At ScreenSteps, our mission has always been to help our customers do much more than just write documentation. It has been to help them transform their company cultures by transferring knowledge more efficiently.
Today, I’m thrilled to announce a major upgrade to the ScreenSteps platform, something that’s been a long time in the making and marks a turning point in how organizations build and scale knowledge.
We’ve completely reimagined the ScreenSteps experience, introducing a suite of new features that are more powerful, more intuitive, and more aligned with how modern teams work. Whether you're an admin, an author, or an executive looking to create a culture of employee independence, this release is going to transform the way you think about documentation and training.
Why Now?
Over the past two decades, we’ve seen firsthand how bottlenecks in knowledge transfer can slow down even the most efficient teams. Long onboarding times, change initiatives that cause chaos, and employees who are overwhelmed or burned out from constant interruptions seem to be par for the course in most organizations.
We’ve seen teams completely transform, but it wasn’t just because they had a faster way to write documentation. They were applying best practices for capturing, clarifying, and delivering knowledge, best practices that are described in the Find & Follow Framework.
But making that change wasn’t easy. Writing documentation takes time. Learning to write documentation the Find & Follow way also took time and often involved a lot of coaching from our team.
What we are announcing today are new tools that address both of these bottlenecks. You will not only write documentation faster, but you will also be able to apply the best practices of Find & Follow without needing extensive coaching.
AI is what makes all of this possible. And I’m excited to show you how we are leveraging AI to ensure your teams can better handle complexity and change in your organization.
What’s Changing? A Quick Look
In this upgrade, we’re introducing a powerful set of features that fall into two major categories:
- Faster, easier knowledge capture – Real-time collaboration, AI-powered creation tools, and in-browser image editing dramatically reduce the time it takes to go from idea to article.
- Clarified best practices, baked into the workflow – Whether you're creating content from scratch or transforming existing docs, our platform now actively helps you follow Find & Follow best practices without needing to be an expert in documentation.
And even more importantly, these upgrades make it possible for people who aren’t formally trained in documentation or training to produce effective actionable and foundational guides. They also help experienced teams multiply their output, cutting weeks or even months out of the process of building out foundational programs and process guides.
Watch the Overview
Before diving into the details, check out this quick demo video from Jonathan. It’s a 7-minute overview of the entire experience and gives you a sense of how the new platform looks and feels.
For a more detailed overview of the upgrades, check out this 60-minute webinar. Greg and Jonathan DeVore introduce the all-new authoring and admin experience in ScreenSteps, and highlight four use cases where the new features shine.
Feature Highlights
Below is an overview of the new ScreenSteps authoring and admin features available in this upgrade.
Real-Time Collaborative Editing
In the past, many of our customers would first create procedures in MS Word because they needed the redlining and comments that Word offered. That slowed everything down and made it difficult to host certain types of information in ScreenSteps.
With our new real-time collaborative editor, that bottleneck is removed. New features include:
- Redlines/track changes
- Inline comments
- The ability for multiple contributors to author the same article at the same time, just like what you would see in Google Docs
Capture Knowledge from SMEs 100x Faster: Clarify AI Create
This is the next evolution of a feature many customers already love. Clarify AI Create helps you capture knowledge up to 100x faster. You can upload an existing doc (PDF, Word, or PowerPoint), record someone talking through a process, or paste in text, and AI will turn that raw input into a well-structured article. Whether you're documenting step-by-step procedures or capturing foundational knowledge, Clarify AI gives you a massive head start—without requiring you to be trained as a documentation expert.
For experienced documenters, this will dramatically speed up their process. I use it every day and it is amazing.
However, what is even more exciting is that subject matter experts (SMEs) who aren’t necessarily skilled trainers or documenters can now capture their knowledge and have best practices automatically applied to the content they create. It enables entirely new use cases in knowledge capture for your organization.
No more interviewing SMEs and trying to capture their ideas. Now you can send them an article with a list of questions to answer, and they can just talk them out.
One group we worked with was able to capture over 108 procedures in a single week by using Clarify AI Create. You are going to love it.
