Sites FAQ
Answers to common setup and operating questions about Sites.
For what the app is and how to set it up from scratch, see the
Sites Overview.
Setup
Do I need to configure anything before people can start building sites?
Yes. Sites ships disabled by default. An admin must enable it from the Apps Marketplace, then open Sites settings to set the site and page limits and toggle features such as content review, translations, and the reader assistant. Until the app is enabled, nobody sees the Sites tab.
Who can create a site once it’s turned on?
By default, managers and above can create sites. Admins can widen this to specific groups or to everyone using the Who can create a site picker in Sites settings. Plain members cannot create a site unless an admin opts them in through that picker.
What are the available site member roles?
Every site has three roles: Owner, Editor, and Viewer. Owners can manage members, delete the site, and edit navigation. Editors can create, edit, and publish pages. Viewers can read published content only. The person who creates a site is automatically added as its owner. A site must always keep at least one owner — you cannot remove or demote the last one.
Permissions and access
Why can’t someone see a site that’s already published?
A published site is visible to all employees with access to the Sites app. If someone can’t see it, check two things: first, that the Sites app itself is enabled and the employee has access to it; second, that the site is actually published (a site in Draft status is visible only to its members and admins).
Why can’t an employee see a specific page on a site they can access?
Pages can be audience-restricted. When a page’s Applies to everyone toggle is off, only employees matching its audience rules — by department, location, role, job title, job family, group, or individual user — can see it. Admins and Sites app-admins always see every page. Check the page’s settings to review its audience rules.
I restricted a page but gave it zero audience rules — who can see it?
Only admins and Sites app-admins. A restricted page with no rules is treated as visible to admins only, both in page lists and via direct URL.
Day-to-day
How do I control which sections different people see on the same page?
Enable Per-Segment Sections in Sites settings. Then open a page’s settings and assign visibility rules per section — by platform role or department. Sections with no rules are visible to everyone who can see the page. Admins always see every section.
What happens when I publish a page?
Publishing sets the page to live, creates a version snapshot, generates a search embedding, and — if Notify on Page Publish is on — sends an in-app notification and email to site followers who are permitted to see the page. If content review is enabled and the page hasn’t been approved, you’ll be blocked from publishing until a reviewer approves it.
Can I schedule a page to publish later?
Yes, when Scheduled Publishing is enabled in Sites settings. Set a publish date in the page’s settings. The page stays in draft until that date.
What does the content review workflow look like?
When Content Review Workflow is enabled, an editor requests review by picking a reviewer. The reviewer receives a notification and can approve, reject, or request changes. Until a page is approved, publishing is blocked. Any admin or Sites app-admin can also act as reviewer on any page, not just the assigned one.
When something looks wrong
“I can’t find the New Site button”
Two possible causes. First, your role may not meet the creation policy — by default only managers and above can create sites, and an admin may have narrowed it further. Second, your business may have hit the site limit (default: 50 sites). The error message on the form tells you which one.
“My page disappeared after I deleted it — can I get it back?”
Yes. Open the site’s pages list and go to Trash. Deleted pages are recoverable for 90 days. Restored pages come back as drafts. Comments, view history, and version snapshots from before deletion are not recoverable.
“A linked policy or person on my page is outdated”
If Self-Maintaining Content is enabled, the platform detects when a linked policy, form, person, or event changes and flags the page. The owner sees a refresh proposal they can review, apply, or dismiss. Nothing changes on the published page until the owner approves. If the feature is off, you’ll need to update those sections manually.
“I translated a page but the translation looks stale”
When you update the source-language content, existing translations are flagged as stale so they don’t quietly drift. Re-translate the page — either with AI, manually, or with the hybrid method (AI draft then human verification). Sites supports 38 languages.
“The page I just published doesn’t show up in Ask AI answers”
Publishing generates a search embedding, but that runs as a background job. Wait a few minutes. If it still doesn’t appear, check that the page has enough text content — very short pages may not produce a useful embedding. Also verify the employee asking has audience access to the page; the reader agent never reveals content the viewer isn’t permitted to see.
Notifications
Which notifications does Sites send, and can I turn them off?
Sites sends notifications for six events, each controlled by its own toggle in Sites settings:
- Page published — to site followers (toggle: Notify on Page Publish)
- Page updated — to page watchers (follows the Site Follows toggle)
- New comment — to the page creator and prior commenters (toggle: Notify on New Comment)
- Content expiring — to the page creator, 7 days before expiry (toggle: Notify on Content Expiry)
- Site member added — to the new member (toggle: Notify on Site Member Added)
- Review actions — request, approval, rejection, and change requests go to the relevant party (toggle: Notify on Review Actions)
All six are on by default. Each sends both an in-app notification and an email.
Content governance
What does content expiry do?
When Content Expiry is enabled, newly published pages receive a default expiry date (configurable; default is 365 days). Seven days before expiry the page creator is notified. On the expiry date the page is automatically archived. You can set or override the expiry date per page in its settings.
What happens when someone who owns sites leaves the company?
During offboarding, sole-owned sites are transferred to the departing employee’s manager (or another admin if the manager isn’t available). All of the leaver’s site memberships are removed, and any pending page reviews assigned to them are reassigned to a surviving site owner. No sites or pages are deleted.
Licensing and limits
Does Sites require a licence?
Yes. Sites is a licensed app included with MangoApps Workforce. It ships disabled — an admin enables it from the Apps Marketplace.
Are there limits I should know about?
| Limit | Default | Configurable? |
|---|---|---|
| Sites per business | 50 | Yes — in Sites settings |
| Pages per site | 100 | Yes — in Sites settings |
| Max upload size | 25 MB | Yes — in Sites settings |
| Active section types | 48 | No |
| Site types | 5 (team, department, company, project, knowledge base) | No |
| Page types | 5 (content, news, wiki, announcement, landing) | No |
| Supported translation languages | 38 | No |
| Trash recovery window | 90 days | No |
| Top-level navigation items | 10 | No |
| Navigation sub-items per parent | 15 | No |
| Navigation label length | 60 characters | No |
| Page design modes | 5 (utility, balanced, editorial, executive, campaign) | No |
More help
- Sites Overview
- Ask AI — the assistant answers Sites questions from these articles.