Put Organizational Branding in Guide’s PDF using Documentor WordPress Plugin

When you put product documentation or guide on your site, you prefer to have a PDF version over there as well. Sometimes visitors just download the PDF and read offline to get that printed. Documentor WordPress plugin allows to generate PDF version of created product guide and displays the same on the guide’s page. Generating a PDF is just one click away in Documentor plugin. Like the online version, branding is also important in the PDF version of the guide or help document, so that if the guide gets printed, the branding items such as Logo, Name of the company etc. appears on the PDF.

Documentor comes with ready options to customize the PDF with own branding logo and details. Also one can customize the fonts, footer text, header text, guide’s subtitle and other areas of the PDF. There is an option to upload the logo which will appear on every page of the PDF and the footer text will also be visible on each page.

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Why Branding is Important?

Well, as I have mentioned earlier in this article, branding such a logo placement or footer area text helps in promoting your product even offline. If someone will download the PDF and send that to his friend or colleague, the product’s branding will still be there and one can move to your site anytime. That helps in generating more traffic and sales. So here are few benefits of having organizational branding on product’s guide or documentation’s PDF.

  • More exposure for the product or services
  • Generate traffic and eventually more sales
  • Copyright protection
  • PDF looks exclusive for the product or the company

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Once downloaded, this is how the branding looks in the PDF version of the guide.

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Generated PDF will appear as a downloadable link on the documentation page. If you do not have the logo ready, you can use Header Text and Footer Text for branding in the guide’s PDF as well.

Requirement to use Branded PDF feature in Documentor

PDF branding option comes loaded with the PRO version of Documentor WordPress plugin. You only need WordPress CMS to install the Documentor plugin and use the branding features in generated PDF.

Get Download PRO WordPress plugin now

How to Create a Good Product Documentation

It is really hard to imagine and use a particular product without knowing how actually it works. It becomes very hard to shoot your query at the support each time and then one should wait for the support team to revert on the same. There are times when you are asked to wait in a queue for at least 2 days (approximately 48 hours). During such situations you are forced to delay the work unless the query is sorted. In order to avoid such situations that is affecting the growth of the company, it is always good to have a documentation of the product and all the queries will get sorted very easily by just referring to the documentation.

Types of Product Documentation:

  • Guides – Guides can be considered as a stepping stone in order to use a particular product.
  • Feature Documentation – It will list out all the features that are supported by the particular document along with the settings related to it.
  • Knowledge-base – Knowledge-base will consist of forums and frequently asked questions that are put forth by the visitors. Different issues along with the cause and resolution will be mentioned here.
  • SDK – SDK will contain the coding of the product along with its API. This documentation will be very useful for the developers.
  • Case Study – It will consists of various detailed documentation of how a product is implemented for different businesses in real life.
  • Internal Documentation – This documentation will be referred only by the staff members that will be used by the team for future development.
  • Marketing Documentation – This document will focus to attract visitors to your site, that will list out the cost and general features of the product.

When you are building a documentation for your website, it is very important that the documentation is categorized in the following way as mentioned above. It is very important that the documentation should cover each aspect of the product though you will find some of the aspects to be very simple. While writing a product documentation it is necessary that you should target to the newbies who are totally unaware about it.

Things to include for Product Documentation:

Depending upon the type of document that you are building, there can be different factors that can be included and those are:

  • Screenshots and Pictures – A picture or screenshot will help the visitors to understand the product in a better way as compared to the words. There are many visitors who will prefer to go through the images instead of reading the doc line by line.
  • Examples – In order to help the visitors to understand the product in a better way it is always good to include examples and that will also help them to relate with the situation.
  • Settings Flow – Instead of writing long paragraphs for a particular setting, one can include the flow for the settings of the product. For Example : Adding a Post in WordPress, you can give the flow as: Admin Panel >> Posts >> Add New
  • Documentation Update – Keep a check on the new features and modification that are added for the product. And accordingly there can be the changes that can be added for the documentation. If the changes for the document is not done than the visitors will keep on referring the old documents and will be confused.

