The conventional method for managing documentation, i.e., writing documents manually, is no longer in vogue. Such methods appear to be useless, particularly when you need to translate or publish large quantities of documents. The only way to manage things in such situations is by opting for automated documentation tools like Dr.Explain.
These tools are platforms or applications that enable you to create, distribute, and manage documentation. They ensure that end users can use the related software/hardware easily without any external help. One issue you will face when using the tool for the first time is choosing the right one among so many options. The section below lists the features an ideal automated documentation tool must possess.
Feature 1: The Tool Must Support Multiple Formats
Traditionally, the term “documentation” refers to printed instructions, information, and comments users rely on when using a specific system or piece of hardware or software. However, over time, the definition has evolved.
While modern-day users do look for detailed info on the software they use, they don’t want the data to come in the form of bulky user manuals. Instead, they want them in formats like HTML, CHM, PDF, RTF, etc. So, when you pick a documentation tool, make sure that it supports these popular formats.
Feature 2: You Must Be Able to Edit Content as Per Your Needs
A feature-filled automated documentation tool like Dr.Explain will greet you with extensive content editing options. It will let you use text in multiple font styles and sizes. Additionally, you’ll be able to incorporate arbitrary and numbered lists, videos, images, tables, macro variables, hyperlinks, and various other special objects into your content.
Feature 3: The Documentation Tool Should Be User-Friendly
There’s no use in getting a tool that is difficult to understand and requires users to learn complex commands. It should let users write content and then format and publish it without any difficulty. Make sure the tool you pick doesn’t have a steep learning curve, as that might stop you from achieving your original goal of creating high-quality documentation. Instead, you may find yourself more focused on understanding the right way to use the documentation software.
Feature 4: You Should Be Able to Integrate with Other Tools
The tool you pick must allow integration with third-party tools when required. For instance, you may need to integrate the automated documentation tool with the project management tool used in your organization and track the progress. To track online documentation metrics like page views, on the other hand, you should be able to integrate the documentation software with an Analytics tool.
Feature 5: Find a Tool That Doesn’t Bust Your Budget
With too many automated documentation tools available on the market, you shouldn’t find it difficult to find one that matches your budget. Ideally, you should pick the tool that offers multiple subscription options to users. You must have biannual and annual subscription options. Top tools also allow users to buy lifelong subscriptions.
Final Words
Always perform detailed research before you invest in a documentation tool. Trusted tools always have a free version. Download that version to learn about its features before you go for a paid subscription.