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okay guys so in this video we are going to talk about documentation yes let's talk about documentation so this is basically a user request video where one of my subscribers they reached out and asked whether or not I had any experience about writing documentation and making good documentation and I'm so grateful that this person reached out because I actually do I have I was one of the well I basically was the person who wrote most of them well most of the onboarding documentation and help tools for modern beginners were starting out we were basically just starting after me at my previous job so I have had a chance to actually get some feedback on my documentation writing skills hopefully that you will you will like them as well I don't I'm just gonna show you a few basic things that I like to do when I write documentation and how I think about documentation but we're gonna give double value on this one because what happens when you want to write documentation well if you think that documentation is something that is easy to maintain or write or just something you kind of put in a bucket somewhere on Google Docs or something like that you are sorely mistaken because one of the most common problems with documentation apart well I would say there's two issues the first and foremost thing is the documentation Rothes very very quickly it gets outdated very quickly and the second thing is that nobody can find it and that's actually a big issue if you put something if you are if you don't think about things in the right way you will actually find that your documentation never gets used and it's just like it's it's just wasting space so we're gonna talk about why documentation is important on how to write in my opinion good documentation and how do you share it with the right people so as I said this is a user request video where the requirement was that the solution was self hosted which makes this a little bit interesting because if you need to self host your documentation solution I actually only have one alternative that I've ever used that is not JIRA or conference and if you don't know what year and confluence are that's okay these are classy 'n products that are extremely well established in the professional IT business and the as I said the requirement was what that the solution was self hosted and I never a year is not self hosted and confluence is not self hosted I don't even know if you can host these things yourself I don't it doesn't really matter but that's that's a at least a requirement so what is the solution that I use or I have used when I do self hosted type of documentation well I'm glad you asked it's called book stack so book stack is basically this open source platform if you will you can download the sources if you want to but actually i you i use the docker image which is very convenient so it's basically a PHP server that you can hook up to a my sequel database and then just store your documentation and it has all the features that i personally and look for in a tool that I use for documentation so let's dive right in first and foremost let's just very quickly look at the doc compost file because it's actually that simple if you have darker installed you can get this up and running in minutes you just copy face this to this compose file which is this lovely little thing here I'm not gonna talk about docker compose cuz that's another video and then you run your command and it spins up your server and then you have yeah you basically have this this web page that's it and the default login is admin admin a.com and password should be the password yes here we are so here's my panel and I've taken the liberty to create some stuff here so it's not completely back blanks but I'll show you all of the the basic stuff right so you have some basic settings here where you can name your application you can do some very very basic things disable comments well I wouldn't I would it's actually not nice to say this basic things because this is a lot more elaborate than you might think and then you have of course the ability to grant Juicer account you can actually also allow public ask access to this and that you know you should probably not do that for an internal tool but you can if you want to but this is powerful because when you can actually add new users and even more importantly you can add roles you can actually as an admin monitor and control who creates Walton who has access to what you can kind of segment documentation if there's sensitive information in one part of the company you can make sure that some people in that read that that role doesn't have access and so forth you can create custom roles as well which oh this is like a hard requirement bear this this needs to be there and then you can actually like just have a look at your profile easy-peasy things like that this is not all that is super important but it's a nice thing to have this thing though is the important thing to have let's search for dev so we got some search results and we got a hit on a book and basically what I wanted to show you here is that you can actually do text searches across all the documents it used to be the case that when I wanted to do self hosted documentation I created a very bad implementation of this type of application that you're that books that books like basically is and then I hooked that up to a elasticsearch database and indexed all the documents in elasticsearch and I used that to do the searching but this works as nicely I think I don't see this is an off-the-shelf solution that does everything that I want and it's open source which means that I can check it for security issues if I'm paranoid about security and it's running in docker container and it does everything I need and I own all the data there's no I don't really see any type of downside to this solution so let's talk about the concepts that are specific to book stack so you have a book and you can have a chapter and you can have a page and we'll talk about those in just a moment but let's now dive into a little bit of my thoughts about what good documentation is so first and foremost I try to keep my documentation segmented into groups based on semantics of my company and I'll just take my own company for a for it's like type of reference this is not the exact structure of my own company but it's very similar so we have the business people we have the developers and then we have the QA assist QA s basically people who have certainty of product managers and so forth the people who basically make sure that the quality of their application is just up to scratch now I haven't done anything with the business in QA par so we'll just focus on dev because we don't really have to do much to illustrate the basics of what I think about do good documentation so here is the dev book and a book is just a collection of chapters and pages and a chapter is this thing orange thing here which is just basically a collection of pages that you can segment into a like group if you will or you can just make pages like this and you can export all of this of course as files if you wanted to you can create a new page and you Shafter let's just look at how it looks when you create a new page like this you get this very well standard this is actually very nice it has all the features you could want you can set colors for text and basically do most of the things that you would expect to be able to do in something like Google Docs or so forth so I really I've played around with this quite a lot and it's it does everything that I need you can create links and all the stuff that I need personally when I create documentation so what's the mindset here when we talk about documentation well first and foremost the way that I structure my documentation is that I always think in terms of company terms and what do I mean by company terms I'm talking about sort of things that you very naturally start saying in conversation at your company now at my company we call whenever there's a down like basically something goes down in production we usually have we have what we call an incident report and an incident report is just a collection of documentation of what let's call them let's just call them by their name post mortems and post mortem is basically just an assessment or a documentation that states what won't went wrong what's what's that at what time did things go wrong and in what order did things but I'm not gonna dive too much into post-mortems but you can have a look at those they're fairly useful to know about so here I created this very simple little page with a bunch of links that go to external resources because at my person