The Scenario
You are a knowledge base manager. Your team has published Help Scout Docs articles for two years and nobody has looked at the analytics seriously. You need 90 days of docs data in an Excel workbook to build a content calendar: which articles people read, which search terms return nothing, where the gaps are.
The slow version:
- Open Help Scout, navigate to Reports, go to Docs
- Set the date range to 90 days
- Read the Top Articles list, copy numbers by hand
- Switch to Top Searches, copy those too
- Realize the UI does not surface "searches with no results" — that requires the API directly
- Give up on the gap column
- The content calendar stays empty because the most useful column, the one that shows what people searched for and could not find, is behind an API call you never made.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI calls the Help Scout Docs reporting API and writes top articles, top searches, and zero-result searches into your workbook as separate tables, including the column you have never had before.
Open the SheetXAI sidebar and type:
Pull Help Scout docs metrics for Q1 into my Excel 'KB Analytics' sheet — include unique visitors, total article views, top 10 searches, and top 10 articles by views.
SheetXAI calls the API and writes the tables. Or go further:
Fetch the Help Scout docs report for the last 90 days and write top articles, their view counts, and top search terms with no results into three separate tables in my workbook.
Three tables land in the workbook: top articles, top searches, and the no-result searches that show where the content gaps are.
What You Get
Three tables in your workbook from 90 days of docs data:
- Top articles table — article title and view count, sorted by views
- Top searches table — search term and frequency
- No-result searches table — search terms that returned zero matching articles, sorted by frequency
The no-result searches table is the content calendar. The terms people search for most and cannot find are the articles that need to exist. That list has never been easy to pull without going to the API directly. SheetXAI surfaces it in one prompt.
What If the Data Is Not Quite Ready
When you want unique visitors and total views together
You need to distinguish between one person reading an article 50 times and 50 people reading it once.
Fetch the Help Scout docs report for the last 90 days. Include unique visitors and total views for each article. Write article title, unique visitors, and total views into a table in my workbook, sorted by unique visitors descending.
When you want to see the data broken out by collection
Your knowledge base is organized into collections and you want performance per collection.
Fetch the Help Scout docs report for the last 90 days. Group the article view data by collection name. Write collection name, total views across all articles in that collection, and article count into a summary table in my workbook.
When you want to cross-reference no-result searches against your existing article titles
You want to know which no-result searches might already be covered by an article with a different title.
Fetch the Help Scout docs no-result searches for the last 90 days. Then fetch the list of all published article titles. For each no-result search term, check whether any existing article title contains a similar keyword. Write the search term, search frequency, and closest matching article title (or "no match") into a table in my workbook.
When you need the full analytics pull plus a gap-priority ranking in one shot
You want to walk out with a content calendar, not just raw data.
Pull Help Scout docs metrics for the last 90 days into my 'KB Analytics' tab. Include unique visitors, total article views, top 10 searches, and top 10 articles by views. Then look at the no-result searches, sort them by frequency, and write the top 20 into a second table labeled 'Content Gaps' with a priority rank from 1 to 20 based on search frequency.
The pattern: ask for the analysis and the structure at the same time. The workbook that comes out is the content planning document, not a raw export you still have to reshape.
Try It
Get the 7-day free trial of SheetXAI and open a blank workbook or your KB analytics template, then ask it to pull 90 days of Help Scout docs data into whatever tables you need. The Help Scout integration is included in every SheetXAI plan. For related workflows, see how to pull conversation volume by channel or the Help Scout in Excel overview.