ScreenStepsGetting Started Onboarding GuidesContent Manager - Leading a Team of Documenters

Content Manager - Leading a Team of Documenters

Working with a documentation team is easier than ever. To learn how to get the most out of ScreenSteps as a content manager, go through the article below (about 15 minutes). Additional resources will be included as links if you want to learn more.

1. Add Authors and Admins
1.1. Create a new editor

Click Account Settings

In the browser app, click on Account Settings.

Click Create User

Select Editor

When you create a new user, you are going to select a role for the user.

If you create an editor, you will need to indicate which of your sites (i.e. knowledge bases) he/she can edit (more on this below). If you create an Admin, he/she will have editor privileges on all of your sites.

Fill in Editor's information

Include your editor's name, email, login, and password.

You will also fill in the site permissions and preferences to determine what your editor will be able to modify, and what notifications he/she will receive. For more on this, click the link below for an explanation.

Site Permissions and Preferences

Site Permissions--Every ScreenSteps account comes with one or more sites. A site is another way of saying a knowledge base website. You can create a site for internal users that is private, and has content that you only want internal employees to see using login credentials. Then, within your same ScreenSteps account, you can have a public site that has a URL such as, and is available to customers without login credentials.

You can restrict an author's Edit Permissions so that he/she can only modify certain sites.

Preferences--Your authors can receive notifications when somebody comments on an article, or notifications that content has been created on your ScreenSteps account.

Click Create User

When you are finished, click Create User.

1.2. Update author's permissions

1.2.1. Click on Authors

Return to the site your author can edit, and click on Authors.

How to return to your site

From Account Settings, click on Back to Sites in the left-hand corner

Select the site

  1. Click on the dropdown arrow in the upper left-hand corner of the screen
  2. Select the site you want to modify
1.3. Add an admin

Administrators can do more than just author on a site. Administrators can also modify your sites' appearance, create other editors, and set up integrations.

1.3.1. Click Account Settings

In the browser app, click on Account Settings.

1.3.2. Click Create User

1.3.3. Select Role and fill in information

1.3.4. Click Create User

When you are finished, click Create User.

2. Manage the Authoring Workflow

Now that you have a team of editors and/or Admin, you can begin working on your content as a group. Each manager's workflow will be slightly different, but here is a typical workflow you can follow to get started. Once you've followed this flow for a while, you can tailor it to fit your style and your needs.

2.1. Create content

Create a new article

You can create a new article by clicking on:

  1. Create a new Article, OR
  2. + icon underneath an article

When you create a new article, it will appear in the selected chapter. In the example above, the new article will appear in the Default chapter, which is in the Administrators manual.

Learn about the ScreenSteps structure

ScreenSteps has a structure to help you organize your content. Within your ScreenSteps account, you can have one or more sites. Within a site, you can have one or more manuals. Within a manual, you can have one or more chapters. And within each chapter, you can have one or more articles.

What it looks like in screenSteps

Here is what you are seeing when you view the user interface

  1. Account
  2. Site
  3. Manuals
  4. Chapters
  5. Articles

Name your article > click Create article

Article has been created

Notice that when you create a new article, it is unpublished.

2.2. Assign article to an author

Click on the article's title > select owner and status

2.3. Track progress of team

You can track the progress of your team's efforts in one of two ways--either by viewing the activity log, or by viewing the status of articles (along with the owner).

Click on Activity Log

Filter by user

View article status and owner

Click on All Articles

Use Filters to view article status and owner

2.4. Review work

Open Article

Click on the title of an article.

Click on Notes to add a note

3. Maintain Articles as a Team

Keeping help articles up to date (and relevant) is critical if you want customers to really value and trust your help documentation. Below are a few workflows you can adopt that will help you maintain accuracy and relevance in your help articles.

Knowing what needs updating (using tags)

You can use Tags in your help articles to indicate a version or a particular section of your product you are documenting. Later on, if your interface or workflow changes, you can filter ScreenSteps articles for tags related to the changes.

For example, if you are documenting the Admin view of your product, you can tag all articles with "Admin" and "Version 2.3." When developers modify the Admin view of your product from version 2.3, you will be able to quickly identify the affected articles, assign them to your team, and make updates with very little hassle.

Create a tag

Click on the Edit icon

Type in a tag > hit Enter to add it

Filter for tags

To filter articles by tags:

  1. Click on All Articles
  2. Type in the tag you want to filter with
  3. View articles with tags

Knowing what needs updating (using posted date)

Sometimes, you may just want to review articles that were made during a certain timeframe. You can easily do that by using the Posted at feature.


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