Helpjuice

Check review bypass settings if approval must be part of your publication process. The default search form does not include category selection; the vendor documents adding a category dropdown and styling it as a customization.

If you plan to share a category with external readers, test a URL Only category on a Public knowledge base with harmless sample articles and a signed-out browser. Helpjuice says its encrypted category link exposes the entire category, including Internal and URL Only articles, to people with the link. Check every article a recipient can see before sending a customer link. For content limited to specific users or groups, evaluate Private access, which requires login.

Plan the category tree together with permissions: a Public category may contain content at several access levels, an Internal category permits Internal or Private content, and a Private category requires Private descendants with no wider user or group access than the parent. Test a small mixed-access tree before a migration, especially when categories are shared by link.

Separate writing from publication when that matters: the default Draft Writer can create and edit articles but cannot publish, while the Collaborator can publish. The Super Administrator can see private content even without being on its access list. Check the actual role matrix and review-bypass settings before giving editors production access.

For exit planning, distinguish a full backup from reader-friendly article exports. XLS or CSV data exports split titles and body into Questions and Answers files; article or category exports offer PDF, DOCX or HTML. Helpjuice says internal sections are omitted from PDF and DOCX, so confirm what a sample export actually contains before treating it as a complete archive or sharing it externally.

For a time-sensitive article, map Helpjuice's scheduled publish and expiration dates to the reader's local day: its guide says both take effect at 00:00 UTC on the selected date. Rehearse the visibility change with a harmless article before depending on it for a launch or withdrawal. If staff need advance notice, set and verify the optional pre-expiry email lead time and recipient rather than assuming the date alone notifies them.

Before removing Helpjuice content, distinguish article deletion from category deletion. Its Help guide says Administrators and Collaborators can use Activities > Undo for a deleted article for up to 90 days; after that it is permanently deleted. Deleting a category leaves its articles on the Dashboard, where staff must create a new category and move the articles back. Rehearse both paths with harmless content and identify who will handle recovery before restructuring a live knowledge base.

Before moving Helpjuice articles or changing a knowledge-base URL, use the editor's @ article picker for internal links and check important reader paths after the move. Helpjuice says these links use relative paths that still point to the article when its category or the knowledge-base URL changes. Its Link Checker scans for broken links every few days, shows affected articles and whether a link is internal or external, and can replace a broken URL wherever it appears in articles. Try a harmless sample move and inspect the reader links and Link Checker results before restructuring a large library.

If you need to retire Helpjuice content without deleting it, distinguish Archive from access removal. Helpjuice says archived articles or categories leave navigation and search, including Regular Search and the AI tools where enabled, yet remain reachable through a direct link. Unarchive returns the content to its original location. With a harmless sample, check what an authorized reader and a direct-link holder can still see, then verify the restored location. Confirm the underlying knowledge-base permissions before treating Archive as a privacy control.

Before clearing reader feedback in Helpjuice, decide whether its submitter needs a reply. Helpjuice describes Resolve as deleting the feedback and emailing its submitter; Reply and Resolve can include a message in the resolution email. New feedback notifications go separately to the article author and collaborators, subject to their notification settings. Confirm plan access and permissions, then rehearse with fictional feedback and a controlled recipient to check the queue result, message and actual receipt. Check retention needs before clearing real feedback.

If Helpjuice reviewers must be named individually on a Private article, check their access at its parent category before starting review. Helpjuice says that when only a Group is on the article's permission list, the whole Group can be assigned as reviewer; an individual member cannot be assigned unless that person is also added individually to the parent category. Rehearse with a fictional private article and permitted test users, compare Group versus named assignments, and confirm the roles, review settings and plan rights before sending real review requests.

Helpjuice can include text from attached PDFs in knowledge-base search when article attachment indexing is enabled. Older PDF attachments do not become searchable automatically: their articles need republishing after the setting is enabled. Helpjuice indexes only the first 7 KB of PDF text and does not index images inside a PDF. In an authorized pilot, use a fictional article and text PDF to compare search terms near the front and later in the file; republish and check a reader's results. Keep essential answers in the article itself so partial attachment indexing does not hide them.

If your Helpjuice knowledge base has multiple languages, publishing a changed default-language article alone does not update its existing translations. The official guide says the original edit must be published, then an editor must select both existing-translation options and manually trigger sync from Settings. Each included article is retranslated in full, so even a small edit may incur translation charges; a translation published after the latest original is skipped. For a fictional two-language update, map the original and translated versions, who can approve sync, and expected translation usage before changing real content.