Language

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.

Do

Color

Realize

Don't

Colour

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 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.

Do

Intelligent Indexing

Don't

Intellix

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.

Do

Use

Don't

Utilize

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.

Do

The parameter: {0} could not be restored, or the value of it is not correct.

Don't

The formatter threw an exception while trying to deserialize the message: {0}

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.

Do

Click “Save”.

Don't

Click the “Save” button.

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

Do

After updating your password, you will be logged out automatically. Use your new password to log in again.

Don't

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.

Do

No open document

Don't

It’s a bit quiet in here.

Do

Sorry, something went wrong. Please try again.

Don't

Oops.. you broke it! Just kidding. Try again.

Positivity

Write positive

Avoid negative words like:

Can’t
Don’t

Do

The thumbnail appears when it has a record associated.

Don't

The thumbnail doesn’t appear if there is no record associated.

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.

Do

Use unique names.

Don't

Do not use duplicated names.

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.

Do

Enter an email address.

Don't

You did not enter an email address.

Directness

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

Do

Enter your DocuWare organization name.

Don't

Enter the DocuWare organization name.

Don't combine the first and second person in the same sentence

Do

Change your preferences in the account settings.

Don't

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.

Do

You have 3 new tasks.

Don't

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 levels. 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)

Do

10 K

1 of 1,56 M+

Don't

10,000

1 of 1,567,000

DocuWare Design

Language

American English

Write in American English

Do

Don't

Product names

Stick to the product names

Do

Don't

Simple language

Write plain and simple

Do

Don't

Avoid technical jargon

Do

Don't

Write only information that has value to the user

Do

Don't

Do

Don't

Seriousness​

Write in a serious way

Do

Don't

Do

Don't

Positivity​

Write positive

Do

Don't

Use the opposite adjective

Do

Don't

Don’t accuse the user

Do

Don't

Directness​

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

Do

Don't

Don't combine the first and second person in the same sentence

Do

Don't

Numerals​

Write numerals to express numbers

Do

Don't

Write integer if no decimal places are required

Do

Don't

CONTENTS

Seriousness

Positivity

Directness

Numerals