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How to build a Knowledge Base using ChatGPT

How to build a Knowledge Base using ChatGPT

Ben Jenkins

Ben Jenkins

4 June 2023

What is ChatGPT

ChatGPT is an AI chatbot that can answer almost any question in a realistic and logical way. It first blew up in popularity in late 2022 when media around the world promoted its capability which sparked a debate on how safe AI really is. However, what if we told you ChatGPT is not actually as smart as people think and we’ve had a similar tool in smart phones for years…

Predictive Text

That’s right, ChatGPT uses the same process you have had on your phone for years that gives you suggestions for the next word when typing, just with a lot more trained knowledge and a better understanding of what you’re asking. Predictive text dates back to 1995 and has become incrementally better each year with AI taking it to a new level.

Despite the process of predicting text not being new it’s not wrong to say that ChatGPT can make almost every job easier. Imagine over 100,000 peoples knowledge condensed into one. This post will take you through 7 use cases of ChatGPT to build the perfect up-to-date Knowledge Base, which eliminates the long tasks in favour of an instant approach.

Use Case 1: Writing Articles

This one may seem simple, however it’s slightly more complicated than it sounds. Whilst you could in theory give ChatGPT a small bit of complex and it will guess the rest, this does not stick to the principles that we promote when creating a Knowledge Base. We want to write articles that are clear, to the point and informative. We recommend breaking down your article into sections to ensure that you can get the right balance of context and easiness to read. Let’s test this out.

We want to write a new article on how you can create a Team User in PaceKB and this can be broken into 4 steps:

  1. Introduction: What is this article trying to achieve
  2. Accessing the page
  3. Creating a new user
  4. User setting up their new account

Let’s start our first prompt by giving context to ChatGPT and asking for a 1-2 paragraph answer.

Write me a 1-2 paragraph introduction to my Knowledge Base article. The article explains how to create a Team User in my application and by the end of it the user will be experienced in creating and managing team users.

Welcome to our comprehensive guide on creating and managing Team Users in our application. As collaboration becomes increasingly vital in today’s dynamic work environments, understanding the process of creating and managing team users is crucial for effective teamwork and streamlined communication. In this article, we will walk you through the step-by-step procedure to create a Team User, empowering you to harness the full potential of our application’s collaborative features. By the end of this guide, you will possess the expertise needed to effortlessly create and manage team users, enabling seamless collaboration within your organization. Let’s dive in and unlock the power of teamwork!

Next, how to access the page

Write me the next paragraph that explains clearly how to access the users page. They can do this by logging into PaceKB here: https://www.pacekb.com/app/admin/sign-in, clicking settings on the sidebar, click users from the settings navigation and then they’ll be ready for the next step

To access the Users page and begin creating and managing Team Users, start by logging into PaceKB at https://www.pacekb.com/app/admin/sign-in. Once you have successfully logged in, locate the sidebar on the left-hand side of the screen and click on the “Settings” option. This will open the settings navigation menu. From the settings navigation, click on the “Users” option. By following these steps, you will be directed to the Users page, where you can proceed to the next step in creating and managing your team users.

Now, creating a user

The next 1-2 paragraphs should explain clearly the data that you need to provide in order to create the team user. The data required is: First name, Last name, Email address and Username

To create a Team User, you will need to provide specific information to ensure accurate identification and effective communication. Here are the details you need to provide:

  1. First name: Enter the first name of the team member you are creating. This could be their given name or any preferred name they go by within the organization.
  2. Last name: Provide the last name or surname of the team member. This will help distinguish individuals with the same first name and ensure clarity in communication.
  3. Email address: Input the valid email address associated with the team member. This email address will serve as their unique identifier and the primary means of communication within the application.
  4. Username: Choose a unique username for the team member. The username should be memorable and easy to identify. It may be used for login purposes and will help team members recognize each other within the application.

By accurately providing these details, you will ensure that the Team User is created with the correct personal information, facilitating efficient collaboration and effective management within your organization.

Finally, what the user needs to do to setup their account

To finish this article off we need one more section. The next steps required by the newly created Team user to activate their account. They need to click on the activation email we’ve just sent them and choose their password to activate their account. Once that’s done they’re ready to login and start collaborating.

