Last Updated on September 16, 2025 by Owen McGab Enaohwo
Ever wondered how much more your team can achieve if you never had to hop between apps or send a thousand messages to get clarity? Well, plenty can still be done! However, you need to ditch the slow and manually intensive approach and switch to a solid documentation app your team can access.
A documentation app for your team is a central hub for storing essential information. It’s a readily accessible resource for documenting processes, procedures, workflows, and other materials.
SweetProcess is an excellent option that helps your team create documentation, save time, reduce errors, and collaborate more effectively.
Table of Contents
How To Use the SweetProcess Documentation App To Create Internal and External Documents
Use Cases of the SweetProcess Documentation App
Why Choose SweetProcess as Your Company’s Documentation App?
How Rise25 Uses SweetProcess as a Documentation App
How To Use the SweetProcess Documentation App To Create Internal and External Documents
SweetProcess is an all-in-one solution that streamlines your documentation and makes collaboration a breeze. No more scattered processes. With this tool, everyone on your team can access a comprehensive suite of documentation features, enabling streamlined operations and enhanced consistency when handling tasks. What’s more? You can even develop a solid knowledge base for your potential customers to look up information from your product documentation.
To get started with your team documentation, you need to sign up for a SweetProcess account. Signing up is a straightforward process, and you don’t even need a credit card to do so.
- Head to the sign-up page and hover over the top menu bar. Select “Try it Free”
- Now, input the details of your business so SweetProcess can help customize your use. After this, scroll down and click “Start Free Trial.”
Document Company Documents Manually and Automatically
Creating detailed documentation for your internal or external needs can be challenging. A lot of time and effort is typically spent researching, writing, reviewing, and optimizing each section. Luckily, with Sweet AI, the native SweetProcess AI assistant, you can produce clear documentation with just a click.
You can also create your documentation manually, especially for critical, unique procedures or processes. Here’s how to do that.
Create a Procedure
On the home page, click “Create Procedure.”
Insert your procedure title. You can also choose a team to assign your new procedure. Then select “Continue.”
Click the pencil icon to start writing your new procedure.
Break down your procedure into steps, decisions, and lanes to define them correctly.
Approve your documentation when complete, or pass it to a team lead for review.
Create Process
Follow the same steps outlined above to document a procedure for your new process. To add your process details, click the pencil icon.
Integrate action points (procedures, decisions, and steps) into your process.
Create a Knowledge Base
Enter a knowledge base title and click “Continue.”
Navigate to the end of the page and select “Create Category.”
Input a title for your new category.
Now you can add an article to your new knowledge base. To do this, select “Add New Article.“
Choose an article from the list of procedures, policies, and processes, then confirm your choice. You can continue adding more documents to your knowledge base category or create subcategories to cover other scenarios.
Create SOPs and Policies With SweetAI
Here’s a quick demo video on how to use SweetAI to automatically generate documents for your procedures and policies.
Edit and Customize Workplace Documents
Including interactive media in your project documentation will make it more comprehensive, especially for critical workflows. Use this feature in SweetProcess to improve your documentation with images, videos, tables, and links.
Here’s how to add media files to your documentation.
Open up your procedure, process, policy, or knowledge base, and click the “Edit” button.
To start editing, tap on the pencil icon to open up the document.
Navigate to the section you want your media item to appear, and then select your desired icon (video or image). You can drag and drop the files or simply select them from your system files.
You can paste links by clicking on the link icon, pasting them in the URL box, and typing out the desired text you’d like to be displayed.
You can also customize your steps and lanes with images, videos, or links. Scroll down to the procedure list, open the section you want to edit, and then add your media.
Including these interactive elements will transform your documentation from a dull wall of text into an engaging and comprehensive sequence, delivering optimal results.
Customize Team Members’ Access and Approval Permissions
Shared permissions enhance interaction with internal documentation. With just a few clicks, you can set which individuals or departments can read, modify, or comment on specific documentation, allowing relevant stakeholders to contribute to refining particular procedures or processes.
Once you’ve drafted new documentation, you have the option to approve it and make it live, or you can request approval from the appropriate team leader, if needed.
