Keep your help center up to date when you ship
Keep my help center up to date when we ship watches a repository, a changelog page or one change you describe. Each time something changes, Clevera checks your help center's videos and articles and plans the fixes for you to approve. Nothing changes until you click Run.
Keep my help center up to date when we ship is the Autopilot recipe that keeps one help center in step with your product. It watches where your changes show up: a repository's releases or merged changes, a changelog page, or one change you describe. Each time something changes, Clevera reads the help center's affected videos and articles, decides what each needs, and plans the fixes. Nothing changes until you approve the plan.
To keep videos current without a help center, use Update my videos when the product changes instead.
Before you start
- A help center. Without one, the agent says "This one needs a help center first." and the card shows "This works on a help center, and this workspace has none yet. Build one first, then set this up." with Build my help center, which opens that recipe in the same chat. See Build a help center from your app.
- Your role. You need a role that can create content. To update videos you also need to be allowed to edit videos; to update articles, to edit the help center's pages.
- A repository, to follow releases. An owner or admin connects GitHub and allows the repository under Autopilot → Connections first. See Connect a repository. A changelog page or a change you describe needs no connection.
- Your app's address and a sign-in, to record changed screens again (optional). See Save an app sign-in.
Set it up
Open the recipe
In Autopilot, click Keep my help center up to date when we ship under Or start from a recipe, or ask for it in What should Autopilot do?, for example "Every time we ship, update the help center". The agent panel opens with the setup card and a summary of what it filled in: When, Help center, Check and Watch.
With a connected repository, the card starts on Each release. Fill in the details
Click Fill in the details (or Edit details when everything needed is filled in). Pick when it runs, the help center and what to watch, and decide whether Clevera may use your app. See The setup form. Click Continue.
Runs and Watch move together: Each release is A repository, A changelog page is the page, Once, now is Just this change. Check the review and create the task
The review shows When ("After every release", "After every merged change", "Checks the page every day", "Checks the page every week" or "Runs once, now"), Approval ("Each run waits for your review"), Typical run ("10–150 credits") and Language (by name, for example "English (US)"). Click Create task.
Wait for the first change
A watching task doesn't run now. It shows Active and No runs yet: "Nothing has happened since it was set up. The first run is planned when it does." On Autopilot home it's listed under Always on with a Watching badge. With Once, now, Clevera plans the fixes right away instead.
The Keep it up to date card shows what it watches and when it checks next.
The setup form
| Section | Field | Options and defaults |
|---|---|---|
| When | Runs | Each release (default), A changelog page or Once, now. "Nothing runs now. Each time it fires, Clevera plans a run and waits for your review before anything is made." shows for the first two. |
| Help center | Help center | Picked for you when you have only one ("Your only help center"). Only its pages, and the videos they were made from, are checked. |
| Check | Videos and articles (default), Articles or Videos | |
| What to watch | Watch | A repository ("Its releases or merged changes, read as they land."), A changelog page ("Your release notes, read daily or weekly.") or Just this change ("Describe it in your own words. Checked once."). Changing it changes Runs to match, and the other way round. |
| Connection and Repository (A repository) | Your first connection and repository are picked. Allow more repositories opens Connections. | |
| Read (A repository) | Releases (default): "Each release you publish." Merged changes: "Each merged pull request." | |
| Changelog page (A changelog page) | The address of your release notes or changelog. It is read on every check. | |
| Check (A changelog page) | Daily ("Read once a day.") or Weekly (default, "Read once a week.") | |
| Details | What changed (Just this change only) | Required. Up to 5,000 characters, for example "Settings moved into the account menu". |
| Anything Clevera should keep in mind? (optional) | Up to 2,000 characters. Every run reads it, for example "Mention the version number in every article". | |
| Your app | Your app | Use my app: "Changed screens are looked at again and recorded again." Don’t use my app: "Only the words of articles and videos are updated." You must pick one. |
| App address and Sign-in (Use my app) | The address starts as your brand's website. Sign-in works as in every Autopilot form: Use a sign-in or My product doesn’t need a sign-in. |
There is no budget and no approval choice: every run of this task waits for your review.
