Content Management Systems for Technical Documentation
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Technical documentation teams can have different approaches to doing many things. A lot of the stuff can be altered in help authoring, leaving that to personal preference, but when it comes to choosing a place to store user manuals, one needs to be really careful. Today, we will talk about using a CMS for delivering technical docs to readers and why this is not ideal for the case.
It is a good practice to start any research with identifying some terms. Let’s follow this rule of thumb and see what CMS means. Wiki can help: ‘A content management system (CMS) is a software application that can be used to manage the creation and modification of digital content’. Well? This does sound about right and quite fitting for user manuals. If we read further, we can come across more evidence that a CMS could benefit help writers, like, for one, it can support collaborative work. And all kinds of digital content can be embedded including videos, images, maps, etc.
But don’t let this fool you. This might sound promising, but content management systems were actually developed for entirely different purposes. Soon enough you will find many issues if you really try to use it for documentation. Especially when your company is already using some sort of a CMS, it is easy to be misled and decide that this might be a great solution for the doc team. We would like to point out several things you should consider before getting into this whole CMS for documentation thing.
But before even diving into details, think about this carefully – as stated above, content management systems were not developed to meet tech comm needs. Which means that you will hardly find any solutions targeting your ways of working with documents. Of course, you can try and adapt the tools a CMS offers for your use case, but that would be a foundation built on workarounds. And that’s not good.
When you have a choice between a solution tailored to your needs and something else, perhaps, more general, we suggest that you go with the first option. Now, we did the legwork for you, and here are the main reasons why using a CMS for help and documentation is not the best thing to do:
If you are already using a CSM for technical documentation, then you know about everything written earlier and probably wondering what are the better options and how you can move to a different solution effortlessly. You can actually take all your content and migrate it to a help authoring tool of your choice. In ClickHelp this is done by exporting the help topics from a CMS using the following formats: HTML web help zipped, DOCX, ODT, and importing them to your ClickHelp documentation portal. That’s it! No more workarounds and restrictions! You can experience the full potential of working with documentation portal as a service, and stop worrying about looking for ways to do the simplest help authoring things!
The techcomm industry was not always prospering as it is now. We didn’t have many tools that would meet all requirements and allow smooth and user-friendly experience for tech writers. Luckily, the market of software for help writers is blooming at the moment. This is why tech writing teams do not have any strong reasons to look into partial solutions like a CMS to publish their user manuals – there are better ways to create and manage a modern documentation site.
Good luck with your technical writing!
ClickHelp Team
Author, host and deliver documentation across platforms and devices
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