Documentation Glossary

Written materials that explain how something works, how to use it, or how to perform a task. Documentation can include user manuals, guides, procedures, and reference materials.

A centralized repository of information, articles, and documentation that helps users find answers to questions and learn about products, services, or processes. Often self-service and searchable.

A comprehensive document that provides instructions on how to use a product or system. User manuals typically include setup instructions, feature explanations, troubleshooting guides, and FAQs.

A document that breaks down a process or task into sequential, numbered steps. Each step typically includes clear instructions and often visual aids like screenshots to help users complete the task successfully.

An instructional document or video that teaches users how to accomplish a specific task or learn a particular skill. Tutorials are typically more detailed than quick-start guides and include hands-on examples.

A condensed document designed to help users get started with a product or process quickly. It covers only the essential steps needed to begin using something, omitting advanced features.

A text file (often README.md) that introduces and explains a project. Common in software development, READMEs typically include installation instructions, usage examples, and contribution guidelines.

A detailed, written instruction document that describes how to perform a routine activity. SOPs ensure consistency, quality, and compliance by providing step-by-step instructions that all team members follow.

Written records that describe how a business process works from start to finish. It includes the steps involved, who is responsible, what tools are used, and expected outcomes.

A sequence of tasks or steps that are performed to complete a business process. Workflows define the order of operations, decision points, and handoffs between team members or systems.

A visual representation of a workflow or process that shows all the steps, decisions, and connections involved. Process maps help identify inefficiencies and communicate complex processes clearly.

A list of items or tasks that need to be completed or verified. Checklists help ensure nothing is missed and are commonly used for quality control, onboarding, and repetitive processes.

A compilation of procedures and operations that IT teams use to manage and troubleshoot systems. Runbooks contain step-by-step instructions for handling routine tasks and responding to incidents.

A document that outlines strategies, processes, and best practices for achieving specific goals. Common in sales, marketing, and customer success teams to ensure consistent approaches.

A detailed document that describes exactly how to perform a specific task within a process. Work instructions are more granular than SOPs and focus on individual tasks rather than entire processes.

The practice of creating clear, concise documentation that explains complex information to a specific audience. Technical writers create user manuals, API documentation, help articles, and more.

Documentation that describes the technical aspects of a product or system. This includes architecture documents, API references, system requirements, and developer guides.

Technical documentation that describes how to use and integrate with an Application Programming Interface (API). It includes endpoints, parameters, authentication methods, and code examples.

A captured image of what appears on a computer screen. Screenshots are essential in documentation to show users exactly what they should see and where to click.

Visual markings added to images or screenshots to highlight, explain, or draw attention to specific areas. Common annotations include arrows, circles, numbered callouts, and text labels.

A visual element (often a numbered circle or shape) that points to and identifies specific parts of an image or interface. Callouts help guide readers' attention to important elements.

The structural design of documentation that determines how content is organized, labeled, and navigated. Good information architecture helps users find what they need quickly.

A document that establishes standards for writing and formatting documentation. Style guides ensure consistency in tone, terminology, formatting, and visual elements across all content.

A file format that preserves document formatting across different devices and platforms. PDFs are ideal for distributing documentation that should look the same everywhere and can be easily printed.

The standard language for creating web pages. HTML documentation can be viewed in any web browser and is ideal for online knowledge bases and help centers.

A lightweight markup language that uses plain text formatting syntax. Markdown is popular for documentation because it's easy to write, read, and convert to other formats like HTML or PDF.

The file format used by Microsoft Word. DOCX files are editable and widely compatible, making them useful for documentation that needs to be reviewed, edited, or customized by others.

The file format used by Microsoft PowerPoint. PPTX is useful for creating presentation-style documentation, training materials, and visual guides.

A lightweight data format used for storing and exchanging structured data. In documentation, JSON exports allow content to be programmatically processed or imported into other systems.

Applications that record or capture images of your computer screen. Used to create screenshots or videos for documentation, tutorials, and training materials.

Specialized tools designed for creating, managing, and publishing documentation. These tools often include features like templates, version control, collaboration, and multi-format export.

Software that helps organizations capture, organize, and share knowledge. These systems make it easy to create, find, and maintain documentation across teams.

A collaborative website or platform where multiple users can create and edit content. Wikis are commonly used for internal documentation, knowledge bases, and team collaboration.

Software that manages the creation, editing, and publication of digital content. Many organizations use CMS platforms to manage their documentation and knowledge bases.

A system that tracks changes to documents over time. Version control allows teams to see document history, compare versions, and revert to previous versions if needed.