Content Bank

Content Bank brings together a project’s published content, work in progress and future ideas. Use it to organise that inventory and start the next action: develop related ideas, create an outline or draft, optimise content, or repurpose it for other channels.

Overview

Content Bank brings the project’s content architecture into one place. It organises content into:

• Clusters: Broad subject areas.
• Topics: Individual content items or planned pieces within a cluster.
• Subtopics: More focused items that sit beneath a parent topic.

It combines published pages discovered through Manage Sitemaps with manually added and AI-suggested ideas. Teams can use it to review coverage, complete missing metadata, plan related topics and move selected items into creation, optimisation or repurposing workflows.

Content Bank does not publish or edit the connected website. A status such as Published describes the item in Wheremore; it is not a publishing control for the website.

Access and permissions

Content Bank is project- and workspace-scoped.

Only projects available to the signed-in account in the active workspace appear in the project selector. Selecting a different workspace reloads the available projects and their content.

A signed-in account with access to a project can manage its shared Content Bank. Changes—including moves, status updates and deletions—affect the project’s shared content structure.

How Content Bank gets its content

Content Bank can contain:

• Pages imported from active project sitemaps
• Topics and subtopics added manually
• Topic and subtopic ideas created with Ask Wheremore
• Planned content that does not yet have a URL

Manage Sitemaps supplies the page source used to recognise published content and newly discovered URLs. A page must belong to the selected project’s sitemap data before Wheremore can reconcile it automatically with the project’s content structure.

Content Bank can also flag a previously published topic when its URL stops appearing in the sitemap. This is a review signal, not proof that the page has been deleted: the sitemap may be temporarily incomplete or out of date.

How sitemap changes update Content Bank

Manage Sitemaps controls the project’s page sources. With automatic refresh enabled, Wheremore checks for changes periodically; manual refresh lets you request an update. The source must be enabled for normal background handling, and page activation controls which pages are available for organisation.

A successful refresh adds newly listed URLs, updates available last-modified information and removes URLs no longer listed in that sitemap’s page source. Existing page activation settings are preserved. Background organisation and matching then bring the page information into the content structure.

The Structure choice in Manage Sitemaps determines the approach: AI Cluster groups pages by subject and relationships; Sitemap follows URL-path structure. These settings do not change the website itself.

Newly discovered pages can take different routes:

• An exact or sufficiently confident match can be linked to an existing topic automatically.
• An uncertain possible match can appear in Review queue → URLs to review for your decision.
• A page without a suitable match can continue through background organisation to become a new topic.

Not every new page needs manual approval, and the queue is not a list of every sitemap change. If a previously published topic’s URL disappears from the source, it can be flagged under Unpublished topics. Check the live page and sitemap before acting; disappearance from a sitemap does not prove deletion from the website.

Refreshing a sitemap and organising its pages are separate stages. Allow background processing to finish before expecting all changes in Content Bank. This updates the inventory and available page information; it does not overwrite saved outlines or drafts whenever the website changes.

See Manage Sitemaps for source, refresh and page-activation controls.

Quick start

1. Select the workspace containing the project.
2. Select the project from the Content Bank project selector.
3. Use All content to review its topics and subtopics.
4. Open Missing metadata and complete incomplete records.
5. Open Review queue and decide how new or missing sitemap URLs should be handled.
6. Filter by cluster, intent, journey stage or status to assess the content plan.
7. Add, move or generate related ideas where coverage is incomplete.
8. Use the saved-content pills beneath an item’s cluster to reopen its writing, posts or scripts. Use Outlines & drafts for writing work in progress, or open the item to create, optimise or repurpose content.

Understand the main views

All content

All content shows the project’s active topics and subtopics. Archived and unpublished records are excluded from this view.

The table includes:

• Title: The topic or subtopic name.
• Keyword: The assigned tracked keyword, when available.
• Volume: The keyword’s available search-volume value.
• Content type: The intended format, such as Blog, Guide or Landing Page.
• Intent: Informational, Navigational, Commercial or Transactional.
• Stage: Awareness, Consideration, Decision or Retention.
• Status: The item’s current editorial state.

Saved-content pills appear at the bottom left of each item, beneath its cluster on the same row as the keyword and other metadata. Use them to see what is saved and reopen it directly. See Use the saved-content pills below.

Outlines & drafts

Outlines & drafts brings together active items with a linked content workspace. Use it to find writing work already underway without browsing the whole inventory. A linked workspace can include an outline being generated or awaiting review, not only a finished saved draft.

Open an item to see the available preview and status. An outline preview can show its angle, section headings and update information; a draft preview can show its text, word count and status. Where both are available, switch between Outline and Draft.