If your new procedure, process, or knowledge base needs to be optimized or reviewed, you can assign it as tasks to an individual or an entire team.
You can select which teams can access and interact with your documentation. To do this, tap the group icon and check the boxes to choose the right team(s), or simply create a new team.
Select reviewers for your new documentation. Set regular intervals for reviews to keep your documentation up-to-date.
Manage Your Company’s Documents in One Place
The core function of a documentation app is to help companies store all their procedures, records, and resources in a single centralized location. As your business expands, it becomes increasingly necessary to update or enhance documentation on how to perform specific tasks.
By using a robust process documentation software like SweetProcess, your team can access these documents without having to rummage through hundreds of folders, email colleagues, or request assistance each time they face a challenge.
SweetProcess offers users extensive features to ensure team members can find everything they need to get work done in one place.
Use Folders to Store Connected Documents for Better Accessibility
If procedures, processes, and other documents are tied to a specific function, gather them into one folder to prevent confusion.
To do this, click the three-dot icon beside your resource and select “Folders.”
When you add a new folder, give it a title, description, and assign it to a team.
Feel free to create additional folders to differentiate between critical roles or include more documents in existing folders to enhance interlinked documentation.
Use Tags to Identify Similar Documents
In an organization, some roles or workflows may involve multiple departments. For instance, in an architectural firm, both the IT and design teams handle Building Information Modeling (BIM). BIM is crucial for using digital representations to illustrate the physical elements of a building and for incorporating technology. Tags on SweetProcess will help these teams easily identify cross-functional procedures or processes and work more seamlessly.
To use tags, first create or add them in the “Add a tag” box while working on your document.
Use SweetProcess’s Advanced Filter Search to Locate Anything
Searching for a specific resource in your SweetProcess repository? Go to the “Documents” section to see the complete list of all documents created on your account. Use the filter boxes to find items by modification date, tags, teams, and other criteria.
Now you can efficiently group, assign, modify, or remove documentation to facilitate seamless workflow management.
Use Web and Mobile Versions of SweetProcess for Access Anytime
It’s not news that 66% of US employees use their phones repeatedly while at work. Our smartphones are downright convenient to use. Whether for checking a quick email or texting a colleague, they’re always a handy companion.
With SweetProcess as your company’s knowledge hub, your teammates can stay focused on their work without missing out on important updates when they check their phones. In addition to an intuitive web app for documentation, you can download the SweetProcess mobile app from the Google Play Store or the App Store to stay connected with work.
The SweetProcess mobile app notifies you when tasks are about to start, when they are overdue, and their current completion status. You will also be able to locate all documents permitted for your accessibility, allowing you to get help on the go.
Use Cases of the SweetProcess Documentation App
Businesses thrive on unique processes, policies, and procedures. When crucial information on how to perform key tasks isn’t stored efficiently or easily accessible, it often leads to errors that can cause lost time or resources. Using SweetProcess as a central documentation hub prevents these issues. You can create, store, and update various documents at any time, keeping your entire team informed and up to date.
Internal Team Wikis
Every business, including yours, needs numerous processes to operate smoothly. But without a centralized knowledge hub, your business risks disrupting unique workflow processes when your top employees take a break or when new employees can’t easily access a guide to handle tasks. With SweetProcess, you can organize all this critical information accurately in various formats, such as SOPs, processes, policies, or quizzes. You can also assign each document to a specific employee or an entire team and track progress as needed. From onboarding new staff and documenting workflows to managing specific projects, a team wiki keeps everyone informed at all times.
SOP Creation
Standard operating procedures (SOPs) are documents that provide a detailed, step-by-step guide for completing a specific task. Employees can consult an SOP at any time to follow instructions and ensure quality and consistency, eliminating the need for constant supervision.
Erin Mathie, a process automation expert, swears by the effectiveness of SOPs for businesses. According to Erin, employees require a system that provides access to proven methodologies for completing tasks efficiently, thereby minimizing errors and implementing fixes early on.
“It’s super helpful for [employees] to be able to have those standard operating procedures up, saved on a bookmark on their computer, like, ‘Oh, I haven’t done this process in a while. Let me jump in and review it instead of trying to pull it out of my brain and remember what worked or didn’t work last time,” she said.