Key Factors to be included for Product Documentation:

  • Installation Process – It is essential to start your documentation with the installation process that will be a great help to the clients.
  • Feedback from Clients – It is good to include the feedback and suggestion place for the visitors where they can suggest an edit for the document. This will help to represent the document in a better way.
  • Offline Reading – For the offline reading of the document, one can generate a PDF for it and can directly share with others for the offline reading.
  • URL for each section – The whole document can be divided into different sections and there can be different URLs for each of the section. Instead of reading the whole doc one can directly refer to the URL of the section and thus it will be time saving.
  • Simplicity – No one likes to read the long documents, one always prefers to have the document which are simple and easy to understand. Also it is good to explain each of the section point wise so that clients will find it easy to understand.

Besides the above mentioned points there are many product documentation plugins that will indeed ease your work and allow you to build a better documentation for your site.

Important Product Documentation Plugins:

WordPress provides with many of the plugins related to product documentation. They will indeed help you to create the online product documentation very easily. To list a few of them are:

Documentor: This plugin will help you to create an online product guide or the help document very easily. It allows you to add the sections and change the colors for them very easily. It will help you to publish a professional looking documentation with a very unique design.

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WP Documenter: One can create a documentation in a very easy way using this plugin. It will also allow you to create document’s single page template for the front-end. It provides with a draggable menu according to the section title that is used.

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Simple Documentation: It is one of the very important plugin for the product documentation that will allow the developers to provide documentation from the WordPress Dashboard. It also allows the backend users to pin the items in order to highlight them.

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Easy Documentation: This plugin provides with a built-in editor and a step wise instructions to add the content for the website. It is a good plugin for any non experienced users as it allows to create any of the document step wise.

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A good product documentation will indirectly help to improve the sales of the product, also there will be lots of errors and mistakes that will be avoided due to accurately written procedures. The above points and the documentation plugins will surely help you to write a good product documentation.

Build Single Page Knowledge Base with WordPress Document Management Plugin

In order to provide with the efficient customer service to your customers there is a need to have a knowledge base for improving website’s usability and providing with a good customer service. No one will compromise in providing with a good customer service so there is a need to have a knowledge base tool that can ease the work.

There are different WordPress Document Management Plugin that are available in the market. But before making any choice that will suit with all your needs one should have the road map of all the features that one is looking for. To highlight a few of them:

  • Supporting all Content type:

It should support all the content type for the document. One should be able to include videos, images, PDF embeds, Google maps, tables and others.

  • Multilingual:

It should have the ability to translate the document into multiple languages.

  • Responsive:

The WordPress plugin needs to be responsive and should be supported with all the devices.

  • Multiple Sections:

For the particular guide one should be able to add multiple sections so that it can be easily distinguished.

  • Different Skins and Designs:

One should be able to customize and apply different skins and designs for the particular document.

  • Simple and Easy:

It should be simple to understand and one should be able to embed the shortcode and template tags easily to display it on the front end.

Considering with all the above features one is looking in order to build a knowledge base, this can be achieved through WordPress plugin Documentor.

Simple steps to build knowledge base with Documentor:

Step 1] In order to use Documentor the Documentor WordPress plugin is to be activated. After you have downloaded the zip file and added to the plugins folder go to:

Admin Panel >> Installed Plugins >> Documentor >> Activate

Ones the plugin is activated then you will find the Documentor option in the admin panel where the settings related to it can be done.

Step 2] Create a document from:

Admin Panel >> Documentor >> Create New

Enter the name of the guide and select the settings that you want to apply for the particular guide.

Step 3] According to ones need one can add different sections for the particular guide. There can be different settings that can be applied for the particular guide from:

Admin panel >>Documentor >> Manage >> Select the particular document >> Edit Section >>  Settings (Basic Settings, Formatting and Advanced Settings)

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One can enable or disable the Scrolling option from the settings so that when ever one clicks on the menu title content gets visible in scrolling effect.

Even the Load Sections using AJAX can be enabled for which only the active menu’s contents will get visible using AJAX.

From the Global Settings one is able to decide about the post types that will be supported for adding sections.

Step 4] In order to display the document on the front end, Shortcode and Template tags can be used for the particular posts and pages. This can be attained from:

Admin Panel >> Documentor >> Manage

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It will list out all the documents name along with the short codes and template tags that can be used for displaying it on the front end.

