Voluminous, complex, time-consuming and costly…

Have you guessed what all this is about? This is what software documentation is typically associated with in the man’s mind. Such an obnoxious view on documentation today is caused by people’s ignorance of powerful software documentation tools that can really streamline document creation.

Technical writing is not an easy task. Knowing that software documentation is essential, everyone still avoids taking the responsibility of it. Indeed, automatic software documentation tools can take the hassle out of writing documentation and tackle a number of your challenges at work. What’s important is to choose the right documentation tool for a specific stage of software development life cycle. Thus, we have undertaken a research-based approach and come up with a bunch of tools that may be of great use at each stage as a project progresses. We grouped them into categories according to different types of software documentation so that you won’t have to look any further than this comprehensive list.

Software Documentation Tools That Do the Hard Work for You

As alleged by Harvard Business Review, project life cycle embraces the following stages: planning, build-up, implementation, and closeout.

Using the same logic, types of software documentation involved in each stage can be respectively outlined as below:

To enable faster documentation process and consistency across all pieces of content you produce, it’s better to utilize software documentation tools. They will make you a better writer and an awesome documentation ninja. Let’s get started.

1. Software Documentation Tools for Gathering and Managing Requirements

Gathering software requirements is the #1 task to do when you are just embarking on a new project. To decide what needs to be done is sometimes even more complicated than getting it done. It’s true, inaccurate requirements management accounts for half of project failures. Therefore, we gathered several tools that can help you elicit better requirements and provide clarity to translating brilliant ideas into viable solutions:

1.Jira

Jira is known as popular issue tracking software, but many teams have reported that it is also an awesome tool to manage your user stories and requirements in the hassle-free format.

Jira

Pros:

  • It’s possible to create a JIRA issue type specifically for requirements with its own workflow, custom fields, and reporting
  • You can link related requirements together or with feature requests
  • With the help of subtasks, you can easily add and manage your requirements
  • Stunning official web page.
  • Has profound online documentation

Cons:

  • Too complex to master for newbies
  • Expensive for more than 10 users
  • In order to export a complete requirements document, you will need a plug-in.

There are several powerful apps that generate attractive, flexible export layouts from Jira. For instance, I personally enjoy using PDF View Plugin for Jira and Xporter.

User Story-mapping is a good technique to generate a vivid, dynamic artifact that can be used by the entire team during the whole process of building and improving a product. Here are the tools that will let you write user stories and use cases in a breeze:

2.StoriesOnBoard

StoriesOnBoard is a browser-based cloud solution developed by the Hungarian company DevMads that tackles the problem of user story mapping. It is an online agile collaborative tool for release planning and managing your project’s scope.

Pros:

  • Integration with JIRA, Trello, GitHub Issues, and Pivotal Tracker
  • Team collaboration
  • Export to XLS, PDF or PNG is available
  • There is virtually no learning curve to use this product

Cons:

  • No way to generate a link to share a given storymap; you need to invite users one by one via email
  • No free plan (except a 30-day free trial)

On the flip side, there are numerous drawing tools that enable the drawing of Use Case Diagrams.

3.Smartdraw

Smartdraw is a diagram application used to make flowcharts, organization charts, mind maps, project charts, and other business visuals.  It is a visual communication tool that provides the smartest way to create any diagram using built-in templates and powerful automation.

SmartdrawPros:

  • SmartDraw Cloud is available in 100 languages
  • Has a number of integrations (Jira, Confluence, Trello, G Suite, and more)
  • Effortless Collaboration
  • SmartDraw includes over 4,500 templates for more than 70 different diagram types
  • Software runs on a Windows desktop, on a Mac, and online.

Cons:

  • Some of the exported files are heavy in size
  • There are no 3D tools
  • The timelines are a bit difficult to work with

4.Trello

Trello is a task management application based on the Kanban system that can help you organize your requirements in a simple-to-use format. It a visual colloboration tool that helps you manage current tasks with the help of interactive boards.

 

Trello

Pros:

  • Provides a free plan
  • Available on about any size of screen
  • Creating issues and assigning people to those issues are simple

Cons:

  • Exporting option is not available on a free plan
  • No built-in time tracking and calendar
Free Bonus Download: 2x bigger review of software documentation tools in our brand new ebook!

2. Software Documentation Tools for Writing Software Architecture Documentation

Software architecture design documents lay down the key concepts and principles on which the architecture is designed and describe the logic used to build the software. Without proper architecture documentation, a project may run into a dead end. We’ve compiled a list of tools that are typically used to design software architecture documents.

