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Track Knowledge Block Usage and Update Block Content
Track a block's versions, see which articles use it, publish updates, and keep articles that reference the block up to date.
Required Editions
| Available in Lightning Experience. View supported editions. |
| User Permissions Needed | |
|---|---|
| To manage knowledge block versions: | Knowledge User license |
| To create and edit articles: | Manage Articles AND Create, Read, and Edit on the article type |
View a Block's Versions and Usage
From the Knowledge Blocks app, open a block record to view its history and usage in the Related tab.
- From the App Launcher, open Knowledge Blocks, and then open a block record.
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Click the Related tab.
- Knowledge Block Versions
- Shows every version of the block, with its language, version number, and publishing status. Use this list to review the version history or open a specific version.
- Articles Using This Block
- Shows every article that references the block, with each article's publish status and language. Use this list to understand the impact of a change before you make it.
Update a Block and Refresh Articles
You can edit a block version and the changes propagate to all articles that use it.
- From the Knowledge Block Versions app or from the Knowledge Block Versions related list, open the block version you want to update.
- If the version is a draft, click Edit. If the version is published, click Edit as Draft to create an editable copy.
- Update the content and add a Version Reason.
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Save your changes.
- If Auto update articles is enabled for your block version, the update propagates to all articles that reference the block. Published articles move to Draft status for review and Draft articles are updated but stay in draft.
- If Auto publish articles is enabled for your block version, all Published articles are republished automatically. Draft articles are updated but stay in draft.
- To confirm the Auto update article results, check the version's Article Update Status related list on the Knowledge Block Versions app, where each article shows a status, such as Success, Failed, or Skipped.
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To skip an article without updating it, select Skip Article from
the Action menu.
Skipped articles retain the previous block content and show a status of Skipped. To apply the update for skipped articles, open the article and update it manually.
If auto update fails for an article—for example, if updated content exceeds the article's character limit — you’ll see a status of Failed in the Article Update Status related list. You can try to update again by using the Retry Update option from the Action menu, up to three times. To update the article manually, open it from the list and make your changes.
Manage the Version Lifecycle
From the Knowledge Block Versions app, manage the version with these actions.
- Edit. Change a draft version's content.
- Publish Version. Make a draft available for reuse.
- Edit as Draft. Create an editable draft from a published version.
- Archive Version. Retire a published version. Articles that use the archived version continue to show its content.
- Delete. Remove a version.
To analyze data related to Knowledge Blocks, you can set up a custom report. See Build a Report in Lightning Experience.
