Documentation Glossary

Documentation is written material that explains how something works, how to use it, or how to perform a task. It takes many forms — user manuals, step-by-step guides, procedures, API references, and internal wikis — but the goal is always the same: to capture knowledge so it can be found, followed, and reused without the original author in the room.

A knowledge base is a centralized, searchable repository of information, articles, and documentation that helps users find answers and learn about a product, service, or process. Knowledge bases are usually self-service, so customers or employees can solve problems without contacting support.

A user manual is a comprehensive document that provides instructions on how to use a product or system. It typically includes setup instructions, feature explanations, troubleshooting guides, and FAQs, written for the end user rather than the developer.

A step-by-step guide is a document that breaks a process or task into sequential, numbered steps. Each step includes a clear instruction and often a visual aid like a screenshot, so the reader can follow along without guessing.

A tutorial is 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 walk the learner through hands-on examples from start to finish.

A quick start guide is a condensed document designed to help users get started with a product or process quickly. It covers only the essential steps needed to begin, deliberately omitting advanced features and edge cases.

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

An SOP (Standard Operating Procedure) is a detailed, written instruction document that describes how to perform a routine activity. SOPs ensure consistency, quality, and compliance by giving every team member the same step-by-step instructions to follow.

Process documentation is a written record that describes how a business process works from start to finish. It captures the steps involved, who is responsible for each one, what tools are used, and the expected outcomes.

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

A process map is a visual representation of a workflow that shows all the steps, decisions, and connections involved. By laying a process out visually, a process map makes it easy to see where work flows smoothly and where it stalls.

A checklist is 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, pre-flight checks, and any repetitive process where consistency matters.

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

A playbook is a document that outlines strategies, processes, and best practices for achieving specific goals. Playbooks are common in sales, marketing, and customer success teams, where they ensure everyone takes a consistent, proven approach.

A work instruction is a detailed document that describes exactly how to perform a specific task within a process. Work instructions are more granular than SOPs — where an SOP describes the whole procedure, a work instruction focuses on a single task and the precise way to complete it.

Technical writing is the practice of creating clear, concise documentation that explains complex information to a specific audience. Technical writers produce user manuals, API documentation, help articles, release notes, and more.

Technical documentation is documentation that describes the technical aspects of a product or system. It includes architecture documents, API references, system requirements, configuration guides, and developer onboarding material.

API documentation is technical documentation that describes how to use and integrate with an Application Programming Interface (API). It includes the available endpoints, request and response parameters, authentication methods, error codes, and code examples.

A screenshot is a captured image of what appears on a computer screen. In documentation, screenshots are essential because they show users exactly what they should see and where to click, removing any doubt about the interface.

An annotation is a visual marking added to an image or screenshot to highlight, explain, or draw attention to a specific area. Common annotations include arrows, circles, numbered callouts, highlights, and text labels.

A callout is a visual element — often a numbered circle or a shape with a pointer — that points to and identifies a specific part of an image or interface. Callouts help guide the reader's attention to important elements and tie them to written steps.

Information architecture is the structural design of documentation that determines how content is organized, labeled, and navigated. Good information architecture helps users find what they need quickly, even in a large body of content.

A style guide is a document that establishes standards for writing and formatting documentation. Style guides ensure consistency in tone, terminology, formatting, and visual elements across everything a team publishes.

PDF (Portable Document Format) is a file format that preserves document formatting across different devices and platforms. A PDF looks the same whether it is opened on Windows, macOS, a phone, or printed on paper.

HTML (HyperText Markup Language) is the standard language for creating web pages. HTML documentation can be viewed in any web browser, made searchable, and updated instantly, which makes it ideal for online knowledge bases and help centers.

Markdown is a lightweight markup language that uses plain-text formatting syntax. Simple symbols like # for headings and * for emphasis let you format text without a complex editor.

DOCX is the file format used by Microsoft Word. DOCX files are fully editable and widely compatible, which makes them useful for documentation that needs to be reviewed, commented on, edited, or customized by others.

PPTX is the file format used by Microsoft PowerPoint. PPTX is useful for creating presentation-style documentation, training materials, and visual guides where each step or topic gets its own slide.

JSON (JavaScript Object Notation) is a lightweight data format used for storing and exchanging structured data. It represents information as human-readable key/value pairs and lists, and is widely used by APIs and applications.

Screen capture software is an application that records or captures images of your computer screen. It is used to create screenshots or videos for documentation, tutorials, and training materials.

Documentation software is a specialized tool designed for creating, managing, and publishing documentation. These tools often include features like templates, version control, collaboration, search, and multi-format export.

A knowledge management system (KMS) is software that helps organizations capture, organize, and share knowledge. These systems make it easy to create, find, and maintain documentation across teams so institutional knowledge does not get lost.

A wiki is 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, where anyone can contribute and improve a page.

A Content Management System (CMS) is software that manages the creation, editing, and publication of digital content. A CMS lets people create and update content — including documentation — without needing to write code.

Version control is a system that tracks changes to documents over time. It lets teams see the full history of a document, compare versions, and revert to a previous version if a change introduces a problem.