1. Read the Docs

Read the Docs is a free platform for software documentation hosting with freely available source code. It facilitates writing technical documentation by automating building, versioning, and hosting for you.

 Read the Docs

Pros:

  • Documentation can be automatically built for the web, print, and offline use
  • Multiple versions
  • Support for webhooks, so your docs get built when you commit code
  • GitHub integration

Cons:

  • Since it’s a completely free and developer-oriented tool, it has an outdated user interface

When designing software architecture, it’s essential to visualise architecture models using a collection of diagrams The Unified Modeling Language (UML) is known as a standard visual modeling language primarily designed to document business processes and software architecture using several types of diagrams.

2.GenMyModel

GenMyModel can be utilized to create Unified Language Modeling (UML) diagrams and flowcharts for their further use in software architecture design and team collaboration environments.

Pros:

  • Fast and intuitive interface
  • Centralized model repository
  • Easy collaboration

Cons:

  • Code generation oriented
  • Project-based drawing
  • Complicated pricing system, but there are free packages

3. Software Documentation Tools for Writing APIs

Developers hate technical writing and software documentation unless it is written in a proper and consistent way. To ensure a seamless developer’s experience, one should refer to special software that can automate the whole process. Here is our brief round-up of the top best tools for writing API documentation.

1.Doxygen

Doxygen is the best documentation generator for writing software reference documentation. It is mainly used for auto-generating API documentation, though you can also use it to generate documentation separate from an API.

doxygen

Pros:

  • Can build various graphs and diagrams from the source code
  • Can generate a browsable and syntax highlighted version of your code, and cross-reference that with the documentation
  • Runs on Windows, Linux, and Mac
  • Very customizable
  • There is also support for generating output in RTF (MS-Word), PostScript, hyperlinked PDF, compressed HTML, and Unix man pages

Cons:

  • Once your documentation was built in Doxygen, moving to something else might not be so easy, because Doxygen has its own formattin

2.Swagger

Swagger is the best open source API framework to design, build, and document APIs. Swagger is used both to generate API server code, client code, and the documentation for those services.

Swagger

Pros:

  • Has the largest language support of any open source framework
  • A large community and support base
  • Free to use
  • Automatically generates standard documentation

Cons:

  • Hard to customize
  • No hypermedia support

3.Slate

Slate helps one to write API documentation by using Markdown and lets publish it to Github pages for free hosting. It can create beautiful, intelligent, responsive API documentation.

Slate

Pros:

  • Profound documentation wiki page
  • Intuitive UX/UI design
  • Isn’t tightly connected with source code
  • Customizable because it is written in Markdown

Cons:

  • Writing documentation with Slate is a slower process compared with Swagger because you have to write everything by yourself
  • No Markdown editor

4. Software Documentation Tools to Document Databases

Those companies that have already realized the benefit of documenting databases know all too well how vital it is to have profound database documentation since it helps find out the most troublesome parts of the system and facilitates making a right decision because the risk is easier to evaluate. It is challenging, however, to find the right software that will automate the process of creating database documentation. If you are looking for the appropriate tool, the list of tools enumerated below may be of great use for you:

1.Dataedo

Dataedo is an excellent tool to document your SQL Server, Oracle, and MySQL databases. It can describe each table and column (data dictionary), procedure and function, build ER diagrams from existing schema and generate HTML, PDF or Excel documents.

Dataedo

Pros:

  • Enables to document cross-database dependencies
  • Allows to document stored procedures and functions
  • Provides the possibility to generate Data Dictionary for existing databases
  • Lets you build meaningful ER Diagrams
  • Supports multiple databases
  • Allows offline work
  • Exports files to PDF, Excel and interactive HTML

Cons:

  • Steep learning curve
  • No option to export files to Word or CHM

2.dbdesc

dbdesc produces detailed documents describing your software. dbdesc uses XSLT templates to transform an XML file that holds your database description to get the final documentation. Sample XSLT templates are included to get HTML, RTF and Word 2003 files.

dbdesc

Pros:

  • Includes a built-in SQL Server extended properties editor
  • Has a built-in report engine and report viewer with PDF support
  • Provides Multi-database support  (SQL Server, Ms Access, Oracle and Firebird)
  • Has a table dependency matrix

Cons:

  • Available only on Windows
  • Support for additional databases is in development

3.SchemaSpy

SchemaSpy is an open source Java-based tool (requires Java 8 or higher) that analyzes the metadata of a schema in a database and generates HTML and PNG-based entity relationship diagrams.