After creating a Team User, the next steps involve activating their account to gain access to the application’s collaborative features. Follow these simple instructions to complete the activation process:

  1. Check your email: As a newly created Team User, you will receive an activation email sent to the email address provided during the account creation process. Open your email inbox and look for the activation email from our application.
  2. Click on the activation link: Within the activation email, you will find a unique activation link. Click on this link to be redirected to the activation page of the application.
  3. Set your password: On the activation page, you will be prompted to choose a password for your account. Select a strong and memorable password that complies with any password requirements specified by the application. This password will serve as the key to accessing your account securely.
  4. Complete the activation process: After setting your password, follow any additional instructions provided on the activation page to finalize the activation process. This may include reviewing and accepting the terms of service or setting up additional security measures if applicable.

Once you have successfully activated your account, you are ready to log in and start collaborating with your team members. Enjoy the seamless communication, task management, and other collaborative features our application has to offer. Get ready to unlock the power of teamwork and boost productivity within your organization!

And it’s that simple – We’ve created an article that’s grammatically correct, and easy to read.

Use Case 2: Organising Content

This is a slightly more advanced one and may not always produce the best results depending on how vague your categorisation is, however you can use ChatGPT to categorise content automatically.

Let’s take an example. We have an article that explains how to create a Team User in PaceKB, but we don’t know what categories/tags to put it in. We will provide ChatGPT the article content (or at least the most important and meaningful content) and the list of both and it’ll figure out where it should go:

I have some categories and tags. I’m not sure which ones I should use for my article. Which ones should I use?

Categories:
– Managing a Knowledge Base
– PaceKB Release Highlights
– Article Creation
– Team User management

Tags:
– Management
– Privacy
– Administrator

Content:
To create a Team User, you will need to provide specific information to ensure accurate identification and effective communication. Here are the details you need to provide:

  1. First name: Enter the first name of the team member you are creating. This could be their given name or any preferred name they go by within the organization.
  2. Last name: Provide the last name or surname of the team member. This will help distinguish individuals with the same first name and ensure clarity in communication.
  3. Email address: Input the valid email address associated with the team member. This email address will serve as their unique identifier and the primary means of communication within the application.
  4. Username: Choose a unique username for the team member. The username should be memorable and easy to identify. It may be used for login purposes and will help team members recognize each other within the application.

By accurately providing these details, you will ensure that the Team User is created with the correct personal information, facilitating efficient collaboration and effective management within your organization

Based on the provided content, the suggested categories and tags for your article could be as follows:

Categories:

  • Team User management
  • Managing a Knowledge Base

Tags:

  • Management
  • Administrator

These categories and tags align with the focus of the content, which revolves around creating and managing team users within a knowledge base application. The “Team User management” category accurately represents the main subject matter, while the “Managing a Knowledge Base” category provides additional context regarding the overall topic.

The tags “Management” and “Administrator” capture the administrative aspect of creating and managing team users, emphasizing the role and responsibilities involved in the process.

Feel free to adjust or add additional categories and tags as per your specific requirements and the taxonomy of your knowledge base.

And there we have it! ChatGPT has automatically categorised our content and given reasoning on why it believed the article could go into each category/tag.

Use Case 3: Grammar and ease of reading

This is a more popular use of ChatGPT these days and it’s a great alternative to paid tools such as Grammarly. Simply paste your article content into ChatGPT and tell it to make it clearer and correct the grammar.

Here’s an example:

Correct the grammar of this article and make it easier to read:

Thiss article will show you how’s make a team user in our software you can begin by logging in then go to our settings page next go to the users page and click create user. Fill in the details andd it will then be created for you

This article will show you how to create a team user in our software. You can begin by logging in, then navigate to the settings page. From there, go to the users page and click on “Create User.” Fill in the required details, and the team user will be created for you.

Our article is now free of grammar mistakes and is much easier to read! All with the help of ChatGPT and less than 1 minutes work.

Use Case 4: Identifying additional content that should be added

This again is another use case that may not always be accurate, although when it is the results are helpful. We can use ChatGPT to identify areas of our Knowledge Base that may potentially need to be split into another article, such as areas that are too complex to cover in a single article.

Let’s look at an example

Here is an article from my Knowledge Base. Is there any part that potentially should be split into another article or any part where additional context would be useful in a new article?

