How to Create a Step-by-Step Guide in ProProfs Knowledge Base?

The Step-by-Step Guide feature in ProProfs Knowledge Base lets you create visual, interactive guides that walk your readers through any process. Whether you're onboarding new users, documenting a workflow, or explaining a feature, this tool makes it easy to build and publish polished guides right inside your KB.

What Is a Step-by-Step Guide?

A Step-by-Step Guide is a structured, screenshot-based walkthrough you can create directly inside ProProfs Knowledge Base. It lives in your article list under any folder or category, just like a regular page. Readers follow each step in order, with a title, description, and screenshot for every action.

Why Use It?

Text instructions lose readers when a process is visual or has many steps. Here's when a Step-by-Step Guide makes a real difference:

• Documenting a multi-click workflow: Walk users through it screen by screen instead of describing it in a paragraph.
• Readers keep missing the same step: Pin the exact screen, mark the right button, remove the guesswork.
• Onboarding new users fast: A visual guide cuts down back-and-forth support questions before they start.

Example:

• SaaS onboarding: A product team creates a guide so new customers set up their account without contacting support.
• Support team consistency: A team lead builds a guide for a refund process so every agent follows the exact same steps.
• Feature release: A product manager documents a new feature with screenshots so users don't need to ask how it works.

In this article, you will learn:

1. Create a Step-by-Step Guide (Capture in Browser)
2. Create a Step-by-Step Guide (Blank Guide)

How to create a step by step guide

There are two ways to create a guide: Capture in Browser (records your steps automatically) or Start with Blank Guide (build manually). Both start from the same place.

Method 1: Capture in Browser

Step 1: Log in to your ProProfs Knowledge Base account and go to the portal dashboard.

Step 2: Click + Add New in the top navigation bar and select Step-by-Step Guide.

Step 3: In the dialogue box that appears, select Capture in Browser

Step 4: Click Install Extension to install the ProProfs Knowledge Base AI Capture Chrome extension.

Note: This extension is required for browser recording and is only supported on Google Chrome. You'll be taken to the Chrome Web Store — click Add to Chrome to install, then return to the portal.

 

Step 5: Click Continue once the extension is installed.

Step 6: Select the browser tab or window you want to record, then click Share.

Step 7: Choose your preferred resolution (16:9 or 4:3) and click Start Capturing.

Step 8: Navigate through your product and perform each action you want to capture — every click is recorded as a step automatically.

Tip: Move slowly and hover briefly over each element before clicking. This produces cleaner, easier-to-follow steps.

Step 9: When done, click Stop Recording in the floating panel or in the guide dialog.

Your steps will upload automatically to the guide editor, each with a screenshot and a generated title.

Method 2: Start with Blank Guide

Step 1: Click + Add New and select Step-by-Step Guide.

Step 2: In the dialog, select Start with Blank Guide and click Continue.

Step 3: In the guide editor, click the + button to add your first step.

Step 4: In the right panel, enter a Title and Description for the step.

Step 5: Upload a Step Image by clicking the image area in the right panel.

Step 6: Repeat Steps 3–5 for each step in your guide.

Step 7: Click Save Draft to save your progress, or Publish when the guide is ready to go live.

Install the ProProfs Knowledge Base AI Capture extension

If you haven't installed the extension yet, here's how to get it set up:

1. When prompted in the dialog, click Install Extension. This opens the Chrome Web Store.
2. On the Chrome Web Store page, click Add to Chrome.
3. In the confirmation popup, click Add extension.
4. Once installed, return to your ProProfs KB portal tab. The extension is now active and ready to use.

You might also find these helpful

• How to Add Elements to a Step-by-Step Guide
• How to Set Up the Interactive Demo