Documentation is a word that scares a lot of developers, and even users who aren't very close to the technical side of things, but guess what? We have made it look so complicated than it actually is.
So, in this blog, we're going to dive into the 2 very important types of documentation that play an important role in the world of software engineering, and of course, development.
Essentially, there are two types of documentation---user guides and API documentation--- they both serve unique functions, catering to different audiences and needs.
In this blog, we'll walk you through both of them, their key differences, and also some examples as well that will be highly effective to understand the fundamentals!
Overview of Documentation Types
So before diving into the differences and learning about the crucial aspects that differ both of these, let us clarify what both of these terms mean.
User Guide: A user guide is typically a manual which is designed to help end-users operate software or hardware. It typically contains step-by-step instructions, visuals, and tips to help users accomplish specific tasks.
Examples:
Installation Instructions: Basically, it is step-by-step directions to get a product up and running. For example, you might see something like, "Download the setup file from our website, open it, and follow the prompts to complete the installation."
Navigating the Interface: A good user guide that will walk you through the basics, like getting familiar with menus, toolbars, or key features. Instructions like, "To save your work, go to 'File' and select 'Save As'."
Feature How-Tos: Clear steps for using key features. For example, in a photo editing app, there might be a section on "How to Apply Filters to Your Photos," with step-by-step instructions and a few quick tips to make edits look better
API Documentation: API documentation is actual technical content solely focused toward developers. It describes the methods, functions, classes, and endpoints that a programmer can use to interact with an external service, for the respective application, often in a standardized format that includes examples, sample code, and descriptions of parameters and responses.
Examples:
For example, if a developer needs to retrieve a list of users from a social media platform's API, the documentation would outline:
Endpoint: The URL where the request should be sent, like GET /api/v1/users.
Parameters: Information that can be passed in to customize the request, such as page for pagination or sort to order results.
Authentication: How to authenticate requests, which could include API keys, OAuth tokens, or other credentials.
Request Example: Sample code showing how to make a request, in languages like Python or JavaScript.
Key Differences between both:
Audience: User guides are intended for end-users, while API documentation is for developers.
Tone: User guides use non-technical language, while API documentation is highly technical.
Content Structure: User guides focus on workflows and practical steps; API documentation details programming methods and data formats catered towards developers.
What is a User Guide?
User guides offer non-technical users instructions on how to use an application or hardware product. They simplify tasks for users unfamiliar with the technical details and ensure a smooth user experience.
Target Audience: Typically non-developers, like customers, general users, or anyone seeking a basic understanding of the software's capabilities, which can make the software or the product easy to use.
Examples of Information Included:
Installation instructions
Step-by-step guides on using features
Troubleshooting tips
Frequently Asked Questions (FAQs)
Best Practices for Writing User Guides:
Clarity and simplicity: Use everyday language and avoid jargon, make it sound like a real human has written it, too much technicality can make it a hassle.
Visual aids: Screenshots, diagrams, and icons make instructions more understandable.
Task-based approach: Organize content based on tasks users frequently perform.
What is API Documentation?
API documentation provides detailed instructions on how developers can integrate with and interact with an API.
It includes information about requests, responses, data formats, authentication methods, and error codes.
Target Audience: Developers, software engineers, and technical staff who need to integrate with or build upon a system.
Let's discuss API documentation in-depth, with some hands-on and code examples as well.
Key Characteristics with Hands-On Examples
Let's assume we have an API endpoint that retrieves a list of users with additional filtering options, using both query parameters and headers.
Endpoint: GET /api/v1/users
Base URL: https://api.example.com
Method: GET
Purpose: Retrieves a list of users with pagination and optional filters.
Request Breakdown
| Component | Details |
|---|---|
| URL | https://api.example.com/api/v1/users?page=1&role=admin |
| HTTP Method | GET |
| Query Parameters | page (optional): Specifies the page number for pagination. |
role (optional): Filters users based on role (e.g., admin, user). | |
| Headers | Authorization: Bearer <token> (required) |
Content-Type: application/json | |
| Request Body | Not applicable for GET requests. |
Full Example Request (Using cURL, execute this on terminal!):
curl -X GET "https://api.example.com/api/v1/users?page=1&role=admin\" \
-H "Authorization: Bearer <token>" \
-H "Content-Type: application/json"
Sample Request with Query Parameters and Headers
Here's how it would look in a structured request format:
GET https://api.example.com/api/v1/users?page=1&role=admin
Headers:
Authorization: Bearer <token>
Content-Type: application/json
Expected Response Example
The response might look like this, with the structure and data fields
returned by the API:
{
"status": "success",
"data": [
{
"id": 1,
"name": "Jane Doe",
"role": "admin"
},
{
"id": 2,
"name": "John Smith",
"role": "admin"
}
],
"pagination": {
"page": 1,
"total_pages": 5
}
}
Summary of Each Component
Endpoint URL: Includes both the base URL and the specific endpoint path (/api/v1/users).
Query Parameters: Add page and role to control which users are returned.
Headers: Required to authenticate (e.g., using a Bearer token) and define the content type.
Response: A JSON object containing user data and pagination details.
Best Practices for Writing API Documentation:
Accuracy: Make sure the documentation aligns precisely with the API functionality.
Technical clarity: Clearly explain parameters, responses, and possible errors.
Examples: Include example requests and responses in multiple programming languages.
Key Differences Between User Guides and API Documentation:
| Aspect | User Guide | API Documentation |
|---|---|---|
| Audience and Tone | Simple language for non-technical users. This blog itself serves as a user-guide example! | Technical language designed for experienced developers. |
| Structure and Content | Task-oriented, step-by-step instructions focused on helping users complete tasks. | Structured details on programming functions, endpoints, and protocols. |
| Use Case Examples | Guides users through processes, e.g., a checkout tutorial for an e-commerce app. | Outlines API methods, e.g., accessing product inventory with an endpoint like GET /api/v1/products. |
| When to Choose Each | Ideal for end-users and general consumers. | Best for developers or when API integration is necessary. |
When to use each type:
| Documentation Type | Best Use Cases |
|---|---|
| User Guide | Ideal for consumer applications, internal tools for non-technical employees, or any product used directly by end-users. |
| API Documentation | Essential for exposing application functionality to external developers, integrating third-party services, or enabling internal team builds. |
In some projects, a blend of both types is necessary, especially if your product has both end-users and developer users.
Best Practices for Creating Both User Guides and API Documentation
Clarity and Conciseness: Focus on delivering clear, actionable information, avoid jargon at all costs that make it complicated, but be very clear with what the purpose behind writing the documentation is.
Consistency: Use consistent terminology and formatting across documentation to avoid confusion.
Tools and Resources:
For User Guides: Markdown editors, screen-capture tools, and document processors.
For API Documentation: Tools like Postman, Swagger, and Redoc streamline API documentation creation and testing.
Collaboration: Encourage collaboration between developers, writers, and product managers. Their insights ensure your documentation is comprehensive and user-friendly.
Conclusion
Understanding the differences between user guides and API documentation helps in creating the right type of documentation for your audience.
While user guides support end-users with easy-to-follow instructions, API documentation offers developers the technical details needed for integration. Quality documentation, whether user-focused or developer-oriented, enhances the user experience, improves product adoption, and builds trust with your audience.
Call to Action: Start implementing these practices in your documentation, and experience the difference in user satisfaction and developer engagement.
