Articles are created and edited within a manual in Zoho Learn’s Knowledge Base. The editor supports rich text formatting, image embedding, and attachments. Authors write and save articles in draft status before publishing; once published, the article is visible to all users with access to the manual. Each article carries a last-modified timestamp and the name of the last editor, giving readers and admins a signal of content freshness. Articles can be linked to each other to guide readers to related content.
Write an article for any single, discrete piece of reference knowledge your team needs to look up: how to raise a purchase order in your ERP, the company’s leave application procedure, or the configuration steps for a specific software tool. Keep articles focused; if you find yourself writing more than one procedure in a single article, split it. Articles are not the right format for content that requires sequential learning, assessment, or completion tracking, as those belong in a course lesson.
Article titles carry significant weight for search: a title that matches the exact phrase an employee would type (such as “How to submit an expense claim”) will be found faster than a generic title (“Expense Claims”). Assign a clear owner for each article so that when a process changes, there is one person responsible for updating the content. Zoho Learn does not currently enforce a review reminder on articles, so establish a manual review schedule for time-sensitive procedures. Avoid copying large amounts of text from external sources; articles should reflect your organisation’s actual processes.
Zoho Learn maintains version history for articles, which allows editors to view and restore previous versions of the content. However, a permanently deleted article may not be recoverable depending on the platform’s retention settings. To avoid accidental loss, use the archive or unpublish option rather than deletion when you want to retire an article from the active Knowledge Base.
Zoho Learn does not currently offer a one-click bulk export of all Knowledge Base articles to an external format. Individual articles can be copied from the editor and saved externally. For organisations that need portability, consider maintaining the canonical version of critical articles in a format (such as Zoho Writer or Google Docs) that can be synced or referenced, using the Zoho Learn article as the published team-facing view.
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