WordPress Document Management Plugin lessens the Paperwork:

The main purpose to have a WordPress Document Management Plugin is to reduce the paper work of the employees so that they can rely on it, to manage all the documents. It also brings lots of efficiency to their work and saves time. A Document Plugin with good features  is very simple to use and does not require much technical knowledge to understand it.

There is a saying by Pearl Bailey, “What the world really needs is more love and less paperwork.” So find the one WordPress Document plugin that will meet with all your requirements and needs.

7 Ways to Easily Manage Already Published Documentation of Products

After you have launched your product the first thing that you do after that is to write the documentation of the product so that the visitors can have a better understanding of the product. The main reason to write a document is to make it easy for the visitors to refer it anytime and at any place. This will indeed save the time of the visitors as well as the staff agents, as the visitor can directly refer the document so there will be no need for them to post the ticket in case of any query and wait for the response of the staff agent.

Common Mistakes People make after the Documentation of Product is done:

The very common mistake that people do is that, after they have written an article for the product they feel that they are done. Though they keep on updating for the features of the product but there are no changes that are made for the document of the product. There is no way in which the visitor can share their views and put forth their queries on the particular document. This indirectly effects the product in the below ways:

  • Effects the SEO
  • Clients are not able to get the update for the new features of the Product through document.
  • Visitors loose their interest as they also prefer reading new and updated content.
  • They will not find it to be engaging if there is no way to give the feedback or express the views for it.

7 Ways to Manage existing Documentation:

1) Keep on Updating your document:

It is always good to keep on updating with the new changes and the features that are been added for the product. This will keep your visitors engage and everyone likes reading a new and fresh content.

2) Feedback from the Visitors:

The best way to keep the visitors engage for your product is by including a feedback form where they can share their views and they will feel involved for the product offered. This will give the impression to them that the feedback from the client really matters.

3) Putting Like/ Dislike button:

Like/ Dislike button will give a chance for the visitor to share their views on the article that whether they liked the document or not. Also they will feel their involvement for it.

4) Social Media Sharing for Document:

Social Media plays a very important role in the present scenario. It is always good to include this social media buttons for the document.

5) Edit Suggestions by the visitors:

Visitors can also show their contribution for the document by suggesting their edits and ideas for the document. This will also help to present the document in a better way.

6) Keep on comparing your Product and Document:

It is always good to compare your product as well as the document that will attract more visitors to your site. Keep on changing the content of the product that will keep it up to date.

7) Updated Date:

It is a good idea to include the date when the present article is updated, this will let the visitors to know that the content they are reading is not out dated and it has been updated till date.

All these features are supported by Documentor plugin that helps you to create online documentation easily. The above ways will surely help to manage your existing article in a better way that will attract the visitors.

Auto Generating PDF of Knowledge Base with WordPress Document Management Plugin

Having a good website with attractive plugins and themes with many features does not mean that you are done. There is a need to have a place where people can connect with each other and get the desired information that can be easily get from anywhere and anytime. Each time you cannot expect your customers to submit a ticket for a simplest query and wait for the agent to get a reply. So there is a need to have a knowledge base tool where one can put all the information of the product.

Features of Knowledge Base:

  • Eases the work of Customers:

Whenever a customer have a query he can go through the knowledge base article and get the desired solution instead of waiting for the solutions.

  • Saves time of staff agents:

The customers get solutions for their queries from the knowledge base so there is no need for them to contact the support agents each time thus saving the time of staff agents.

  • Flexible:

It is very flexible since one is able to access the information irrespective of place and time.

  • Collaboration:

Multiple employees can collaborate to share the particular information of the organization. Thus they all share a common platform to put forth all the information.

Need to generate PDF of knowledge base:

There is a need to create a electronic version of the knowledge base so that one will be able to send the electronic drafts without altering the original format. Also it should be secure and compatible across many platforms. This can be easily achieved through PDF generation of the knowledge base. There is a WordPress Plugin available to auto generate PDF of knowledge base through Documentor.

