DocuWare Design

A range of resources for designers, developers



Estimated reading: 4 minutes 204 views

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.

Product names

Stick to the product names

Using different terms for the same function confuses our users in their actions. If you are unsure how to write a term properly, you’ll find crucial DocuWare Terms in the Microsoft Teams team “Localization”. Please reach out to UX, to get access to the team.

Simple language

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, check your words in “List of human words” bellow, and/or with the Hemingway Editor.

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.

Write only information that has value to the user

The microcopy should be valuable and useful for the user. Avoid using decorative text chunks or proper sentences to fill the gaps in the User Interface.

BUT: Write out what is happening even if this makes the text longer.


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.


Write positive

Avoid negative words like:

  • Can’t
  • Don’t
Use the opposite adjective

Try to use the opposite adjective to create a positive statement or homonym words to refer to positive or negative states.

Don’t accuse the user

In case of the undesired system state caused by the user’s action, do not accuse her of doing something wrong or avoiding required actions.


Write to our users in the second person (“you or “your”)

Use this style when DocuWare:

  • Speaks to the user directly
  • Asks to provide specific user information
Don't combine the first and second person in the same sentence


Write numerals to express numbers

Users scan rather than read. Writing out numbers in proper words can slow them down in their action.

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 levels. In addition, less space in the UI is required by using an abbreviation.

1 – Numeral
2 – Space
3 – Integer
4 – + (optional if the number is greater than the integer can express)


Loading Patterns

Engaging users while waiting with Loading Patterns This section will expose the ...


Keep users on their toes using Alerts Alert is a messaging tool used to notify u...


How inform and alert users with Banners ? A banner is a powerful tool for commun...

Bias-Free Language

General guidelines for writing about people without biases


Text Area

Time Input

Date Input

Slot Input

Masked Input

Number Input

Text Input

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