Article:
This article will explain how you can setup a team user in PaceKB. You can also delete these users once created
1. Head to the settings page
2. Click users from the settings sidebar
3. Click add new user
4. Fill in the details and click submit

Your user will then need to complete some additional steps sent via email.

Based on the provided article, there is a potential opportunity to split it into two separate articles to provide more focused and detailed information. Here’s a suggestion on how you could divide the content:

Article 1: Setting Up a Team User in PaceKB Title: How to Set Up a Team User in PaceKB

Introduction: Introduce the purpose and importance of setting up a team user in PaceKB, emphasizing the benefits it brings to collaboration and knowledge sharing within the organization.

Content:

  1. Accessing the Settings Page:
    • Provide step-by-step instructions on how to navigate to the settings page.
    • Explain the relevance of the settings page in managing user-related configurations.
  2. Creating a Team User:
    • Guide users through the process of adding a new team user.
    • Explain each field and the information required (such as first name, last name, email address, etc.).
    • Include any specific instructions or requirements for creating a team user.

Conclusion: Summarize the article and highlight the importance of creating team users in PaceKB for effective collaboration and knowledge management.

Article 2: Activating a Team User Account in PaceKB Title: Activating Your Team User Account in PaceKB

Introduction: Briefly explain the additional steps required by team users to activate their accounts and gain access to PaceKB.

Content:

  1. Receiving the Activation Email:
    • Describe how team users will receive an activation email after their account has been created.
    • Highlight the importance of checking their inbox, including possible spam folders.
  2. Clicking the Activation Link:
    • Instruct team users to click on the activation link provided in the email.
    • Explain the purpose of the activation link and its role in verifying the user’s email address.
  3. Choosing a Password:
    • Guide team users through the process of choosing a password to secure their account.
    • Provide any password requirements or guidelines that need to be followed.

Conclusion: Wrap up the article by emphasizing the significance of completing the activation process and expressing the readiness of team users to log in and start collaborating within PaceKB.

By splitting the original article into two separate pieces, you can provide more detailed and focused instructions for each specific aspect of setting up and activating team user accounts in PaceKB. This approach will make the information more digestible and easier for users to follow.

As you can see not only did ChatGPT explain how this article could be split up into more readable chunks, it also explained exactly what content needed to be on the next article.

Use Case 5: Processing user feedback

Another use case for ChatGPT is to use it when processing user feedback. You can do this by providing the context of the article and the written user feedback that you receive to receive suggestions for your content.

Here’s an example

I have a Knowledge Base article provided below and some feedback. How can I improve this article based on the feedback?

Feedback:
– This article should display the details shown on the users page
– There should be images to show how to navigate the page

Article:
To create a Team User, you will need to provide specific information to ensure accurate identification and effective communication. Here are the details you need to provide:

  1. First name: Enter the first name of the team member you are creating. This could be their given name or any preferred name they go by within the organization.
  2. Last name: Provide the last name or surname of the team member. This will help distinguish individuals with the same first name and ensure clarity in communication.
  3. Email address: Input the valid email address associated with the team member. This email address will serve as their unique identifier and the primary means of communication within the application.
  4. Username: Choose a unique username for the team member. The username should be memorable and easy to identify. It may be used for login purposes and will help team members recognize each other within the application.

By accurately providing these details, you will ensure that the Team User is created with the correct personal information, facilitating efficient collaboration and effective management within your organization

Title: Creating a Team User: Step-by-Step Guide with Visuals

Introduction: Creating a Team User is a fundamental step in fostering collaboration and efficient communication within your organization. This comprehensive guide will walk you through the process of creating a Team User and provide detailed instructions on each step. We’ll also include helpful screenshots to visually assist you in navigating the users page.

Step 1: Accessing the Users Page To begin, log in to our application and navigate to the users page. Follow these steps:

  1. [Screenshot 1] Go to our website at www.example.com and sign in to your account.
  2. [Screenshot 2] Once logged in, locate the sidebar on the left-hand side of the screen.
  3. [Screenshot 3] Click on the “Settings” option in the sidebar to access the settings page.
  4. [Screenshot 4] From the settings page, click on the “Users” tab in the navigation menu.

