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.
Yes
Color
No
Colour
Yes
Realize
No
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 of how to write a term properly, you’ll find crucial DocuWare Terms here.
Yes
Intelligent Indexing
No
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, you can check it with the Hemingway Editor.
Yes
Use
No
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.
Yes
The parameter: {0} could not be restored, or the value of it is not correct.
No
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.
Yes
Click “Save”.
No
Click the “Save” button.
BUT: Write out what is happening even if this makes the text longer.
Yes
After updating your password, you will be logged out automatically. Use your new password to log in again.
No
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.
Yes
No open document
No
It’s a bit quiet in here.
OR
Yes
Sorry, something went wrong. Please try again.
No
Oops.. you broke it! Just kidding. Try again.
Positivity
Write positive
Avoid negative words like:
- Can’t
- Don’t
Yes
The thumbnail appears when it has a record associated.
No
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.
Yes
Use unique names.
No
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.
Yes
Enter an email address.
No
You did not enter an email address.
Directness
Write to users in the second person (“you or “your”).
Use this style when DocuWare:
- Speaks to the user directly
- Asks to provide specific user information
Yes
Enter your DocuWare organization name.
No
Enter the DocuWare organization name.