Special characters are not allowed in this field. Please enter only letters, numbers, and spaces.”

3

Notification mapping for both Custom label change and workspace redirection change settings should be under which settings in notification mapping screen.

Notification > Notification mapping > Knowledge base portal settings

4

Please Provide the template for the Notification message.

Are this refer to the template or content?

5

“A notification should be triggered to Admin users with a summary of the change.”- Do we need to send notification for admin user alone or to owner as well

Notification should sent to Admins & owners both

6

“To set localization variables for workspace, click here!” - can this be updated to specify the Localization changes for KB site as it may lead to confusion for the user

Yes we will update this with providing tool tips.

7

Do we need to change the audit notification events name as well when the custom label changed-
Example: Workspace update, workspace deleted , etc- we have 13 events

Yes we have to change  the audit notification events name when the custom lable has changed.

8

Do we need to display the updated label for audit events captured before the workspace custom label update

From the time of update we can start capture.

We will track when the workspace custom label change, post that we can use the updated custom label audit events

9

Are we changing the workspace text with custom label in the text/ tooltips of the info icons as well
Example: 

Yes, the impact is across the portal, wherever we have the named as workspace, upon changing the label name it should be applicable to all areas includes, text, tooltips, info icons as well.

10

“This functionality is applicable for New plans only” - Please give more context , are we not planned for legacy plans, do all plans have this option

Yes, for the legacy plan customer, this option will not to be shown. The customers who are all in new plan, they can see this option.

11

“A tooltip/help text must clarify that this change only impacts the portal and not the public KB site.” missing for Customize workspace label in design. Please update the design and provide the text message to be shown in the tooltip

The tooltip has been given to the design team, they will update it.

12

Please mention the tooltip position for both workspace redirection and customize workspace label

We dont have tooltip for the customize workspace lable, the description has directly provided.

And for the workspace redirection, show the tooltip when hover on the info icon. Will confirm with PD aswell.

13

Under which audit configuration accordion we need to map the audit events for customize workspace label change and workspace redirection settings change
(Knowledge base portal settings/ Knowledge base site settings)

Knowledge base portal settings

14

Localization Variable Routing - “A help tooltip should clarify that Custom Label and Localization Variables are independent of each other.” - missing

Check the 6th point

15

Also please share the list were the workspace label needs to be updated if possible

As we mentioned in the feature walkthrough, the impact has across the project wherever we have label as “workspace”, it should change to the updated label. (All the ares, text,tooltip messgaes, audit & notification, info icons, etc).