Documentation Excellence: edoc's Journey with Confluence Cloud and K15t’s Scroll Apps

 

In today's fast-paced, digital world, efficient documentation is the backbone of any successful organization. For edoc solutions ag, their previous outdated workflows were a roadblock to them achieving their best performance.

Over the past few years, the edoc team have embraced a modern solution: Atlassian Confluence. By adopting Confluence and K15t’s Scroll Apps, edoc transformed their documentation processes from fragmented to streamlined, enhancing both internal workflows and customer support.

This story highlights their journey towards ‘documentation excellence’.

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Meet edoc solutions ag

Based in Germany, edoc solutions ag is a leading software manufacturer for purchase-to-pay processes. They specialize in digitalizing business processes, offering services that streamline document management and drive digital transformation for their clients.

When Heike Fischer joined edoc in 2021 as the Language Quality and Localization Coordinator, she immediately saw the need to elevate their documentation practices to match the company’s forward-thinking approach.

Heike’s mantra is simple: "Good documentation is written in a simple and clear structure and focuses on the audience’s needs. Self-service is the key." Her vision was to ensure that users had instant access to help and information when they needed it most.

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The Problem: Disjointed Documentation

Before 2021, edoc’s documentation process relied heavily on Microsoft Word. Customer-facing and internal documents were stored separately and shared via email—a method that was anything but efficient. This approach presented several challenges:

  • Inefficiency: Keeping documents updated, tracking changes, and managing translations was a clunky task.

  • Lack of a Central Source: Without a single source of truth, finding and sharing the latest versions of documentation was a struggle.

  • Time Drain: Formatting Word documents took up time that could have been spent on writing content instead.

  • Fragmented Workflows: There was no centralized location for users to easily find the answers to their questions.

edoc needed a solution that was efficient, user-friendly, and collaborative.

The Solution: Confluence, Enhanced with Marketplace Apps

With her previous experience using Confluence Server, Heike envisioned a more streamlined approach. She advocated for moving to Confluence Cloud, which would serve as a single source of truth for edoc’s documentation. To fully realize her vision, Heike explored the Atlassian Marketplace for apps that could extend Confluence’s capabilities.

After careful consideration, the edoc team chose a combination of K15t’s Scroll Apps:

  • Scroll Viewport: To transform their documentation into a branded, easy-to-navigate online help center. This has made it easier for both internal teams and customers to find the information they need quickly.

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  • Scroll PDF Exporter: To create professional, branded PDFs that align with their corporate identity. This has been particularly valuable for clients who prefer offline access to documentation.

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  • Scroll Documents: To manage documentation, track versions, and streamline translation workflows. The ability to compare document versions and manage translations efficiently has saved time and reduced errors.

The Value of a Centralized Documentation System

Investing in a centralized documentation center has proven invaluable for edoc.

Organizational Benefits

  • Efficient Knowledge Sharing: Having a centralized documentation hub ensures quick access to correct information, reducing the need for internal queries.

  • Streamlined Navigation: Accessing content across Confluence spaces is easy, and information is presented in a clear, cohesive format.

User Benefits

  • Empowered Self-Service: Online access to docs allows customers, and potential clients to find answers to their questions quickly and easily, reinforcing edoc's readiness to assist.

  • Immediate Updates: Users always have instant access to the most up-to-date information, enhancing user satisfaction.

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Keeping Documentation Fresh and Relevant

No documentation system would be complete without quality content. To keep documentation fresh and relevant, edoc integrates documentation updates right into their scrum practices.

  • Definition of Done: Documentation is updated with each completed development task.

  • New Features: Developers draft pages detailing use cases, reviewed collaboratively for technical accuracy and readability.

  • Continuous Feedback: Consulting teams and customers provide regular feedback, ensuring continuous improvement and relevance.

Transform Your Documentation Today

The transformation in edoc’s documentation process, powered by Confluence and the Scroll Apps, is evident internally and externally. Internal processes have been streamlined, and edoc’s customers can now access up-to-date, accurate documentation when they need it.

If you’re looking to take your team’s Confluence documentation to the next level, explore what the Scroll Apps can do for you.

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