 

SchemaSpyPros:

  • Free to use
  • Works with just about any JDBC-compliant database (Oracle/MySQL/DB2/SQL Server/PostgreSQL/etc.)
  • Can identify Ruby on Rails relationships

Cons:

  • Limited customization
  • Slightly outdated website
Related to this article: Database Migration - A Trend Towards Cloud-Based Databases

5. Software Documentation Tools for QA Testing and Test Management

There are dozens of tools to support testing efforts within organizations. Large or small, integrated or standalone, desktop or web, free or paid. Here are the most widely used ones.

Also in this topic: Keep Your Testing Documentation Lean

1.Xray for Jira

Xray for Jira is an example of web integrated test solution. It is embedded directly inside Jira, allowing single project teams to make faster, informed decisions. It is a real-time test management solution aimed to  transform how development and QA teams within enterprises collaborate to release higher quality software on time.

Xray for Jira

Pros:

  • 135 positive reviews with more than 2000 installations on Atlassian marketplace. This kind of evaluation is not that easy to get on a marketplace.
  • Support for automation and enterprise reports
  • Multilingual interface
  • Pricing point. As for every product within Atlassian ecosystem, there is possibility to buy an unlimited product functionality for a fraction of a price compared to alternative solutions running outside of the ecosystem.

Cons:

  • integrated in Jira and cannot be used outside the Jira ecosystem.
  • available only for folks installing Jira on premises, no support for Jira Cloud.

2.TestRail 

TestRail is a test case management tool you can use to form better test cases and test suites. Additionally, it integrates with many issue tracking tools. It comes with the HTTP-based API to integrate with the automated test results.

TestRail

Pros:

  • It is really easy to generate test cases and organize them effortlessly
  • tPowerful visual data representation
  • TestRail is easier to set up for manual testing but is ok for automation as well

Cons:

  • There is not many cons you could find about this tool, but again, some reviewers find it not intuitive
  • Every stakeholder has to be a registered (and often paid) user to see the test results

3.TestLink

TestLink is a free open source web-based tool with typical features like requirement management, test case creation, and maintenance, test runs, tracking bugs, reports, integration with common issue trackers, etc.

TestLink

Pros:

  • It’s free (kaBooM!)
  • Set of features is pretty extensive
  • Has integration with bug tracking systems – JIRA, TFS

Cons:

  • To us personally, this test documentation tool looks really feature reach, but… I’d say its interface was originally born in hell
  • Limited administration features
  • Not that frequently maintained as of now

6. Software Documentation Tools to Create End-User Documentation

When you got a task to write a user guide, a training manual, or any other type of help files, chances are you would firstly turn to the aid of some free tools which are a complete waste of time or do the task manually with the help of a text editor + screen capturing tool + image editor.

Traditionally, you would capture every screenshot separately, use an image editing tool to annotate each one, then upload these visuals to Word, Google Docs or a text editor and manually complement them with text descriptions. Manual work, multiple contexts, plus the time-consuming aspects make the whole procedure ineffective.

1.StepShot Manuals

StepShot Manuals offers the best solution for large enterprises to generate user manuals and online guides just in a few clicks. With StepShot, you may bid farewell to the traditional way of documenting things and get the work done in a timely manner without switching between multiple applications.

StepShot Manuals

Pros:

  • Provides a feature to capture multiple screenshots on mouse clicks
  • Offers publishing a guide into various formats (Word, PDF, HTML)
  • Allows to edit screenshots with a built-in image editor
  • Has integrations with WordPress, Confluence, and SharePoint
  • Allows to keep all guides saved in a library
  • Offers to style your documentation through customizable templates

Cons:

  • StepShot Manuals is Windows-only software

2.MadCap Flare

MadCap Flare is a cloud-based solution for technical writers and content developers that lets you create, publish and manage your content.

madcap flare

Pros:

  • Multi-language authoring, translation, and publishing
  • A number of output formats (HTML5, WebHelp, PDF, Word, XHTML, Clean XHTML, EPUB, DITA and more)
  • True responsive content with the responsive layout editor
  • Project templates
  • Advanced Stylesheet Editor with Multiple Medium Views
  • Team Collaboration and Project Management

Cons:

  • Expensive
  • No remote working opportunities
  • No 401k match

3.SAP Enable Now

SAP Enable Now helps improve user adoption and the efficiency of software programs across  enterprises creating powerful e-learning content for employees.