The preview link reflects what is shown: Open outline →, Open draft → or Open workspace → for work being prepared or reviewed. These preview links are distinct from the main creation button, which uses Create outline, Create draft or View draft.

An unsaved AI outline is marked for review. Open the workspace to review, edit and save it rather than assuming a preview is already approved or saved.

Deleting from this view removes the linked saved outline and draft after confirmation, while retaining the Content Bank topic. It is different from deleting the topic itself and cannot be undone.

Missing metadata

Missing metadata shows active records that still need classification.

Content Bank checks for:

• Content type
• Search intent
• Journey stage
• A keyword, once the item has progressed beyond the initial Idea status

The missing fields appear beside each result. Open the item and complete the relevant metadata in the drawer.

Review queue

Review queue contains sitemap-related decisions that need human review. It has two sections:

• URLs to review: Active sitemap URLs that Wheremore could not confidently place against an existing topic.
• Unpublished topics: Topics previously treated as published whose URL is no longer present in the active sitemap source.

The review count is separate from the normal Content Bank item count.

Use the saved-content pills

A navy pill with white text means that saved work of that kind is available for the item. All saved-content pills use the same colour. Their labels tell you what they open; they are separate from the item’s editorial Status.

When both an outline and a draft exist, the row shows Draft. The outline remains available in the writing workspace. The Draft pill refers to the main content draft; social posts and YouTube scripts have their own channel pills.

Selecting a channel pill opens the filtered Recent list even when there is only one saved result. Select a card to open that work. A pill indicates availability, not the number of posts or scripts saved. Hover over YouTube to see whether the saved scripts include Short, Standard video, or both.

Channel pills appear once post or script text has been saved. Suggested ideas or angles alone do not produce a navy channel pill. The pills show saved work available to your account for the selected item and project; they do not indicate publication on LinkedIn, X or YouTube.

Start work with the “+” shortcuts

On a desktop, hover over an item to reveal dashed shortcuts for work that is not yet saved. They also appear when navigating the row with keyboard focus.

• + Outline appears when there is no saved outline or draft. It opens the writing workspace to start planning.
• + Draft appears when an outline is saved but no draft is saved. It opens the writing workspace so you can continue from the outline.
• + LinkedIn, + X and + YouTube open repurposing setup with that channel selected. If the item has neither a URL nor a saved draft, you are first asked to supply source text.

Opening a shortcut does not generate content automatically. Review the source and choices, then start generation from the connected workflow. You can also open the item and use its writing or Repurpose for social action.

Saved-content indicators refresh when you return to Content Bank and after supported save or delete actions in the repurposing drawer. If the row still shows an older state, reload Content Bank.

Search, filter and group content

Use the controls above the table to focus the content list:

• All clusters: Shows one cluster or the whole project.
• All intents: Filters by search intent.
• All stages: Filters by customer journey stage.
• All statuses: Filters by editorial status, including archived records.
• Search: Finds matching titles, keywords and related content information.
• Group by topic: Places subtopics beneath their parent topic.

Use the page-size selector and pagination controls to move through larger content inventories.

When a cluster is selected, additional cluster actions can be used to rename it, suggest related topics or delete it.

Content statuses

Content Bank supports the following editorial statuses:

• Idea: An early concept that has not yet been approved.
• Approved: A concept accepted for future work.
• Brief Ready: The planning or brief stage is complete.
• Draft Ready: A draft is available or ready for the next workflow step.
• Needs Review: The item requires editorial attention.
• Published: The content is treated as live in the project’s content inventory.
• Archived: The item is retained but removed from active editorial work.

An item can also be marked Unpublished when a previously published URL disappears from the active sitemap source. These records are handled through the Review Queue.

Changing a Content Bank status does not update the page on the connected website.

Open and edit an item

Select a row outside its pills, or select Edit, to open the detail drawer. Selecting a pill opens the relevant saved-work view or creation workflow instead. Use Previous and Next to move through the current result set without closing the drawer.

Depending on the item, the drawer can show:

• Title
• Cluster
• Parent topic
• Keyword
• URL
• Content type
• Intent
• Journey stage
• Status
• Existing subtopics

Changed fields are marked until Save changes is selected. Select Cancel to discard the unsaved edits.

Moving a subtopic without selecting a new parent promotes it to a topic within the destination cluster.

Add clusters, topics and subtopics

Select + Add, then choose:

• Cluster to add a broad subject group.
• Topic to add an item directly within a cluster.
• Subtopic to add an item beneath a parent topic.

Complete the fields available for the selected item type and save it.

A topic or subtopic can exist without a URL while it is still being planned. Add the URL when the content is published or when a known page is being represented.

Adding a Content Bank item creates a project record in Wheremore. It does not create a page on the website.

