The Scenario
You are a technical writer at a SaaS company. The support team has been running on a six-collection help center in Gleap for two years. You have just finished planning a full restructure: 10 new collections, each with a name, a description, and an icon choice.
The plan is in a Google Sheet. Column A is the collection name, column B is the description, column C is the icon identifier.
Leadership wants the new structure live by end of day Thursday so writers can start adding articles to the new collections on Friday.
The bad version of Thursday:
- You open Gleap's help center settings
- You click "New Collection," type the name, paste the description, pick the icon
- You save
- You repeat ten times
- On collection 7 you realize you used the wrong icon and have to go back
- Thursday ends and you still need to publish each collection manually.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads each row and creates the corresponding Gleap help center collection, so you never have to click through the editor.
Open the SheetXAI sidebar and type:
Create a Gleap help center collection for each row in this sheet — column A is the collection name, column B is the description, column C is the icon. Write the returned collection ID to column D after each creation.
SheetXAI reads the 10 rows, calls Gleap's help center API for each, creates the collections, and writes the collection IDs to column D. Ten collections, no dashboard clicking.
What You Get
Ten Gleap help center collections, each with:
- Name — from column A, exactly as written
- Description — from column B
- Icon — from column C
- Collection ID in column D — so your writers can reference the ID when adding articles
Writers can start creating articles inside the new collections on Friday morning, without waiting for anyone to configure anything.
What If the Data Is Not Quite Ready
Help center structures planned in a spreadsheet often need a review step before going live. SheetXAI handles it inline.
When you also want to publish each collection immediately after creation
Newly created Gleap collections are drafts by default. Your writers need them live on Friday.
Create a Gleap help center collection for each row — name from column A, description from column B, icon from column C. After creating each collection, publish it immediately. Write the collection ID to column D.
When collection names have trailing spaces from copy-paste
The names were copied from a Notion doc and some have a trailing space.
Before creating the collections, trim any leading or trailing whitespace from the names in column A and the descriptions in column B. Then create a Gleap help center collection per row and write the collection ID to column D.
When some rows are placeholders you are not ready to create yet
The sheet has 10 rows but 3 are marked "TBD" in column B because the descriptions are not finalized.
Create a Gleap help center collection for each row where column B is not "TBD" and not blank. Skip TBD rows and write "SKIPPED" to column D for those rows. Write the collection ID to column D for rows that were created.
When you want to check if a collection with the same name already exists before creating
You ran a partial import last week and are not sure which collections already exist.
Before creating each collection, check whether a Gleap help center collection with the same name already exists. If it does, write "EXISTS — SKIPPED" to column D. If it does not, create it and write the new collection ID to column D.
The pattern: use the sheet as the source of truth for the structure, and use column D as the audit log of what was created.
Try It
Get the 7-day free trial of SheetXAI and open your help center planning sheet, then ask it to create every collection in Gleap from the rows in the sheet. The Gleap integration is included in every SheetXAI plan. See also how to bulk-upload FAQ pairs to Gleap's knowledge base or the Gleap in Google Sheets overview.