Apply Best Practices in Seconds: Clarify Transform
Have an existing article that is written in a way that feels confusing or bloated? Clarify Transform has pre-made AI prompts that help you improve existing content with one click. This will enable anybody on your team to apply best practices even if they aren’t experts at creating procedures and applying Find & Follow principles.
It can transform the formatting of the article so that it becomes more followable and scannable by bolding text, converting paragraphs into tables, adding bullet points, and including scannable headings.
If you’ve ever had to review documentation that somebody else wrote and had to spend hours making it easier to scan and follow, Clarify Transform will now take care of it in seconds.
Clarify Transform can be used to improve actionable or foundational knowledge according to Find & Follow principles. It’s a game-changer for teams working through content backlogs or optimizing legacy documentation.
Save Hours of Tedious Work: Clarify AI Custom Templates
One of the biggest struggles we see is organizations that need to create SOPs or policies that conform to certain templates. Reorganizing information to fit into these templates can occupy weeks and months of effort.
Now that can be done in just seconds per document. Using Custom AI Templates, you can define your own AI instructions. This can be used for many use cases, but one we have been testing regularly is taking an existing SOP and applying a company template to it.
You will be amazed at how much time it saves you.
10x Your Productivity: Clarify AI Assistant
If ScreenSteps doesn’t have the pre-built AI prompts you need, Clarify Assistant can help. This is a free-form AI agent that can help with a variety of tasks.
If you’d like to bold or replace certain words in the article, just write in your instructions and AI will take care of the rest.
Or maybe you need help getting started with writing a guide – simply type in a prompt like "write a foundational article on IRAs" and Clarify Assistant will get to work.
Make Your Team Find & Follow Ready In Days Instead of Months: Clarify AI Bulk Importer and Optimizer
Many organizations find they have teams in this exact situation:
- They have a ton of documentation
- It isn’t findable, followable, or scannable
They are left with a weeks or months-long process of sifting through old docs, importing them, trying to figure out what they say, and updating them to be accurate, followable, and scannable.
It’s a painful process. We know. We help a lot of teams do this. The effort is always worth it, but it takes time.
But that has all changed with the Clarify AI Bulk Importer and Optimizer.
This is a custom AI tool that our services team can use to turn 6 weeks of work into about 6 hours of effort.
Here is how it works:
- You give us all of the team’s documentation in Word, PDF, PowerPoint, or video format
- We prepare a list of procedures you want extracted
- The AI Bulk Importer and Optimizer extracts the information, applying actionable or foundational formatting as appropriate, and generates a ScreenSteps knowledge base for you.
You can import and optimize the articles in a fraction of the time it took previously. This means that teams with legacy documentation can now onboard to a Find & Follow program faster than ever.
Interactive Authoring Tools
We’ve made our most powerful authoring features easier to discover and use. The new editor brings decision trees, collapsible sections, inline links, and text callouts into a familiar interface that anyone can learn quickly.
Even better, image annotation is now built directly into the web editor. You can crop, label, and update images in seconds without switching to desktop software.
Redesigned Admin Center
The admin interface for ScreenSteps has been completely rewritten with a fresh, modern UI that makes it much easier to manage your content. Whether you're assigning tasks to authors, tracking progress, or viewing detailed reports, the new interface is designed to help you streamline knowledge transfer within your organization. We think you’re going to love the modernized look and feel, and you'll find that it provides a much more streamlined experience, making it easier than ever to accomplish your goals efficiently.
Next Steps
- For New Customers: If you’re new to ScreenSteps, these features are available to you right now. This will be your standard ScreenSteps experience from day one, so you can dive in and start transforming your documentation and training processes immediately. Schedule a demo to get started.
- For Existing Customers: We’re thrilled to bring these updates to you as well, but a migration process will be necessary. We’ll review your account and create a personalized plan to ensure a smooth transition. If you’re interested in upgrading or want to learn more about the release, fill out this form. A ScreenSteps success team member will be in touch.
Conclusion
We’re incredibly excited about these updates, which have been a long time in the making. And while these changes mark a huge milestone, they’re really just the beginning. With this modern, AI-powered platform, we’re not only helping you create documentation and training, but truly transforming the way your organization transfers knowledge, applying the principles of Find & Follow more effectively than ever.
We can’t wait to see what you’ll achieve with these new tools!