Step 2: Providing User Details On the users page, you will need to provide specific information to create a Team User. Fill in the following details:

  1. [Screenshot 5] First name: Enter the first name of the team member. This could be their given name or any preferred name they go by within the organization.
  2. [Screenshot 6] Last name: Provide the last name or surname of the team member to ensure clear identification and communication.
  3. [Screenshot 7] Email address: Input the valid email address associated with the team member. This will serve as their unique identifier and primary means of communication within the application.
  4. [Screenshot 8] Username: Choose a memorable and easy-to-identify username for the team member. This will be used for login purposes and help team members recognize each other within the application.

By accurately providing these details, you will ensure that the Team User is created with the correct personal information, enabling seamless collaboration and effective management within your organization.

Conclusion: Creating and managing Team Users is a vital aspect of our application’s functionality. By following the step-by-step instructions provided in this guide and referring to the accompanying screenshots, you can easily navigate the users page and create Team Users with the required details. Empower your organization with efficient collaboration and effective communication by leveraging the power of our application’s Team User management features.

As you can see this took the feedback and automatically adjusted your article to explain how you can implement it.

Use Case 6: Translating Content

Many people are unaware that ChatGPT can be used for translation, and in some cases it’s better than Google Translate. You can quickly translate any content including categories, tags and articles using ChatGPT. Here’s an example prompt

Translate the following content into French:

In this article we will be explaining how to create a Team User in PaceKB. To begin, you must have a PaceKB Plus or Professional subscription.

Dans cet article, nous expliquerons comment créer un utilisateur d’équipe dans PaceKB. Pour commencer, vous devez disposer d’un abonnement PaceKB Plus ou Professional.

Use Case 7: Identifying outdated content

ChatGPT can sometimes help identify content within articles that is outdated as you continue to update your product/service. This is definitely not a common use-case, and involves a lot more manual work, however it can definitely help.

Here’s an example prompt:

My latest software release has the following features:
– Renamed Sub Users to Team Users
– Added an analytics page
– Added an audit logs page

Here’s an article. Does it sound like any of this content potentially will be outdated with the latest feature introduction?:

  1. First name: Enter the first name of the sub user you are creating. This could be their given name or any preferred name they go by within the organization.
  2. Last name: Provide the last name or surname of the sub user. This will help distinguish individuals with the same first name and ensure clarity in communication.
  3. Email address: Input the valid email address associated with the sub user. This email address will serve as their unique identifier and the primary means of communication within the application.
  4. Username: Choose a unique username for the team member. The username should be memorable and easy to identify. It may be used for login purposes and will help sub users recognize each other within the application.

By accurately providing these details, you will ensure that the Sub User is created with the correct personal information, facilitating efficient collaboration and effective management within your organization

Based on the information provided about the latest software release, the content regarding creating a Sub User does potentially contain outdated terminology. The release states that “Sub Users” have been renamed to “Team Users.” Additionally, the mention of the new features, such as the analytics page and audit logs page, is missing from the article. Here’s a revised version of the article considering the updated terminology and new features:


First name: Enter the first name of the team user you are creating. This could be their given name or any preferred name they go by within the organization.

Last name: Provide the last name or surname of the team user. This will help distinguish individuals with the same first name and ensure clarity in communication.

Email address: Input the valid email address associated with the team user. This email address will serve as their unique identifier and the primary means of communication within the application.

Username: Choose a unique username for the team member. The username should be memorable and easy to identify. It may be used for login purposes and will help team members recognize each other within the application.

After providing these details, take advantage of the new features introduced in our latest software release. Explore the analytics page to gain insights and valuable data on user activities and performance. Additionally, utilize the audit logs page to track and review system activities, ensuring security and compliance.

By accurately providing these details and leveraging the enhanced features, you will ensure that the Team User is created with the correct personal information, facilitating efficient collaboration, effective management, and informed decision-making within your organization.

As you can see it accurately identified outdated content and suggested how to fix it. It even went one step further by inserting additional features we have implemented into the article to promote them.

Conclusion

ChatGPT is a great tool for taking over long and repetitive tasks when creating a Knowledge Base. We hope that these example prompts have helped you and your business build your Knowledge Base, and as a result reduce your average customer support time by over 50%. Check out PaceKB to get started free of charge! https://www.pacekb.com/sign-up