Generate topic and subtopic ideas

Content Bank uses Ask Wheremore for assisted topic ideation.

Suggest topics for a cluster

1. Select a cluster from All clusters.
2. Select Suggest topics.
3. Review the ideas in Ask Wheremore.
4. Save the useful suggestions into the selected project and cluster.

Suggest subtopics

1. Open a topic.
2. Expand Suggest topics, then select Suggest subtopics.
3. Review the suggested supporting ideas.
4. Save the relevant suggestions.

Suggest sibling topics

Open a topic, expand Suggest topics, and select Suggest sibling topics to explore other topics alongside it in the same cluster.

For a subtopic, expand Suggest topics and select Suggest sibling subtopics to explore other supporting items beneath the same parent topic.

For example, within a Lawn care cluster, a topic about repairing a damaged lawn could have subtopics about bare patches and compacted soil. A sibling topic could cover establishing a new lawn. Sibling subtopics sit alongside bare patches beneath the repair topic; they do not create a new hierarchy level.

Use subtopics for greater depth beneath a topic and sibling topics for broader coverage alongside it.

Ask Wheremore can use the selected project and cluster context when forming suggestions. Suggestions remain proposals until they are saved. Saving an idea adds it to Content Bank for review; it does not publish content.

Manage the Review Queue

Review a new sitemap URL

Open Review queue and select URLs to review.

Each row shows the URL, its best available topic match and the confidence of that suggestion. Select Review to:

• Link the URL to an existing candidate topic
• Create a new topic from the URL
• Skip the decision for seven days

If a suitable match is not shown, create a new topic and place it in the appropriate cluster.

Linking a URL resolves the review item and connects the sitemap page to the chosen topic. It does not change the page on the website.

Review an unpublished topic

Open Review queue and select Unpublished topics.

For each topic, check the lost URL and decide whether to:

• Wait and see if the sitemap may be temporarily incomplete
• Archive topic to remove it from active editorial work
• Restore as draft to clear the old URL and return it to Idea status
• Delete topic permanently

Confirm the live website and sitemap before taking an irreversible action.

Move or update several items

Select one or more table rows to open the bulk-action bar.

Available actions include:

• Move to…: Moves selected topics or subtopics to another cluster or parent topic.
• Set status…: Applies one editorial status to the selection.
• Delete: Permanently removes the selected records after confirmation.
• Clear: Clears the current selection.

Moving a topic also moves its subtopics. When moving subtopics, choose a parent topic or allow them to become topics in the destination cluster.

Bulk deletion is permanent. Protected items with linked Board cards or saved outlines or drafts cannot be deleted until those linked records have been permanently removed.

Create an outline, create a draft or view existing work

Select an Outline or Draft pill to reopen saved writing directly. To start or continue through the item’s detail drawer, open the topic or subtopic. The writing button changes according to the work already saved:

Use the label shown for the item’s current stage. Creating an outline or draft does not publish a website page. See Content Outlines and Content Drafting for the detailed creation workflows.

Repurpose content

Open a topic or subtopic and select Repurpose for social. This opens the connected workflow for LinkedIn posts, X posts and YouTube scripts. You can also use a dashed channel shortcut on the row to start with that channel selected, or a navy channel pill to find its saved results in Recent.

Choose the platforms and ideas you want to develop in that workflow. YouTube creates a script, not a rendered video. Saved angles and drafts can be reopened through its Recent view; social posts can be copied or added to the Action Board. Nothing is published automatically.

See Content Repurposing for source requirements and generation, editing and review steps.

Optimise existing content

Open an item and select Optimise content to assess its Live page or Latest saved draft, where available. The action is unavailable when the item has neither a URL nor a saved draft.

The assessment can consider reader usefulness, search presentation, fit with live search results for a target keyword, and comparison with a selected page. It produces recommendations for review; it does not change the source. Useful recommendations can become Action Board tasks where the control is available.

To review material outside Content Bank, select Optimise other content beside Export CSV. Supply a website URL or paste text with a title. This saves a review in the selected project without adding an inventory item.

See Content Optimisation for preparation, assessment perspectives and report controls.

Export Content Bank

Select Export CSV to download the current Content Bank data.

The export follows the content data currently available to the selected project. Use the table filters first when a more focused working set is required.

Delete content safely

Deleting a topic also deletes its subtopics. Deleting a cluster deletes the topics and subtopics it contains.

Before confirming deletion:

1. Check whether the item has a linked outline, draft or Board card.
2. Move any content that should be retained.
3. Confirm that the record is no longer needed for planning or reporting.

When deleting a topic or cluster, linked outlines and drafts must first be removed through Outlines & drafts, and linked Board tasks can also prevent deletion. Do not delete work you want to retain merely to clear that protection.

