Language
American English
- Write in American English
American English has fewer regional accents and dialects to consider. Therefore it’s more internationally used than British English.
Color
Colour
Realize
Realise
Product names
- Stick to the product names
Using different terms for the same function confuses our users in their actions. If you are unsure on how to write a term properly, you*ll find crucial DocuWare terms here.
Intelligent Indexing
Intellix
Plain and simple
- Write plain and simple
Users benefit from having text at a lower reading level when reading on a screen. In addition, our users are a broad group with different educational levels. To ensure that a text is well readable and accessible, keep your text plain and use simple words. If you are unsure if your text is well readable, you can check it with the Hemingway Editor.
Use
Utilize
Simple language
- Avoid technical jargon
When writing about a topic you are familiar with, keep in mind the specific persona you want to address. Technical jargon might not be understandable for all of our users. Try to write out the information instead of using jargon.
The parameter {0} could not be restored, or the value of it is not correct.
The formatter threw an exception while trying to deserialize the message {0}
- Write only information that has value to the user
Press “Save”.
Press the “Save” button.
- BUT: Write out what is happening even if this makes the text longer
After updating your password, you will be logged out automatically. Use your new password to log in again.
This action will trigger a new login process.
Seriousness
- Write in a serious way
Don’t try to be humorous or write in too casual or irreverent ways. Writing like this could mislead our users and don’t fit a business product like DocuWare.
No open document
Sorry, something went wrong. Please try again.
It’s a bit quiet in here.
Oops.. you broke it! Just kidding. Try again.
Positivity
- Write positive
Avoid negative words like:- Can’t
- Don’t
The thumbnail appears when it has a record associated.
The thumbnail doesn’t appear if there is no record associated.
- Use the opposite adjective to create a positive statement
Use unique names.
Do not use duplicated names.
- Don’t accuse the user of doing something wrong
Enter an email address.
You did not enter an email address.
Directness
Address users directly
Write to users in the second person (“you or “your”)
Use this style when DocuWareSpeaks to the user directly
Asks to provide specific user information
Enter your DocuWare organization name.
Enter the DocuWare organization name.
- Don’t combine the first and second person in the same sentence
Change your preferences in the account settings.
Change the preferences in your “My Account”.
Numerals
- Write numerals to express numbers
Users scan rather than read. Writing out numbers in proper words can slow them down in their action.
You have 3 new tasks.
You have three new tasks.
- Write integer if no decimal places are required
Users can easily feel overwhelmed when faced with a large number of, e.g., documents they have stored. Using an abbreviation instead of displaying the concrete number reduces the cognitive load of our users and lowers their stress level. In addition, less space in the UI is required by using an abbreviation.
Structure
1 – Numeral
2 – Space
3 – Integer
4 – + (optional if the number is greater than the integer can express)
10 K
1 of 1,56 M+
10,000
1 / 1,567,000