What are the best online documentation platforms? - ProProfs Discuss
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What are the best online documentation platforms?

Asked by Brayn Wills, Last updated: Jan 15, 2020

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5 Answers

David Miller

David Miller, Project Management expert, MBA, Los Angeles, California

Answered Jan 10, 2020

Creating online documents can be really tricky and tiresome, but not impossible. With the best and right online documentation platform, you can create online documents in just a matter of seconds!

Among many, the most popular tool that most companies use to create online documentation is knowledge base software.

Knowledgebase software enables companies to:

  • Create & edit online documentation easily anytime, anywhere

  • Manage all online documentations on a single platform

  • Collaborate with teams to ensure all details are included in the online document

  • Limit access to only authorized personnel

  • Personalize your online document as per your company’s needs

  • Upload documents of any format

...other than that these amazing benefits, many robust knowledge base tools offer the feature to make your online document searchable. This makes it really easy for visitors to find the information they need instantly.

Some of the top online documentation platforms include:

For you to make the right choice for your company, look at the features and pricing pages of the tools you select. In case these 4 tools are in your shortlist, do take the free trial to know whether your employees can adapt and use the tool easily. Once you make a decision, make sure you take into account all the factors and requirements of your company.

I hope this helps in narrowing your search for the best online documentation software.


S. Sergius

S. Sergius

Answered Jan 10, 2020

As per my delightful experience, I’ll recommend ProProfs Knowledge Base.

I’ve worked with a few online documentation platforms, and by far my experience with this one has turned out to be the best.

I am a gadget freak and love to publish new reviews almost every week. And while I do that, I was also searching for a documentation tool that my readers could use to search all the reviews I’ve done so far. That’s where ProProfs helped me out.

I reached out to ask for a quote and they gave me concise plans that met my needs. Next, they helped me set up engaging documents where I could add:

  • Videos

  • Audio files (like small podcasts)

  • Images

  • Infographic

And well much more to make my gadget reviews look more engaging. Well, that’s not all.

Once I completed the setup, it became a lot easier for me to:

  • Add tooltips to describe certain concepts and options on the page in detail

  • Addition for lightboxes to provide more help to my readers

  • Add popups to provide in-depth detail of technical jargons

I’ve been using it for more than two years now and since then I’ve added a few people on the team to help me deliver consistent content to my readers. The best part is, my team finds ProProfs Knowledge Base quite simple and delightful. We all get to collaborate and share files.

The documentation tool also allows me to:

  • Assign roles to different members

  • Grant them permission to edit the documentation

  • Revoke access just in case it is only to be reviewed or seen by me

In a nutshell, it is an awesome online documentation software that I’d like to recommend to all those who are searching for one.


Amod Nazirkar

I am a Fun Loving Guy who loves to explore, I believe the world is too short. I Love Music, Singing is my Passion and Creativity My Fuel.

Amod Nazirkar, Digital Marketing Analyst | SaaS, BFA Fine Art, India

Answered Dec 30, 2019

Hey Brayn, Interesting Question!

To make the process of software documentation as easy for you as possible, I have curated a list of some of the best software documentation tools on the market. These tools will not only make your software documentation process more Intriguing but will also make your life easier!

Here are my Top 3 Amazing Online Documentation platform picks which work great.

#1 ProProfs Knowledge Base

Hey Brayn, Interesting Question!

To make the process of software documentation as easy for you as

ProProfs Knowledge Base Aces my list, simply because of its sheer amazing and simple Interface with Documentation. Support is an asset that it boasts. Follow more about the tool below.

Employee onboarding is something you cannot ignore, especially in the case of remote workers who are spread across geographies and only have a particular idea of your firm and the work you do. This dilemma makes onboarding all the more crucial for remote employees.

The first few days of new employees are extremely crucial, as that’s when they have the time to invest in learning about your organization and their roles.

For optimum utilization of this time, it’s best to use a tool like ProProfs Knowledge Base software – simple, powerful, and feature-rich.

You don’t want your new hires to get bombarded with emails on the very first day of their joining, Do You?

This tool helps you create an online employee handbook to familiarize new hires with your firm’s work dynamics, policies, vision, mission, and, most importantly, the role that remote employees are going to play in your organization. A company-wide knowledge platform that can be accessed easily on multiple devices, such as laptops, mobile phones, and tablets. The software’s compelling features, such as its MS Word-like editor, Google-like search functionality, customization options, workflows, and more, work together to provide you an unmatched experience.

Even minute tasks like adding text to multiple pages at a go, creating toggle content, adding your firm’s logo and brand name, etc. can be easily done with this powerful tool.

All in all, it’s a great tool to keep emails at bay, calls at a bare minimum, and provide remote employees with a smooth and hassle-free onboarding experience.

#2 Bit.ai

Hey Brayn, Interesting Question!

To make the process of software documentation as easy for you as

Bit.ai is new-age software documentation and knowledge management tool that helps teams to collaborate, share, track, and manage all company knowledge in one place.

