Navigate Your Gap Dashboard as a Content Owner

Learn how to navigate your Gap Dashboard, understand the gaps assigned to you, and manage gap status as a content owner.

🎯 Who this article is for: Content owners who have been assigned to close a content gap.

💼 Package requirements: Knowledge Engine add-on, available on Starter, Growth, and Enterprise packages.

🔒 Permissions: Admins and users who have been assigned gaps can access the Gap Dashboard.

💻 Desktop only: The Gap Dashboard is not available on mobile.

1. Overview

When a gap is assigned to you, it means you are the person best placed to resolve it. Your Gap Dashboard gives you a focused view of the gaps assigned to you, along with the context you need to understand what colleagues were searching for and why the gap matters.

From the dashboard, you can review gap details, track status, and manage your assigned gaps without needing to contact your admin for an update.

🔎 Ready to start resolving a gap? See Close a Content Gap for the guided four-step workflow that takes you from source material to published content.

2. Before you begin

You must be assigned a gap to see it in your Gap Dashboard. Only admins can assign gaps.

🗒 Note: If you do not see Knowledge Gaps in your profile menu, this usually means no gaps have been assigned to you yet. It could also mean Knowledge Engine is not enabled for your organization. Contact your platform admin to confirm.

3. Access your Gap Dashboard

Navigate to your avatar in the top-right corner of your intranet and select Knowledge Gaps from the menu.

As a content owner, you will see a focused view showing only the gaps assigned to you, keeping your view clear and action-oriented.

Your Gap Dashboard includes the following controls:

• Search bar: Find a specific gap by keyword.
• Assignee filter: Filter gaps by the person they are assigned to.
• Status filter: Filter gaps by open, in progress, resolved, or ignored.
• Priority filter: Filter by high, medium, or low priority.
• Sort options: Sort by priority, most identifications, or last occurrence.
• List view and board view: Toggle between a linear list and a column-based board layout.

4. Understand your assigned gap

Select any gap from your list to open the gap details panel. Review what the gap contains so you can provide the most relevant source material when you begin closing it.

Each gap includes:

• Priority: High, medium, or low. Click to change the level at any time, either from the panel or directly from the gap's preview card.
• Title: The system generates a title for automatically detected gaps. You can edit it to make it clearer for whoever is resolving it.
• Summary: A short description of the gap. For automatically detected gaps, the system generates a summary based on the gap's signals. You can edit it to add context.
• Signals: The specific search queries linked to this gap, showing how many times it has been identified through search. Related searches are grouped by semantics, so queries pointing to the same missing answer are combined into one signal.
• Status: Open, in progress, resolved, or ignored. Status must be updated manually.
• Assignee: The person responsible for closing the gap. Each gap can only have one assignee at a time.
• Opened and updated dates: When the gap was first created and when it was last changed. The updated date changes when a new signal is added or the status is updated.
• Impact: How many times the gap and its related signals have been identified through search, and an estimate of how many people would benefit if it were resolved.
• Similar gaps: Related gaps that might be asking for the same information in different ways.

💡 Tip: Review the signals field before starting. These are the exact phrases your colleagues typed when they could not find information. If your published content directly answers those queries, it improves search results for your team.

🔎 For more on how Knowledge Engine detects gaps through search, see Automatically Detect Content Gaps Through Search.

🔎 Once you have reviewed your gap details, see Close a Content Gap to begin the four-step closure workflow.

5. Manage gap status

You can update a gap's status at any time from the gap details panel without going through the full closure workflow. This is useful if you have edited a page outside Knowledge Engine, if a gap is no longer relevant, or if you want to signal where things stand.

The available statuses are:

• Open: Waiting to be addressed.
• In progress: Actively being worked on.
• Resolved: Addressed and no longer active.
• Ignored: Reviewed and not something your organization needs to address, for example a recurring search for something intentionally out of scope. Ignored gaps are removed from your main gap list but can still be found by filtering by the 'Ignored' status.

💡 Tip: Use the in progress status to signal that you are actively working on a gap, even before the content is ready to publish. This helps admins track progress without having to follow up directly.

⚠️ Important: Updating a page outside the Knowledge Engine workflow (for example, editing it directly from Pages) will not automatically close the associated gap. To mark the gap as resolved after making changes this way, return to the gap in your Gap Dashboard and update the status to ‘ Resolved’ manually.