Overview: Removing vs. Archiving an Article
In ScreenSteps, managing articles involves two main actions: removing and archiving. Each option affects the article's visibility and status in different ways, impacting how users and administrators interact with the content.
- Removing and archiving are distinct actions with different outcomes.
- Both options do not immediately delete the article permanently.
Key Terms
Remove: To take an article out of a chapter or table of contents, making it uncategorized but still accessible within the published knowledge hub (assuming it's a published article).
Archive: To hide an article from the main view and search results, making it inaccessible to end users but still recoverable by administrators.
- Removed articles become uncategorized but remain in the system.
- Archived articles are hidden and cannot be found in searches.
Background
Removing an article means it is no longer part of a chapter or visible in the table of contents. However, it is not deleted; it simply becomes uncategorized and can still appear in search results or be reassigned to another chapter.
Archiving an article hides it from both the main view and search results in the published knowledge base. The article is not deleted and can be restored if needed. Archived articles can later be permanently deleted if desired.
- Removal affects article categorization but not its existence.
- Archiving restricts both visibility and searchability for end users.
- Both actions are reversible until permanent deletion occurs.
Why It Matters
Understanding the difference between removing and archiving helps administrators manage content visibility and organization effectively. For example, removing is useful when reorganizing content, while archiving is appropriate when content should be hidden but not lost.
- Choose removal to reorganize articles without hiding them from search.
- Choose archiving to hide articles from users while retaining the option to restore or delete them later.