Your Content Analysis Report
A monthly look at which Knowledge Base documents actually get used — with a spreadsheet of every document, so you know what to improve and what to retire.
Once a month, your Virtual Operations Agent emails you a Content Analysis Report — a plain-language look at which Knowledge Base documents your team's questions actually draw on, and which ones have never been referenced. It's how you keep the Knowledge Base useful without guessing.
When it arrives
- The first Wednesday of each month, around 10 AM in your agent's time zone.
- Don't want to wait? Reply to any email from your agent and ask for the content report — it arrives within a few minutes, any time.
What's inside
- Most-referenced content — the documents doing the heavy lifting when your team asks questions. These are the ones worth keeping current.
- Never referenced — documents that didn't come up at all in the last 60 days. Maybe stale, maybe duplicated, maybe just ahead of their time — either way, worth a look.
- A CSV attachment with every document in your Knowledge Base:
| Column | What it tells you |
|---|---|
File_Name | The document, by the name you'd recognize |
Description | A one-line summary of what it covers |
Date_Added | When it joined the Knowledge Base |
Query_Citations_60_Days | How many times it was used in an answer over the last 60 days |
How to review it
- Open the attached CSV in Excel or Google Sheets.
- Sort by
Query_Citations_60_Days. - Look at the zeros: anything with 0 citations that's been in the Knowledge Base a while (check
Date_Added) is your first candidate to update, replace, or remove.
Requesting changes
Everything happens by replying to the report:
- Add or update content — attach the new document and say "add this." See Adding knowledge.
- Remove content — name the files in your reply, or attach a CSV/list of the file names. Removals are always handled by a person on the OnKey team (how that works), so nothing disappears by accident — your agent confirms the exact list it captured before handing it off.
Why counts say "referenced," not "read"A citation means the assistant drew on that document to answer a real question. It's the most honest measure of whether content is earning its place — a document nobody's questions touch may still matter (emergency procedures, for instance), which is why the report suggests a review, never an automatic cleanup.
Related
- Adding knowledge — getting new content in
- Your Weekly Digest — the weekly activity view
- Getting help — how removals and other human-handled requests work
Updated about 1 hour ago