SOP | How to Create a KB Article Using the Knowledge Base Builder GPT

Step-by-Step Instructions

1. Create a Loom Video

   • Record a Loom video explaining the topic you want documented.

   • Save the video to the designated Google Drive folder for team sharing.

2. Access Loom Transcripts

   • Open your Loom video.

   • In the upper-right corner, click “Transcript.”

   • Copy the entire transcript text.

3. Open the Knowledge Base Builder Chatbot

   • Go to the chatbot interface (Knowledge Base Builder).

   • Paste the transcript into the chat window.

   • At the top of the transcript, add the Loom video title so the chatbot knows what to name the article

     • If you don't know the name or can't think of a name, you can let the chatbot name the article

4. Review the Chatbot’s Recommendation

   • The chatbot will analyze the transcript and suggest an article type (e.g., SOP, Training, Policy).

   • Review the recommendation.

   • If you agree, type “Proceed.”

   • If you need a different type, type the desired article type (e.g., “SOP”).

5. Generate the Draft

   • Wait while the chatbot creates the article draft.

   • Once it’s ready, review the generated content for accuracy and completeness.

6. Publish the Article in HubSpot

   • In HubSpot, navigate to Service → Help Desk → Knowledge Base.

   • Click the “Create Article” button (orange, top right).

   • Copy the article title (either from Loom or the chatbot output) and paste it into the title field.

   • Do not add a subtitle.

   • Copy the main article content (everything up to the “Ownership” section) and paste it into the HubSpot article body.

7. Add the Video Walkthrough

   • Scroll to the “Video Walkthrough” section.

   • Paste the Loom or Google Drive video link.

   • Highlight the text and create a hyperlink using:

     • Ctrl+K (Windows) or Command+K (Mac).

   • Paste the URL into the link field and click Insert.

8. Complete Metadata and Tags

   • Click Settings at the top of the HubSpot editor.

   • Fill in:

     • Category: SOP → Policies and Best Practices

     • Subcategory: None

     • Meta Description: Copy from the chatbot’s “Recommended metadata description.”

     • Tags: Add relevant keywords (e.g., “HubSpot,” “Record Creation,” “Forms,” “Customization”).

9. Proofread Before Publishing

   • Review all text for clarity and accuracy.

   • Confirm that the steps make sense and that a new user could follow them.

   • Edit as needed before publishing.

10. Publish the Article

    • Click Publish.

    • Verify that the article appears correctly in the Knowledge Base.

Video Walkthrough:

[Insert Loom or Google Drive video link here]
[Incomplete — user input needed]

Troubleshooting & FAQs

Q: What if the chatbot misclassifies the article type?
A: Type the correct article type manually (e.g., “SOP”) instead of “Proceed.”

Q: What if the article URL won’t save in HubSpot?
A: Navigate to Settings and enter the URL there instead of directly editing in the preview panel.

Q: Do I need to proofread every KB draft?
A: Yes. Always verify accuracy before publishing to ensure usability and professionalism.

Ownership

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