Employee Handbooks
When new hires join a team, it is essential to orient them about the company’s culture, processes, and procedures. An employee handbook serves as a comprehensive guide that outlines all this information, facilitating the onboarding process. This step is crucial and is an ongoing part of employee integration into the organization.
SweetProcess makes it easy to create, update, and assign digital handbooks to new employees. The first step is for you or a team lead to create these documents and store them in one place, properly tagged so new team members can access them.
Product Release Documentation
If your company has ever launched a new product or made changes to an existing one, then you know how vital product release notes are. This documentation process provides deeper insight into how a new product works, including feature updates, bug fixes, and other improvements.
You can use SweetProcess to create a detailed product release note or developer documentation that includes various integrations, such as user manuals, whiteboards, flowcharts, and other product documentation details. This will help your audience better understand how to interact with your product.
Remote Team Onboarding
For years, work culture has undergone a dramatic shift from physical offices to virtual spaces as companies expand their reach to include global talent. Without a proper documentation app, remote employee onboarding can be a nightmare.
SweetProcess eases onboarding pressure by offering intuitive features that support employee training and development.
Lawvex, a California-based law firm, used SweetProcess to streamline its onboarding process, allowing it to hire remotely. Now, new paralegals at the firm no longer have to figure everything out on their own, as they rely on a fully-equipped internal knowledge base to learn company best practices and values.
Client-Facing Documentation Portals
Have you ever been stuck searching for that “one file” to update a client? Using a documentation app can save you all that hassle. You can gather all important documents—such as updated files, invoices, spreadsheets, and more—in a single location that you can easily share with your client. This approach saves you hours of rummaging through random files and exchanging emails back and forth. This way, you and your clients share a more personalized working experience and improve transparency.
Use SweetProcess to set up direct client documentation hubs. You can include a custom knowledge base, files, forms, and other resources for your work.
Meeting Notes & Decision Logs
The end goal of a meeting is to make decisions that address a pressing issue. A decision log, as the name suggests, is simply a record of all the decisions that were made during a meeting. With SweetProcess, you can easily access key points and decisions made during meetings.
Anders Buchmann, a top executive at Eupry, describes note-taking as a “superpower.” He believes a good note should include clear action items and reflect the meeting’s consensus.
Why Choose SweetProcess as Your Company’s Documentation App?
Your business needs documentation to supercharge your workflow, inform employees, and remove unnecessary procedures. The right documentation tool will make creating new documentation easier and promote efficient collaboration. SweetProcess offers a wide range of features to simplify documentation for you. Here are some of the best documentation features.
Create Documentation Automatically With SweetAI
No need to manually type out routine procedures. SweetAI does all the heavy lifting. With a single click, you can generate fully detailed documentation that is instantly actionable. All you have to do is review and make minor adjustments.
Here’s how it works on the SweetProcess app:
- Click “Create Procedure” to start working on a new document.
- Enter a title for your new document, choose a team to assign it to, and enter your business industry in the suggestion box. This enables SweetAI to create a customized user guide tailored to your specific documentation needs. Afterward, tap “Write with SweetAI.“
- Voila! Your new documentation is ready, complete with actionable steps. If necessary, make changes or add other resources, such as images, videos, and links.
Collaborate Seamlessly With Team Members
Nothing changes when you’re using SweetProcess. Everyone on your team can still connect, share ideas, and collaborate on projects. It’s just like being in one big room, but virtually.
Here’s how to utilize SweetProcess for effective teamwork.
- Comments are a fantastic way to gather feedback and ideas on your documentation. Use this feature to tag team leaders, stakeholders, or experts who can offer valuable advice on your work. To do this, tap on the message icon and use the @ function to mention someone.
- Track modifications on your document. Click the bar-chart icon to see who last viewed, modified, or approved the documentation.
- Processes, procedures, and policies require approval from designated individuals, such as team leads or experts, to confirm they have been reviewed or implemented. Use this feature to alert stakeholders and managers to endorse and finalize a document’s execution.
Assign Workplace Documents as Tasks to Employees
What’s the use of a procedure or process if the right people can’t locate it? Once your documentation is ready or has been approved, you can assign it on SweetProcess to one person or an entire team, include due dates, and add other resources.
