Blog
April 22, 2025
Have you ever neglected your knowledge base because it takes too much time to update and maintain?
Your team certainly wouldn't be the first to do so—when everyone is busy and bandwidth is limited, odds are documentation is the last thing on your mind. It doesn’t help you deliver on your immediate goals, and its value isn’t always tangible right away.
However, it’s unfortunate that documentation so often gets overlooked, because it truly does make a difference in the long-term effectiveness of your team and your organization. A well-made knowledge base can be the difference between a dysfunctional, siloed team and an efficient, collaborative one.
So how do we solve the time issue?
While AI tools can’t create the perfect knowledge base for you, they can dramatically speed up the process, making documentation a more realistic and sustainable step in your team’s workflows. In this blog, we’ll explore how.
How Does AI Help You Develop Content Faster?
AI is no true substitute for human knowledge and understanding of an issue—but it can do some of the heavy lifting when you're drafting content for your knowledge base.
Whether you’re transcribing meeting notes, drafting an outline, or generating a rough version of a diagram, AI takes you from blank page to first draft faster, making it easier to develop and giving you time back to tackle other projects.
Using AI Tools to Build Your Confluence Knowledge Base
Atlassian Intelligence
Atlassian Intelligence can help you beat the first draft blues by generating a first draft of content for you. It can help you shape disorganized notes into a cohesive structure and offer suggestions for clarity and tone to align with what you want to communicate.
With Atlassian Intelligence, you can also summarize long pages to provide a brief overview for readers or turn a Loom video into a Confluence page.
You don’t even need to worry about defining abbreviations and unique terms within the content of each page—Atlassian Intelligence offers the ability to pull contextual answers and definitions from across a Confluence space to provide readers with additional levels of detail on the spot.
AI Diagramming in Gliffy
Building a knowledge base isn’t just about creating content; it’s also about empowering your team to easily consume and comprehend that content.
While you can create a good draft of a page using Atlassian’s built-in AI functionalities, it could easily become a huge, difficult-to-read block of text if you’re not careful. Your team doesn’t want to spend time reading paragraph upon paragraph to find the answer they're looking for, and even if they do, it’ll take them a while to get through.
Additionally, if your page needs to serve multiple audiences, including both business and technical folks, working through a dense page isn’t the most engaging, supportive experience for those who don’t have your level of expertise.
With Gliffy's AI diagramming, you can take your knowledge base from a series of text-heavy pages no one will read to a visual resource that helps anyone find and absorb knowledge fast—and you can do this in record time.
When you open a new diagram, all you need to do is type your prompt into the text box and generate a diagram, and you will have a first draft much closer to your actual use case than any template would be. Then, just make any updates you need and save to embed the diagram directly on your page.
Better Documentation, Increased Efficiency
When you build a knowledge base with a little assistance from AI, not only do you save time on creating and maintaining content for your team to reference, but it can also help you increase efficiency across other workflows.
For example, Jira service management, often used for IT help desk use cases, allows users to create tickets that your internal team can then appropriately pick up, helping you quickly service your users without missing a beat.
But one outcome that’s even better than effectively handling tickets is being able to deflect them: help a user help themselves instead.
JSM offers a basic knowledge base function, or you can link it to a Confluence space for more robust features and options—and that’s where you begin to unlock some great opportunities:
- Users without JSM access can still help you keep documentation updated.
- More formatting helps you create visually engaging content.
- You can even add Gliffy diagrams like an interactive flowchart that helps your user navigate an appropriate choice without hands-on assistance from a service agent.
Use AI as Your Knowledge Base-Building Launchpad
There are plenty of AI tools out there for you to explore as you build your knowledge base, but with Confluence’s built-in AI capabilities, and with Gliffy as your AI diagramming launchpad, you’ll be ready to get started.
Try Gliffy AI in Confluence Cloud today or schedule your demo to learn more about how Gliffy can streamline your documentation workflows and support you as you build the knowledge base that will help your team thrive.