you know for us at my company we have for some reason stored everything in Google Docs so creating links that go to an external resources is fine but there's nothing stopping me from creating a incident reports chapter and just filling out all the incident reports inside of this of this product basically or in book stock so apart from that we have an onboarding section here which is just a page with some documentation for your first day this is one of the things that I did very quick like it's very nice for new bigger people who come to the company to have a onboarding process and all the non boarding has to be is to give you some basic guidelines and explain to the Jui you should it's a junior or very new hire just to explain to them kind of what are what is expected of them when it's expected and what they should focus on and so forth you give them some kind of guidance so it's nice to have because when you remember when somebody comes in for the first in the first day you need to take care of them and you need to hold them by the hand and introduce them to everybody and it's nice to give them something to do because trust me you will not be able to occupy them full-time for eight hours the first day so give them some school work if you will this is a very nice thing I personally think I found it's very useful and then we have some first week stuff you can kind of expand on this first day first month first so forth and so forth so that's basically onboarding but if we take a look at start the project what's this page here well this this touches on the the thing I was saying earlier there are things that very naturally become a habit in your company things that are what I call the day-to-day things the things that come up very naturally in conversation and this is just an example but starting the project just knowing where the code is knowing where to get did the knowing or how to actually install all the dependencies and doing all that stuff that's something that everybody who needs to be able to do and that's how I think about documentation I document everything that is a part of the daily work or something that is that where you need to know this in order to do something at the company for my company for example we have several different application setups that is fairly intricate and are the sort of things where you kind of have to write down the steps so that when you come back because people forget you mean some of the stuff we only have to do every six months but you still have to do them in the right order so it's important to have some nice documentation of how to do this and what I'm gonna show you now is my preferred way to document something like this so what I do is that I argue that it's you I go by step always step step wise so I say start by cloning the product by running the following command and then I always always show a screenshot or a code snippet or something an example because I want a visual representation of what I'm doing for the people who are reading this because I want them to see and feel secure in that they are in the right place and doing the right thing so what could we learn from this well okay if we are beginning a reader we see immediately that okay we're in a terminal and we're executing the command in the terminal it's a small thing but it helps a lot when you have an image to kind of attach yourself to when when you're following the commands once the Reavers on your computer run the following command and then it's the next command once the command is finished you should see something like this and this is important always always when you when you are finished with the task show a representation of how things should look or try to illustrate how things should be when the person is finished with your tutorial or with your with your guide if you will and then we have this thing here you can go and you can now go to browse to your browser and visit locals and I just have a nice link here that gets you to the page immediately and then this thing happens here ask your closest manager for your login credential make sure that sure to change your password and this is important I when I have an image when I give instructions on somewhere to click or somewhere to go or do something specific on a web page or something like that always always always get a image and point to where the person needs to pay the pay attention because I've seen so many times people have just rest and done oh yeah you just click the admin button and people go to the web page and then go where's the where's the admin button they have no idea that's good you click settings because just because you say so in text and when you owe us the the the the author of this tutorial you're most likely already you already know where everything is so in your head you see the image of how the page looks and you say oh it's gonna be there but the person who reads this for the first time doesn't necessarily have an easy time with finding the stuff that you have so clearly in your head so I really always I always do this I use sketch for that sketches might go to for everything image why so I do it use it for absolutely everything when I need to illustrate something on a page and as you can see here you can add comments and stuff of that nature to in books like as well finally so to not bore you too much with all this stuff is the thing that I think is as important as most of the things that I've talked about so far and that is to create documentation sparingly you only want to have the bare bone minimum amount of documentation possible because documentation is a cost that you pay in order for for things to to run smoothly the more the see you see as I said earlier documentation gets outdated very quickly that means that you should only have the bare minimum amount of documentation and the documentation that you write should be really really good that's what I was trying to illustrate here with the start the project tutorial or walkthrough because that's that as you could see that's a lot of like that tutorial could have been much simpler it just been a few pieces of text but it was a high-quality step-by-step guide that's useful and relevant and that's going to actually provide some value but it's also the sort of thing that is going to be peed it over and over and over and those steps are most likely going to stay in fairly the same it's a valuable documentation had it been something that changes next week I wouldn't have done this tutorial whatsoever because there if it's if something changes all the time it's not really worth having documentation for it or at least you should just have something that's very easy to change but then there are things that are what I call practices and we come back to this concept I said earlier go broad broad when you talk about code about different document things that are worthy of documentation think of it as the Google search engine because when somebody comes to your company and they need to search for your documentation that's explain something to you you have to think about it from the searchers perspective it doesn't matter if you have all these hi you can have a million documents of really cool documentation explains exactly how that person is going to do some specific tasks but if you haven't made the titles searchable or comprehensive the person has no way of finding the document in the in the first place you have to think about search ability above all else when you create documentation this is something that I do a lot so one a very common task for a programme when they come to a company is to ask the question okay how do I create a new service or how do I create a new model what are our first coding practices and this is what I will do I will just naturally say assume that if we have rules for how we declare a model or a service or some other coding practice that we have abide by I will create a page or a document that explains that in the same term that we would use when we are just speaking to each other yeah oh yeah Rob Bob you're going to create a new service awesome just follow the steps or somebody says hey Eric can you create a new model yeah sure do you know how to do it yeah just searching the documentation because there's gonna be a document there for how we create models at this company that's all you need and then you show a example always always always show an example images are worth a thousand words and that's basically how I personally do documentation and as I said usually I use JIRA and confluence in my day-to-day job but for the few times I've actually had to have a sole self hosted solution book stack is a very very nice alternative I hope you have a great day