The Scenario
You are a knowledge base manager. Your team has been publishing Help Scout docs articles for two years and you have no idea which ones people actually read, which search terms lead nowhere, or where to invest the next three months of writing time.
You need 90 days of docs analytics in a Google Sheet to answer those questions. Top articles by views. Top searches with no matching article. The gap list is where the next articles come from.
The slow version:
- Open Help Scout, navigate to Reports, go to Docs
- Set the date range to 90 days
- Look at the Top Articles table, screenshot it or copy the numbers by hand
- Switch to the Top Searches view, copy those too
- Realize there is no UI view for "searches with no results" — that requires the API
- Give up on that column, file the gap analysis as "pending"
- The content calendar stays empty for another week.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI calls the Help Scout Docs reporting API, pulls top articles, top searches, and no-result searches for the past 90 days, and writes the results into your sheet as separate tables so you can act on them immediately.
Open the SheetXAI sidebar and type:
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 sheet.
SheetXAI calls the API, structures three tables, and writes them into the sheet: top articles by view count, top searches overall, and search terms that returned no results. The gap list is the one you have never had before.
What You Get
Three tables in your sheet from 90 days of docs data:
- Top articles table — article title and view count, sorted by views descending
- Top searches table — search term and frequency, sorted by 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, that return nothing, are the articles that need to exist. That list has never been easy to get out of Help Scout without an API call. 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 sheet, 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, not just per article.
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.
When you want to cross-reference the 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 sheet.
When you need the full analytics pull: article views, search terms, no-result searches, and a gap-priority ranking in one shot
You want to walk out of this with a content calendar, not just raw data.
Fetch the Help Scout docs report for Q1 into my sheet's '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, not just the raw export. SheetXAI returns the prioritized gap list, not a raw CSV you still have to reshape.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull 90 days of Help Scout docs analytics into three tables. 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 Google Sheets overview.