- Tap the three-dot icon next to your document and select “Assign as Task” from the pop-up menu.
- Assign tasks and roles to teammates or individual members and create due dates. You can also use the search function to select a specific person. If the person you want to assign a task to isn’t on your team yet, tap “Invite new member” to bring them aboard.
- Within teams, you can add new members and assign roles to them.
Review and View Different Versions of Your Documents
As documentation is updated over time, procedures and processes may change. SweetProcess offers a version control feature that allows users to track changes, revert to earlier versions, and compare updates.
- Select the clock icon to check the previous and current versions of a document. You will also be able to see drafts and unapproved versions of that same documentation.
Format Business Documents
Adding formatting to your documentation not only keeps things lively, but they are also a great way to reflect your brand’s color schemes. You can also use distinct paragraphing and font styling to highlight crucial sections of your document.
- Click the “More Text” icon to reveal a suite of formatting tools you can play with to make your documentation stand out.
Add and Edit Multimedia
Embedding media files, such as images, videos, tables, and forms, will make your documentation fully comprehensive. Your chosen resources could be a screenshot highlighting a vital element or a video walkthrough of how to perform specific tasks.
- Enhance your content with multimedia by choosing from the image, video, link, or table icons.
Link to Other Procedures, Processes, and Policies
Workflow processes are not often one-size-fits-all. Completing a particular task may require implementing other existing procedures or processes. For instance, a marketing campaign procedure may include steps for generating leads and creating content.
- To interlink your new document with already written workflows, tap the export icon, search for a document, and enter the text you want to display.
How Rise25 Uses SweetProcess as a Documentation App
Having adequate internal and external documentation is a game-changer for businesses, offering many benefits. However, if your documentation isn’t stored in a central location that’s easily accessible and implementable by everyone, those benefits become significantly limited.
For Rise25, a podcasting company serving B2B businesses, executing routine tasks was a challenge, despite having established procedures. The problem was that they couldn’t find their own formula—it was hidden in a sea of Google Docs, wasting valuable time and resources. That’s when co-founder Jeremy Weisz realized they needed a better approach. He moved his company’s documentation from scattered Google Docs to a centralized, flexible hub on SweetProcess.
The results were instantly effective.
- Improved Documentation: Creating SOPs with SweetProcess was more efficient thanks to the existing SOP templates and step-by-step structure.
- Enhanced Search Functionality: Employees located documents with ease using the advanced search filters.
- Ease of SOP Reference: Interconnected procedures became easier to highlight within other procedures, ensuring comprehension.
- Accessible Knowledge Base: Employees could still complete tasks by using an accessible knowledge base, even when specialists were unavailable.
These are just a few benefits among many that improved workflow operations for Rise25. SweetProcess is designed to streamline onboarding, workflow, and offer collaboration features for big and small teams. A satisfied Jeremy highlighted the importance of using SOPs to organize operations, saying, “We do a great job because we have great people and great systems.”
FAQs on Documentation App
What Is a Documentation App?
A documentation platform facilitates the creation, management, and sharing of documents for your business. You can use it to create procedures, manuals, guides, or a knowledge base. A good documentation app will also make work more productive, as your team gains access to extensive collaboration tools and integrations for effective communication.
Are There Mobile Documentation Apps?
Yes. You can create, edit, and oversee documentation beyond desktops. SweetProcess offers a user-friendly mobile app, allowing anyone in your workspace to stay informed. The mobile app is designed to notify you of task milestones and allows permitted users to update their progress on the go.
What Are the Basic Features of a Documentation App?
For a documentation app to stand out, it needs to include these key features: First, it should be modifiable, allowing users to create, edit, and optimize content. Second, it should be accessible to relevant users and easy to navigate. Third, it should be integrative, enabling the addition of other tools, features, and interactive elements.
Can I Use a Documentation App for Both Internal and External Content?
Yes. Documentation apps are great for creating internal wikis or external knowledge bases for a business audience. Our documentation solution, SweetProcess, helps you create and manage team-centric procedures and processes, as well as build a fully functional knowledge base for your customers to find answers about your product/service.