SAP Enable Now

Pros:

  • On-premise or cloud deployment
  • Single-source recordings
  • Customizable learning content
  • In-application help and performance support
  • Training simulation and test-script creation

Cons:

  • Complex pricing
  • Very high Total Cost of Ownership (TCO)
  • High risk deployment

4.Oracle UPK

Oracle UPK is a unique platform to generate, deploy, control and maintain software training content to ensure better end user adoption. Oracle UPK delivers context-sensitive help directly within the application to walk the user through a business process reducing help desk calls.

Oracle UPK

Pros:

  • Available in 22 Languages
  • Has a number of  integrations with core ERP systems
  • Supports any application
  • Automatically captures a process as you perform the procedure
  • 4 Million users globally

Cons:

  • Oracle discontinues the development of User Productivity Kit an UPK premier support ends in April 2019
  • Outdated and heavy interface
  • Super complex
  • Price per one user – 17k USD
Free Bonus Download: 2x bigger review of software documentation tools in our brand new ebook!

7. Software Documentation Tools for Marketers

When it comes to marketing documentation, it’s usually associated with boring formal reporting of all your actions, which takes a lot of time for a marketing department. However, nowadays, the idea of marketing documentation has been transformed into a cross-functional collaborative space, where team members visualize their ideas, track each other’s activity, set up strategic  goals and analyze achieved results to improve marketing activity of their company. This innovative approach helps make your documentation a powerful marketing asset and put your team productivity at the whole new level. Here is the list of 7 impressive marketing documentation tools for your team:

1.Lucidchart

Lucidchart is the the best marketing documentation tool to build different types of flowcharts for your marketing processes. Starting with visualizing simple sketches of your future content campaign and ending with comprehensive user journey flow, Lucidchart will help you organize all stages and ideas in one beautiful diagram.

 Lucidchart

Pros:

  • Has a number of beautifully made templates for different categories
  • Is fully integrated with popular platforms (including Confluence, Slack, G Suite, etc.)
  • Is connected with Visio, allowing you to export and import Visio files
  • Provides an opportunity to collaborate and share your work within a team

Cons:

  • Basic paid plan has a considerably limited data storage
  • Data linking diagrams are only available in pro packaging
  • Doesn’t have an opportunity to work offline

2.Visio

Visio is useful software to help you visualize and simplify any processes at your company. It allows to design amazing diagrams, process modeling and data visualization with using templates that conform to industry standards. This visual documentation tool is a good choice for creating simple and understandable data-linked diagrams for your marketing operations and activities.

Visio

Pros:

  • Has a special integration with other Microsoft products like Skype for Business or Excel
  • Offers a package with online and offline service, providing it with Microsoft data protection technologies
  • Gives an opportunity to customize existing templates and get unique visuals from content store
  • Pro plan has an option of multiple product installation on up to five PCs

Cons:

  • Many important features like co-authoring, offline access and live data connection are not included in basic plan
  • Is rather expensive for personal use in comparison to similar products in industry
  • Can be too complicated in use if you’re searching for simple visual documentation tool to generate basic workflows

3.Podio

Podio is a multifunctional cloud-based tool that can empower your work management and team collaboration. It successfully combines data and content, conversations, business processes, and advanced workflows structured in one powerful tool.

Podio

Pros:

  • Provides easy file sharing, data visualization and connected CRM
  • In addition to established integration with popular platforms, this tool offers the opportunity to have custom integrations or build new apps
  • Has special extensions platform, where you can find numerous of useful extras for improving your experience with Podio
  • A completely free plan for up to 5 employees
  • A Chrome browser extension

Cons:

  • Has a lack of default features and requires full customization, which makes it complicated to use without massive training
  • Such important features as creating reports, synchronising contacts from other tools and real-time notifications are only available in the premium account
  • Building advanced workflows requires upgrading to a professional plan

Recap

 

And there we have it: 21 software documentation tools at your disposal. Automatic software documentation tools can be used at each stage of software development life cycle depending on the type of content you want to create. In fact, they can help you gain control of your daily routine tasks and save a great deal of time. Having good documentation is a key asset nowadays.

Tap into these tools and make your documentation stand out.

This is not the full list of tools we have compiled…If you are curious to learn more software, download a free e-book and have this information always at hand.

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