Deletion from the normal content inventory removes the Wheremore content-planning record. It does not delete a live page from the website.

Use Archived when the item should be removed from active work but retained for reference.

How Content Bank supports other features

Use the action that matches the next step you want to take:

Content Bank supplies the topic, keyword, URL and classification context. Each connected feature has its own detailed workflow. Action Board tasks are created through supported controls in those workflows; opening a Content Bank item does not itself create a task.

What should I do next?

• If the inventory is empty or incomplete, check Manage Sitemaps and refresh the project’s active sitemap sources.
• If records lack classification, work through Missing metadata.
• If new sitemap pages need placement, work through URLs to review.
• If published pages have disappeared, inspect Unpublished topics before archiving or deleting anything.
• If a cluster lacks coverage, use Ask Wheremore to suggest related topics.
• If a topic needs supporting depth, generate subtopics.
• If an idea is ready for production, use Create outline, Create draft or View draft, according to the work already saved.
• If an existing article should support another channel, use a repurposing action.

Frequently asked questions

Does Content Bank publish content?

No. It organises content records and passes selected work into connected planning, drafting and repurposing workflows.

What is the difference between a cluster, topic and subtopic?

A cluster is a broad subject area, a topic is an individual content item within it and a subtopic is a more focused item beneath a parent topic.

Can planned content be added without a URL?

Yes. A URL is optional for an idea or planned item. Add it when the content has a known page.

Where do published pages come from?

Manage Sitemaps supplies the active page source for the selected project. Content Bank then organises those pages alongside manually added and AI-suggested ideas.

Does Ask Wheremore save every suggestion?

No. Suggestions remain proposals until the relevant ideas are selected and saved.

Troubleshooting

An outline or draft is not where I expected

Check Outlines & drafts, the project selection and table filters. Open the item to inspect its preview and status. An outline that is still being generated or awaiting review may require Open workspace → before it can be saved. The main writing action and the preview link have different labels because they serve different purposes.

A social post or YouTube script has no navy pill

Check that post or script generation has completed and the result has been saved. Ideas and angles alone do not count as saved posts or scripts. Confirm that you are viewing the same item and project under the account used to save the work, then reload Content Bank if needed. To return to saved ideas, open the item’s Repurpose for social workflow and use Recent.

Only Draft appears even though I saved an outline

This is expected. Once a draft exists, Draft replaces Outline on the row. Open the writing workspace to return to the outline.

A channel pill opens a list rather than the post or script

This is expected. LinkedIn, X and YouTube open Recent filtered to that item and channel. Select a card to open the saved work, even when only one card is shown.

Optimise content is unavailable

The item needs a URL or saved draft. Save the draft first, or use Optimise other content to assess text you can supply directly.

A sitemap refresh has not immediately changed the list

Check that the refresh succeeded, the relevant pages are active and background organisation has completed. Look in the Review queue for uncertain matches. A sitemap refresh is not an immediate rewrite of the full inventory or any saved draft.

No projects appear

Confirm that the correct workspace is active and that the account has access to at least one project in it.

Content Bank is empty

Check that the correct project is selected. If published pages are expected, confirm that the project has an enabled sitemap with active pages in Manage Sitemaps and that its background organisation has completed.

A newly added sitemap page is missing

Confirm that the page is active in Manage Sitemaps. Refresh the sitemap if necessary, then allow its background content organisation to complete. If Wheremore cannot place it automatically, it can appear under URLs to review.

A published page appears in the Review Queue

Its URL is no longer present in the active sitemap source. Check the live page and sitemap before choosing an action. Use Wait and see when the sitemap may be temporarily incomplete.

A URL has the wrong suggested topic

Open the review item and select the correct candidate. If no suitable topic exists, create a new topic from the URL and place it in the appropriate cluster.

Missing metadata still shows an item

Complete content type, intent and journey stage. If the item is beyond Idea status, assign a keyword as well, then save the changes.

Topic suggestions do not open

Confirm that Ask Wheremore is available and that a project and cluster are selected. For subtopics, open a valid parent topic before requesting suggestions.

The writing button has a different label

This is expected. Create outline appears before an outline or draft exists; Create draft appears after an outline exists; View draft appears once a draft exists. Open the item and use the label appropriate to its current stage.

An item cannot be deleted

The topic, subtopic or cluster may contain protected linked work, including a Board card or saved draft. Permanently delete or detach the linked work first, or archive the Content Bank item instead.

Filters appear to hide content

Reset the cluster, intent, stage and status selectors, clear the search field and return to All content. Archived and unpublished records are excluded from the standard active view.

Changes are not visible

Confirm that Save changes was selected. If another user changed the shared project content at the same time, reload Content Bank to retrieve the latest version.