Bit documents, unlike your standard Word Docs, are interactive, meaning that developers can easily add code blocks to a document with a single click! Whether your team is creating software documentation, technical specs sheet, training manuals, best practices, client support material, etc.

They can easily add code blocks and embed snippets of GitHub Gists and Pastebin code directly into a Bit document. It’s a smart way to add context to the code snippets you are sharing.

Multiple people can simultaneously collaborate on a Bit smart document in real-time. It’s a great way for software developers to handle different aspects of the software together under a single roof. Bit’s sleek, minimal, the distraction-free editor makes a useful tool for documentation. The best part is Bit’s support for Markdown, which allows developers to create and format text without any distractions.

Bitprovides a common workplace for software developers to collaborate, document, share their knowledge, brainstorm ideas, store digital assets, and innovate together.

#3 GitHub

Hey Brayn, Interesting Question!

To make the process of software documentation as easy for you as

If you work in the software world, the chances of you not being familiar with GitHub are next to nil. GitHub is a community for developers to host and review code, manage projects, and build software alongsidemillions of fellowdevelopers.

GitHub believes in the power of quality documentation and knows that every healthy software project needs one. On GitHub, you can create well-maintained docs use GitHub pages and Wiki features. GitHub pages let you convert your GitHub repositories and documents into a visually appealing website to showcase your portfolio, documentation, or your projects easily.

GitHub pages provide you with one free webpage, GitHub hosting and the ability to route a custom domain. Use Jekyll (a tool that converts plain text files into websites) and easily create an elegant web page.

If you don’t want a separate website for your documentation, every GitHub repository comes equipped with a section for hosting documentation, called a wiki. It’s a great way to quickly store all the critical information about your project for others to use.


T. Moses

A professional writer in a well-reputed company.

T. Moses, Copywriter, MA in English, California

Answered Dec 05, 2019

Looking for the best documentation platform? Don’t go by hearsay. Instead, take suggestions from someone who has in-depth knowledge about documentation tools, or you can even do some research on Google, shortlist a few and go for their trial versions, to pick the one that’s just right for you.

You can even try the documentation software provided by ProProfs. The reason I am suggesting it to you is that the software has a user-friendly interface, comprises unique features, and delivers a stellar performance. Building a compelling online document is a breeze with this powerful tool.

Right from authoring content to publishing it and everything in between, this software takes care of it. Its MS Word-like editor helps you write, edit, and upload content easily. Working on an article? Set its status as Under Progress. Are your articles ready for publishing? Set a custom status - Ready for Publishing.

If creating a beautiful and professional document is on your mind, the software offers a range of customization options, using which you can change the fonts, themes, colors, and design of your document. You can even add your brand name and logo so that anyone reading the document knows that it belongs to your brand.

The best part of this software is it allows you to keep your document public - for customers, or private - for internal employees. So whether your target audience is customers or employees, the software helps you in both cases.

This video helps you in,How to Create Online Documentation

For content management, the software offers a feature - Roles & Permissions, using which you can assign roles such as administrator, editor, contributor, and viewer to different individuals and specific groups, and provide them role-based permissions. When the roles of all users are adequately defined, it helps them work together in building your document.Looking for the best documentation platform? Don’t go by hearsay. Instead, take suggestions

Want to know more about the features of this tool? Sign up now for its free trial version of 15 days.


M. Jabrowsky

M. Jabrowsky, Bank Manager, Ohio

Answered Jan 15, 2020

Paper documents and bulky file cabinets have become things of the past, thanks to the influx of technology.

Businesses today rely more on online documentation systems to document information. And, the reasons are pretty obvious - increased security of business information, and easy access to it.

In fact, web-based documentation has cleared spaces, streamlined work, and reduced operational costs. Work is more organized than ever, employees more productive, and deliverables are accurate and on-time. Unlike the paper-based document system, online documentation is easily accessible and provides information right away.

But creating online documents can be a task if you don’t have the right tool in place.

Although there are scores of online documentation tools available, I would strongly recommend you to go for ProProfs Knowledge Base Software.

This tool has some amazing benefits that made me stick to it for years now.

Once you learn about its features, I believe you may not have to look for another product.

Some of its key features include -

  • Easy editor: The knowledge base tool features an MS Word-like editor that makes content creation a breeze. Write from scratch or upload your word files, PDFs or PPTs, and you are all set.

  • Customization: You can enhance the look of the content by customizing it with your brand name, logo and fonts. You can add tooltips, lightboxes, and popups to help the reader understand the content more deeply.

  • Quick Searchability:The documents can be searched easily. Its Google-like search functionality helps readers in finding answers to questions in seconds. Using the autocomplete suggestion feature, you can make sure that users get relevant content suggestions while typing their queries in the search bar.

  • Multiple device compatibility: Be it a laptop, mobile phone, or tablet, the content is optimized for multiple devices running on different operating systems. This helps readers get on-the-go access to the information they need.

  • Set conditions: Not all content is meant for every employee in the company. The tool allows you to set conditions on your content and take full control of its visibility.

This tool is extremely simple to set up and use. It helped me simplify my business. I hope this does the same for you.


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