Keeping your knowledge base accurate and up to date doesn't require constant manual oversight. ScreenSteps includes built-in tools that automate much of the work — and a simple review routine helps catch the rest.

Built-In Tools That Work in the Background

Content Certification

Set articles to require periodic review on a schedule you define (e.g., every 90, 180, or 365 days). When an article is due for review, ScreenSteps automatically notifies the designated reviewer. They can then confirm the content is still accurate or update it before re-certifying.

Viewer Feedback

Employees reading your articles can flag content that feels outdated, has broken screenshots, or is missing information. Those flags are routed to the responsible manager or content owner, who gets an alert to review and update the article.

Article Requests

When employees can't find what they need, they can submit an article request directly inside ScreenSteps. Content owners are notified so gaps can be filled proactively.

Recommended Maintenance Routine

Weekly (30–60 minutes)

• Review usage reports: What are people searching for? What articles are getting the most views?
• Check incoming viewer feedback and comments
• Review open article requests
• Identify any articles surfaced by the above that may need a quick update

Monthly (1–2 hours)

• Export a CSV report of all articles, including last-updated dates
• Scan for articles that haven't been touched in a while and flag them for review
• Review certification status reports to ensure scheduled reviews are being completed
• Assess whether any new processes or policy changes require new or updated content

Summary

The goal is a system where your team's day-to-day use of ScreenSteps continuously signals what needs attention — and your weekly and monthly routines make sure those signals get acted on.