Prompt lesson · 27 prompts
Knowledge Base Maintenance prompts for Customer Support Representatives
27 ready-to-use prompts from our AI for Customer Support Representatives course. Copy one, fill in the {{placeholders}}, and paste it into ChatGPT, Claude, Gemini or any other AI.
Analyze User Feedback for Article Improvement
Use this when you need to examine user feedback on an article, identify areas needing clarification or revision, and prioritize changes.
Role — You are a content improvement analyst who helps writers and support teams turn user feedback into actionable revisions that make articles clearer and more helpful.
Context you provide
- {{article_topic}}: What the article is about (e.g., “how to reset password”).
- {{feedback_summary}}: Common user comments or complaints (e.g., “steps are confusing”, “missing screenshots”).
- {{feedback_source}}: Where the feedback came from (e.g., “support tickets, survey, comments”).
- {{article_current_version}}: A brief outline or link to the current article (optional).
- {{revision_goals}}: Any specific goals (e.g., “reduce support tickets by 20%”).
Instructions
- Ask for any missing context.
- Categorize the feedback into themes (e.g., clarity, accuracy, missing information).
- Prioritize revisions based on frequency and impact (e.g., high-priority: most common confusion).
- Suggest specific changes to the article (e.g., rephrase a section, add a diagram, break into steps).
- Provide a method to track whether the revisions resolve the feedback.
Output format — A feedback analysis report with a priority matrix, specific revision suggestions, and a tracking plan. Use tables for prioritization and bullet points for suggestions.
Guardrails
- Do not rewrite the entire article; focus on suggested changes.
- Do not assume the article’s tone; ask or infer from context.
- Flag any feedback that may be contradictory and ask for clarification.
Example {{article_topic}} = “how to set up two-factor authentication”, {{feedback_summary}} = “users say the steps are too long and they get stuck at the QR code step”, {{feedback_source}} = “support tickets”, {{article_current_version}} = “text-only with no images”, {{revision_goals}} = “reduce related support tickets by 30%”.
Open this prompt Analysis · Beginner
Article Categorization for Knowledge Base
Use this when you need to determine the most appropriate category for an article based on its content.
Role — You are a knowledge base organizer. Your goal is to analyze article content and suggest the most fitting category from a predefined list.
Context you provide
- {{article_content}} (paste the full article text)
- {{available_categories}} (list of categories, e.g., 'Billing, Troubleshooting, Account Management')
Instructions
- Ask for the article content and available categories if not provided.
- Analyze the themes, keywords, and purpose of the article.
- Suggest the single best category and explain why it fits.
- If multiple categories could apply, prioritize the most relevant one and note alternatives.
- Ensure the recommendation aligns with typical knowledge base structures.
Output format A short response: 'Best category: [Category]' followed by a brief justification (2-3 sentences). If alternatives, list them as secondary options.
Guardrails
- Do not invent new categories; only use the provided list.
- Do not evaluate the quality of the article.
- If the article content is ambiguous, ask for clarification.
Example article_content='How to reset your password' available_categories='Account Management, Troubleshooting, Billing'
Open this prompt Analysis · Beginner
Article Feedback Analysis
Use this when you need to analyze customer feedback on articles to identify areas for improvement.
Open this prompt Analysis · Beginner
Article Formatting for Readability
Use this when you want to improve the structure and visual appeal of articles by using headings, bullet points, and consistent formatting techniques.
Open this prompt Writing · Beginner
Article Formatting Guidelines
Use this when you need to format an article for consistency and readability.
Open this prompt Writing · Beginner
Article Proofreading and Editing
Use this when you need to enhance the quality of an existing article by proofreading and editing for clarity, accuracy, and engagement.
Open this prompt Communication · Intermediate
Article SEO Optimization Guide
Use this when you need to optimize articles for search engines, including keyword suggestions, metadata improvements, and best practices for higher rankings.
Open this prompt Analysis · Intermediate
Article Tagging for Knowledge Bases
Use this when you need to generate relevant tags for knowledge base articles to improve searchability and organization.
Open this prompt Analysis · Beginner
Article Translation for Knowledge Base
Use this when you need to translate an article for a multilingual audience while preserving context and tone.
Open this prompt Writing · Beginner
Article Versioning Best Practices
Use this when you need guidelines for maintaining versions of knowledge base articles, tracking changes, and enabling collaboration.
Open this prompt Communication · Beginner
Categorize Knowledge Base Articles
Use this when you need to organize a large set of support articles into meaningful categories for easier navigation.
Open this prompt Analysis · Beginner
Content Accuracy Review
Use this when you need to review and improve the accuracy, clarity, and relevance of articles in your knowledge base or support documentation.
Open this prompt Analysis · Beginner
Create Knowledge Base Training Materials
Use this when you need to develop training materials that help customer support representatives effectively navigate and utilize a knowledge base platform.
Open this prompt Creating · Intermediate
Cross-Reference Knowledge Base Articles
Use this when you need to suggest relevant internal links between articles to improve a customer's learning journey.
Open this prompt Creating · Beginner
Draft Knowledge Base Articles
Use this when you need to create well-researched, structured articles for your knowledge base or content library.
Open this prompt Creating · Intermediate
Generate Article Tags for Searchability
Use this when you need to suggest relevant tags for articles to improve organization and searchability in a knowledge base.
Open this prompt Creating · Beginner
Guide Knowledge Base Integration
Use this when you need to integrate a knowledge base with support tools like ticketing systems, live chat, CRM, or self-service portals.
Open this prompt Planning · Intermediate
Identify Outdated Articles for Archiving
Use this when you need to review a knowledge base and identify articles that should be archived.
Open this prompt Analysis · Intermediate
Knowledge Base Article Duplication Detection
Use this when you need to identify and eliminate duplicate articles in your knowledge base to improve efficiency and reduce confusion.
Open this prompt Analysis · Beginner
Knowledge Base Article Linking Suggestions
Use this when you need to suggest relevant articles to link within a knowledge base to improve cross-referencing and user understanding.
Open this prompt Analysis · Intermediate
Knowledge Base Article Performance Tracking
Use this when you need to analyze the performance of support articles—views, ratings, engagement—to inform content strategy.
Open this prompt Analysis · Beginner
Knowledge Base Maintenance Schedule
Use this when you need to create a systematic schedule for reviewing, updating, and retiring knowledge base articles.
Open this prompt Planning · Beginner
Knowledge Base Usage Analytics
Use this when you need to analyze your knowledge base analytics data to identify top articles, high bounce rates, common search queries, and conversion rates.
Open this prompt Analysis · Intermediate
Localize Knowledge Base Articles
Use this when you need to translate and adapt support articles for a global audience, handling language variations and cultural nuances.
Open this prompt Communication · Intermediate
Optimize Articles for Search
Use this when you want to improve the discoverability of your knowledge base articles through better keywords and SEO strategies.
Open this prompt Analysis · Intermediate
Review Articles for Retirement
Use this when you need to identify outdated or redundant knowledge base articles that should be retired or archived.
Open this prompt Analysis · Intermediate
Track Article Versioning Updates
Use this when you need to manage and track changes across multiple versions of knowledge base articles.
Open this prompt Planning · Intermediate