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AI agent for technical writers

Help Center Freshness Audit Agent

Produce a ranked fix list that keeps the help center accurate and trusted

Help Center Freshness Audit Agent: what goes in, what the agent does and what you get

What it does

Help centers grow to hundreds of articles, and nobody can reread them all. This agent runs a monthly audit. It checks every link, notes articles not edited in over a year, and reads search logs and feedback votes to find articles readers land on but rate as unhelpful. It cross-checks article steps against the latest release notes to spot features that changed. Each article gets a score and a suggested action: fix, merge, retire or keep. Before suggesting retirement it checks whether other articles or the product link to it; if they do, it lists them so nothing breaks. It re-runs the link check after any fix. The writer decides what to retire and what to rewrite. Edge case: an old article with steady traffic and good ratings is kept, even if not edited for years.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Monthly audit starts 2 USES A TOOL Crawl all help articles and check every link 3 USES A TOOL Pull traffic, search and helpfulness votes perarticle 4 DOES Match article steps against recent release notes 5 DOES Score each article and suggest fix, merge, retire orkeep 6 CHECKS THE RESULT Is any article proposed for retirement still linkedfrom elsewhere? If not: list the incoming links and change the action tomerge or redirect. Back to step 5. 7 DOES Draft fixes for the top 10 articles 8 USES A TOOL Re-run the link check on fixed drafts 9 CHECKS THE RESULT Are all links in the drafts working? If not: replace or remove the broken links. Back to step7. 10 YOU APPROVE Writer approves fixes and retirements 11 RESULT Monthly audit report and fix drafts
Read the steps as a list
  1. Monthly audit starts
  2. Crawl all help articles and check every link
  3. Pull traffic, search and helpfulness votes per article
  4. Match article steps against recent release notes
  5. Score each article and suggest fix, merge, retire or keep
  6. Is any article proposed for retirement still linked from elsewhere?If not: list the incoming links and change the action to merge or redirect. Back to step 5.
  7. Draft fixes for the top 10 articles
  8. Re-run the link check on fixed drafts
  9. Are all links in the drafts working?If not: replace or remove the broken links. Back to step 7.
  10. Writer approves fixes and retirementsThe agent waits here for your OK.
  11. Monthly audit report and fix drafts

How it decides

Articles are ranked by reader impact: traffic times unhelpful votes, plus a penalty for broken links and features changed in release notes.

  • Keep articles with high ratings regardless of age
  • Propose retirement only with zero incoming product links
  • Rank by traffic times unhelpful votes
  • Draft fixes for the top 10 only each month

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Audit day (default first business day of the month)
  • Articles drafted per month (default 10)
  • Age that counts as stale (default 12 months)
  • Unhelpful vote rate that triggers review (default 30%)

What keeps you in control

It always asks you first

  • Retiring or merging any article
  • Publishing fixes

Hard limits

  • Never deletes articles
  • Never changes product links

It stops when

  • Done: report delivered and fixes approved
  • Stop: analytics data unavailable this month

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe October audit found 64 broken links across 412 articles. The export guide had 1,900 views and 41% unhelpful votes; release notes showed the export menu moved. The agent proposed retiring two old billing articles, but one was linked from the app's settings page, so it changed to redirect. The writer approved 10 fixes on 2 October.

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