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Stale Internal Doc Auditor

Example prompt: "Once a month, look at every page in our Notion 'Handbook' workspace that hasn't been edited in 6+ months. Check whether the listed owner still works here, work out which pages are still relevant, and post a prioritised refresh queue to #ops in Slack."

The Problem

Internal handbooks rot quietly. A page on "how we run sprint planning" was perfect when it was written, but the team has changed, the tool has changed, and the author left a year ago. New joiners read the page, follow the wrong instructions, and lose half a day. Nobody owns the cleanup because the work is unglamorous and the docs are spread across hundreds of pages and dozens of editors. The team mostly notices the problem only when someone gets bitten by stale content.

How GloriaMundo Solves It

We build a workflow that runs monthly and audits an internal wiki workspace. An integration step lists every page in the chosen workspace with its last-edited date and listed owner. A code step filters to pages not edited in the past 6 months. A second integration step checks each owner's name against the current staff list in the HR sheet — pages owned by someone who has left are flagged as orphaned. An LLM step then scores each stale page on whether the topic is likely to have moved on, whether it is referenced by other live pages, and how high the cost of stale content would be (process docs and onboarding pages rank above old project retrospectives). Results are written to a tracking sheet as a refresh queue with owner, priority, and a one-line reason; the top items are posted to the ops Slack channel. Glass Box preview shows the queue and the proposed Slack message before anything is published.

Example Workflow Steps

  1. Trigger (integration): Fires on a monthly schedule.
  2. Step 1 (integration): List every page in the target Notion or Confluence workspace with last-edited date and owner.
  3. Step 2 (code): Filter to pages not edited in the past 6 months.
  4. Step 3 (integration): Cross-reference each owner against the current staff sheet to flag orphaned pages.
  5. Step 4 (LLM): Score each stale page on topic drift, internal references, and the cost of staleness.
  6. Step 5 (integration): Write the prioritised refresh queue to a tracking Google Sheet.
  7. Step 6 (integration): Post the top 10 items to the #ops Slack channel with their proposed new owners.

Integrations Used

  • Notion — primary source for page metadata and content
  • Confluence — alternative wiki source when Notion is not used
  • Google Sheets — staff list cross-reference and refresh queue
  • Slack — monthly digest of the top refresh candidates

Who This Is For

Operations and people-team leads at companies of 50-500 with a substantial internal handbook that has grown faster than anyone has maintained it, and where new joiners are starting to hit stale content during onboarding.

Time & Cost Saved

A manual wiki audit, done properly, is a one-to-two-day project that nobody volunteers for, so in practice it happens once a year if at all. Running it monthly catches drift while it is still small and spreads the refresh work across the team rather than letting it pile up. For a 200-person company with several hundred handbook pages, the workflow surfaces roughly 10-20 candidates per month for 5-10 minutes of review, in place of a 16-hour audit project nobody does. The workflow uses LLM, code, and integration steps and costs a small number of credits per monthly run.