How often it checks
| Watch | When a run is planned |
|---|---|
| A repository, Releases | After a new release. The repository is checked about every hour. |
| A repository, Merged changes | After merged pull requests. Checked about every hour. |
| A changelog page | When the page shows something new. Read once a day or once a week, as you chose; the task page shows it as Every day or Every week. Later, Edit on the Keep it up to date card also offers Every 2 weeks and Every month. |
| Just this change | Once, right after you create the task |
Clevera reads only release notes and pull request titles and text, never your code. While one run waits for you or is running, new changes don't start a second run: the next run covers them all. If a plan waits for you while more changes come in, its reminder says so, for example "One more release or merged change came in since."
What each run does
- Reads the change. The release notes, merged changes or changelog entries since the last run, or the words you gave.
- Finds what it affects. It checks the help center's videos and articles you may edit, up to 40 per run. Anything over that is named in the plan: "2 more items may be affected: a task edits up to 40."
- Reads each affected item in full and decides what it needs:
| Verdict | What the plan proposes |
|---|---|
| Still right | Nothing. The plan says how many items were checked in full and are still right. |
| Text fix | New words for the article, or the video's narration and titles, shown before → after |
| Record again | The video recorded again with its new steps (needs Use my app). The new recording replaces the old one on its help-center page and at its public link. |
- Spots new features. With Use my app, a feature nothing covers yet is listed as an optional new video, unticked: "One new feature could use its own video (not selected)."
With your app, Clevera explores again only the areas that changed, so screens that didn't change aren't recorded again. Without it, a line that needs recording says "To record it again, start this task again with your app’s address and sign-in."
When a run finds nothing to change, it ends as Done with "Nothing needed this time." and doesn't notify you.
Review and run the plan
Each plan waits under Needs you, and the chat you set it up in gets a message when it's ready. Fixes to existing content come ticked; new-feature videos come unticked. Each line shows its credits. Untick what you don't want and click Run, or Ask for changes to get a new plan. An article fix is saved as a new revision of the article; a fix can be reversed with Undo on its finished line.
Cost
Watching, checking and planning are free. Each fix shows its credits on its plan line before you run it, and you're charged for what it really uses. A typical run costs 10–150 credits and takes 5–90 minutes: word fixes cost a few credits, recording a screen again costs more.
Change, pause or stop it
On the task page, the Keep it up to date card has Pause / Resume, Edit and Delete. Change opens the agent, which offers to change what the task does each time or its budget, or to pause it or run it now. What starts the task (a repository, a changelog page) can't be changed: the agent offers to set up a new task with the new trigger, then you delete this one. See Change an Autopilot task.
Troubleshooting
| What you see | What to do |
|---|---|
| "This one needs a help center first." | Click Build my help center, or pick another recipe. |
| "Pick a help center." | Choose the help center to keep current. |
| "No repository is allowed yet. Connect an account and choose the repositories Autopilot may read." | Click Open Connections, connect, and allow the repository. Or watch A changelog page. |
| "Connect a repository first." | The same: no repository is allowed for Autopilot yet. |
| "Pick a repository." / "Pick a repository selected on one of this workspace’s connections." | Choose a repository, or allow more under Connections. |
| "Add the changelog page’s address." | Fill in Changelog page. |
| "Describe what changed." | Just this change needs What changed. |
| "Choose whether Clevera may use your app." | Pick Use my app or Don’t use my app. |
| "This task can’t be started that way. Pick one of the choices under When." | Pick one of the Runs options. |
| "Your role can’t edit videos in this workspace, so this task can’t update them." | Set Check to Articles, or ask for a role that can edit videos. The same message exists for articles. |
| "None of these changes affects your videos or articles." | Nothing to fix this time. |
| "Some items could not be checked. Ask for changes to check them again." | Click Ask for changes on the plan. |
| The task shows Paused: connection | The repository connection stopped working. Connect it again under Connections, then resume. |