Populate Content

To create an engaging first experience with Glean, it’s essential to populate the platform with various types of content; other than what is being crawled from your datasources.

Glean has several features to assist in the discovery and management of knowledge within your organization, including:

• Announcements
• Answers
• Go Links
• Collections
• Document Verifications/Deprecations
• Pins

---

​

Announcements

Announcements are a great way to promote updates on Glean’s home page for your teammates to see, especially if they are using Glean as their new tab page.

Announcements can be posted organization-wide or targeted to a limited set of teammates for whatever duration you choose.

To create an Announcement, navigate to  Knowledge > Announcements, then click the New Announcement button at the top-right. Once posted, you will see the announcement on the Glean home page.

---

​

Answers

Answers allow your users to provide authoritative responses to frequently asked questions or important information: No more copying / pasting or rewriting the same Q&A for everyone.

Answers are automatically surfaced in search results in response to relevant queries. They can also be grouped together using the Collections feature (more on that below).

To create an Answer, navigate to  Knowledge > Answers, then click the New Answer button at the top-right.

• More information: Using Answers

You should aim to populate Glean with ten Answers to questions that are frequently asked by your users. Here are some ideas to get you started:

1. What is our Work From Home (WFH) policy?
2. What benefits are available to me?
3. What is the process for taking annual leave?
4. What do I do if I (or a family member) is sick?
5. How do I get access to Jira?
6. How do I submit a feature request?
7. How do I get a new laptop?
8. Can I request a specific laptop model or brand?
9. How do I get a new office badge?
10. What are the 2024 holidays?
11. What is our time off policy?
12. What is our parental leave policy?
13. What are our company values?
14. Who is the best person to talk to about XYZ?
15. When do we get paid?
16. How do I book travel?

---

​

Go Links

Go Links are memorable shortcuts that quickly redirect users to frequently used sites, documents, or internal resources. Go Links act like a mental bookmark: once you see it or hear it, you immediately know how to access it, both now and in the future.

To create a Go Link, navigate to  Knowledge > Go Links, then click the New Go Link button at the top-right.

• More information: Using Go Links

You should aim to populate Glean with five Go Links to frequently accessed resources. Here are some ideas to get you started:

Go Link	Destination
go/benefits	Company benefits portal.
go/help	IT help desk.
go/deals	Salesforce Dashboard showing the current numbers for the quarter.
go/sprint	Specific Jira project for your engineering team.
go/dashboard/<customer>	Internal dashboard to monitor <customer> (This is a variable Go Link)
go/it/setup	Setup instructions for a new laptop.
go/it/wifi	Wifi access details for employees.
go/pitch	Your company sales presentation.
go/pto	New annual leave request.
go/git	Your main internal Git repository.
go/allhands	A folder containing recordings from previous company All Hands.
go/fast	Internet speedtest, e.g. https://fast.com
go/docs	Documentation hub.
go/support	Agent view in Zendesk.
go/mail	Outlook Email
go/cal	Work calendar
go/roadmap	Company roadmap presentation

---

​

Collections

Collections are curated groups of documents or resources that are relevant to specific projects or topics. Think of them like a folder whose contents can span multiple different sources of data or apps.

Organize a set of links, write useful descriptions about them, and share the whole package with the rest of the organization. Collections can be featured on the Glean home page and targeted at different audiences; providing a single source of truth for useful resources.

To create a Collection, navigate to  Knowledge > Collections, then click the New Collection button at the top-right.

• More information: Using Collections

You should aim to populate Glean with at least two Collections to aggregate useful information together. Here are some ideas to get you started:

Collection Name	Description
New Employee Onboarding	All resources and checklists that a new employee needs to follow during their first week at the company.
Life @ [COMPANY]	Links to policy documents relating to benefits, annual leave, travel, and technology at the company.
Using Glean	Documents, answers, and links related to Glean to help employees use the platform.
Legal Helpdesk	FAQs and documents related to anything legal related at the company.
T&E Hub	All documents, apps, and resources that employees need to book travel and manage expenses.
[LOCATION] Office	Information relating to a specific company office, e.g. Sydney
[TEAM NAME]	Contact details, Slack/Teams channels, and key documents managed by a specific team or department within the company, e.g. Solution Engineering.
Project [NAME]	All key resources relating to a specific internal project.

---

​

Document Verification

Document Verification allows content owners and moderators to mark content in Glean’s Search Results as Verified or Deprecated. This is useful to indicate to your users whether a piece of information or document is up-to-date and reliable.

• Verified documents receive a green checkmark ✅ next to them in the search results.
• Deprecated documents receive a red cross ❌ next to them in the search results.

To Verify or Deprecate a document:

1. Search for the document you wish to Verify or Deprecate.
2. Click the 3 dots to the right of the search result to open a menu.
3. Select Verify or deprecate, then the relevant option.
4. Your page will refresh, and the document will now have a green checkmark or red cross visible next to it.

• More information: Verifying Content

You should aim to verify key documents that are relied on by your employees, such as your Employee Handbook or Travel & Expense policy.

---

​

Pins

Pins allow you to push content to the top of search results based on specific keywords. Think of them as Google Ads (without the exchange of money!)

There are two types of Pins:

1. Private Pins are only visible to the user who created them.
2. Public Pins are visible to all users in the organization.

Pins are useful for promoting content that is important to your users, such as a new policy or a key document.

To create a Pin, navigate to  Knowledge > Pins, then click the New Pin button at the top-right. You can also pin content directly from the search results page.

• More information: Using Pins

You should aim to create at least two Pins to promote key content to your users. For example:

• New Employee Handbook - Pin the new Employee Handbook to the top of search results for the keywords handbook and onboarding.
• New Travel & Expense Policy - Pin the new Travel & Expense Policy to the top of search results for the keywords travel and expense.
• Benefits Hub - Pin the Benefits Hub to the top of search results for the keywords benefits and insurance.