Simple Steps to Auto generate PDF with Documentor:

Step 1] In order to use Documentor the Documentor WordPress plugin is to be activated. After you have downloaded the zip file and added to the plugins folder go to:

Admin Panel >> Installed Plugins >> Documentor >> Activate

Ones the plugin is activated then you will find the Documentor option in the admin panel where the settings related to it can be done.

Step 2] Create a document from:

Admin Panel >> Documentor >> Create New

Enter the Guide name and different sections can be added for the particular guide.

Step 3] Ones the guide is created go to:

Admin panel >> Documentor >> Manage >> Select the particular document >> Edit Section >> Settings >> Advance Section >> Save PDF (It can be either enabled or disabled from here) 

Step 4] Ones you are done with these settings, go to manage and select the particular documents for which you want the PDF to be generated. Under the sections for the particular document towards the bottom there will be Generate PDF option. Hit the button each time whenever there are certain changes in the section whenever you need to generate the PDF else old PDF will get generated and downloaded from the front end. There will be a pdf symbol that will get appeared on the front end after PDF generation.

There are two ways for which the PDF can be generated:

1) If Load sections using AJAX is disabled:

Admin panel >> Documentor >> Manage >> Select the particular document >> Edit Section >> Settings tab >> Advanced Settings >> Load sections using AJAX (disabled)

If it is disabled then one will find Generate PDF button below all section on Edit page.

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2) If Load sections using AJAX is enabled:

Admin panel >> Documentor >> Manage >> Select the particular document >> Edit Section >> Settings tab >> Advanced Settings >> Load sections using AJAX (enabled)

If it is enabled then one will find Generate PDF button for every section on Edit page.

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Highlights of Auto generated PDF with Documentor plugin:

  • PDF Formatting:

One can format the PDF from the PDF options where the Title, Header, Footer, Subtitle and many other options can be easily changed.

  • WPML Compatible:

Documentor is WPML compatible, so the PDF file can be generated in any language.

  • Import and Export Guide:

One is able to import the document that is created on the localhost and Export it using from the Manage Guides option of the Documentor.

  • Responsive:

Documentor is supported and responsive to all the devices.

  • Supports all content types:

It supports all the content type such as videos, images, Google maps, tables and many more.

Thus Documentor has helped to create online product documentation very easily along with the auto generate PDF feature which is a great feature indeed.

Create Knowledge Base with Visitor Feedback Option using WordPress Plugin

While building up of a website one has realized the importance to build a Knowledge Base for providing the better customer service to the customers. It is not only helpful to the visitors but also to the staff agents as it saves their time for answering to the queries that has been included to the Knowledge Base. Besides this the customer can look upon the content any time and at any place without actually contacting the support team.

Getting Feedback from Visitors:

Visitor’s Feedback Options on Gmail Help

When a knowledge base has been put for the particular website, one should also know the importance of the feedback that one gets from their visitors. Below will highlight the points regarding the importance of visitors’ feedback:

  • Get to know about the things in which one is lacking:

Depending upon the feedback and the suggestions that one gets from the visitors, they get to know about the things in which they are lacking and they can work to improve it. This will help to provide a better experience to the users.

  • Customer Satisfaction:

If the customer is happy with the knowledge base that has been published and all their queries get solved due to it then they will provide with a positive feedback. Through this one gets to know whether the customer is satisfied and all his questions are resolved by going through the knowledge base.

  • Suggestions from visitors:

The visitors can also point out the things that are missing and the topics that requires more elaboration. Accordingly depending upon the feedback that the visitors give it can be implemented for the improvement of the knowledge base.

  • Scope of improvement of the content:

One can implement the things and the feed backs of the visitors for the content and they can work on it in order to improve it. This will improve the content and present it more appropriately to the visitors.

WordPress Plugin that allows Visitor Feedback option:

One of the most popular and useful WordPress Plugin that allows you to have a Visitor Feedback option is through Documentor. It helps to create online product documentations very easily. Different content types such as videos, images, PDF embeds, Google maps etc. are supported.

Simple steps to create knowledge base with Visitor Feedback option using Documentor:

Step 1] In order to use Documentor the Documentor WordPress Plugin is to be activated. After you have downloaded the zip file and added to the plugins folder go to:

Admin Panel >> Installed Plugins >> Documentor >> Activate

Ones the plugin is activated then one will find the Documentor option in the admin panel where the settings related to it can be done.

