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Learn how to efficiently manage Knowledge Management System (KMS) documentation versions with this step-by-step guide
Effective knowledge management is crucial for organizations in today’s fast-paced digital landscape. As systems and documentation evolve, keeping track of various versions becomes essential. Users rely on accurate, up-to-date documentation, whether it’s product updates, system changes, or bug fixes. That’s where Knowledge Management System (KMS) documentation versioning comes into play.
Having recently worked on documentation versioning in a low-code platform, I’ve found that it significantly streamlines the process for both developers and users. This blog explores how to manage KMS documentation versions efficiently, leveraging low-code tools to simplify the process.
Documentation versioning allows users to:
Low-code platforms make it easier to create, manage, and update versions of documents without extensive coding. Here’s how documentation versioning can be handled on a low-code platform:
Fig.1: Documentation Structure
Begin by organizing your documents in a well-defined structure. Group documents based on:
Fig.2: Versioning Policy
Define a policy that outlines:
Fig.3: Use Low-Code Features for Automation
Leverage the automation capabilities of your low-code platform to:
Fig.4: Implement Role-Based Access
Ensure that only authorized users can edit or publish new document versions. Low-code platforms often provide role-based access control (RBAC), allowing you to assign permissions to different user roles (e.g., author, reviewer, publisher).
Fig.5: Track and Compare Changes
Version control in documentation is crucial for maintaining clarity and keeping users informed of updates. Here’s how you can ensure changes are tracked and easily comparable:
Documentation tools should allow users to view historical changes. Each version should have a timestamp, a description of updates, and a unique version ID. This ensures transparency and allows users to revert to previous versions if necessary.
To make understanding changes easier, provide a side-by-side comparison feature. This shows the old version on one side and the updated version on the other, enabling users to directly compare modifications. This feature is particularly useful for technical documents, where even minor tweaks can have significant impacts.
Highlighting specific changes in different colors or formats (e.g., strikethrough for deletions, underlines for additions) helps users quickly scan for updates. Visual cues make it easier to grasp what’s new or different without manually combing through the text.
Include a change log section in your documentation. Each log entry should briefly describe what was added, removed, or modified in that particular version. This can be accompanied by links to the detailed version or specific sections where the changes were made.
Keep users engaged and informed with notifications when a new version of the documentation is available. This can be done through in-app messages, emails, or notifications within the documentation portal itself.
Fig.6: Provide Users Access to Different Versions
Ensuring users have access to both current and past versions of documentation enhance transparency, usability, and flexibility. Here’s how you can provide seamless version access:
A version drop-down menu is a quick and intuitive way for users to switch between documentation versions. The menu should be easily accessible, usually at the top of the page, and list each available version along with corresponding release dates. This allows users to select the version that best fits their needs, especially when working with different product releases or features.
A dedicated version history page gives users an overview of all the available versions, complete with release notes. This page should include a brief description of each version’s key updates or changes, along with links to the full documentation. By presenting the information in chronological order, users can easily navigate through previous iterations and understand how the documentation has evolved.
Regularly audit the documentation system to ensure that:
Managing KMS documentation versions is crucial for delivering the right information to users at the right time. By utilizing low-code platforms, organizations can simplify the process of documentation versioning, reduce manual work, and improve collaboration. With automated version control, clear policies, and efficient workflows, you can ensure that your documentation is always accurate and easy to manage.
Author: Gnanaprakash Govindharaj, Associate Research and Development
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