Step 2] The document can be created from:

Admin Panel >> Documentor >> Create New 

The new guide can be created and there can be different sections that can be added for the particular guide and different settings that can be applied for the same.

Step 3]  User can submit the feedback if the User’s feedback option is enabled from the settings. By default this option is enabled. One will find this option from:

Admin Panel >>Documentor >> Manage >> Select the particular document >Edit Section >> Settings (Advanced Settings) >> Visitor’s Feedback (enabled)

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One needs to enable this option if he needs feedback from the visitors. Also one can select the fields that one wants to appear for the visitors on the front end from the Format option.

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One can make the changes for the fields for the feedback form and accordingly it will appear on the front end for the visitors. The visitors can post their suggestions and feedback by filling the details of the form.

Following these 3 Simple steps for creating knowledge base with Visitor feedback option using Documentor you are done!

Apart from Documentor, there re many other free plugins available for creating documentation but you may not find visitor’s feedback option there. Now you must have understood the importance of having an effective feedback option. This feature is good for the company as well as customers.

Create Knowledge Base using Documentor WordPress Plugin

Knowledge Base for WordPress

With a good product in hand or offering an amazing service, it is expected that it will be backed by a nice documentation or help guide. Common term for such documentation portal is Knowledge Base. After reading about the features of the released product e.g. software, WordPress theme, plugins etc. people usually move to check if a well documented knowledge base is present. It helps users in implementing and using the product without contacting the developer or concerned support team.

A good knowledge base also helps developer or company by reducing the number of support queries.

There are many ways through which you can create a knowledge base such as third-party cloud hosted platforms, Wiki platforms, custom HTML pages etc. In this tutorial, I will explain how to create a beautiful and neat knowledge base using WordPress with Documentor plugin.

Documentor, a WordPress plugin, enables you to can create and manage multiple documentation for different products or services. One can create a knowledge base or help solutions page using existing posts, pages, custom post types or by adding new documents (another Custom Post Type provided by Documentor). With the help of drag and drop method, it becomes very easy to maintain already created documentations as well.

The Knowledge Base created using Documentor can have two types of operations.

  1. Inline Documentation
  2. Ajax Enabled Documentation

Inline Documentation – A single page layout with fixed menu in left panel and content area in right side. The right side content will be highlighted depending on the click on left panel. All the documents are already loaded and appearing on the page, but when clicked on left menu, the highlighted content will scroll up or down. This operation is very easy to navigation as well as help in searching something on browser using CTRL + F key from the keyboard.

Ajax Enabled Documentation – If the documentation is very lengthy and bulky, it is suggested not to load the complete content at first. In this operation, when the left menu is clicked, the corresponding content will load from server using AJAX. It means the page will not get loaded, but the content will change.

Knowledge Base with User Feedback

A good knowledge base should have an option to receive feedback from visitors as well. It is available with Documentor where user can submit feedback by saying whether the documentation helped or requires some changes. The administrator will not notified about the feedback instantly.

To move the knowledge base from one domain to another, it comes with export/import feature. It allows you to move the documentation as well as the settings to new domain or even to a new server. This scenario comes if you want to move the knowledge base from test server or domain to production server. No need to put the effort of creating the knowledge base again or use some MySQL export/import methods. Just use our UI option to replicate the same knowledge base again on new server or domain.

Search Field for Better Search

Search in Knowledge Base is also what is required for good navigation and help. You will find a search box placed just above the left menu for easy search by the users. It searches and highlights the results for better access.

For offline reading, Documentor is having an option to download the complete knowledge base and read it later even if not connected with the Internet. Very helpful feature for those who want to go through the help documentation on the go.

Conclusion

As a matter of fact, a good Knowledge Base or Help Guide Documentation can be created using WordPress with the Documentor plugin. For the design implementation, the plugin comes with 5 ready skins to make the Knowledge base look professional and neat.

I hope you enjoyed reading this article. Share your feedback or comment via the form below or connect with us via Twitter and Facebook.