The Difference between Internal and External Software Documentation

Software documentation is like a guidebook explaining how to use and develop software. It describes how the software works, how to fix problems, and how to improve. The two most basic types of software documentation are internal and external. These two types of documentation have different purposes and serve different people. In this article, we will examine each type of documentation, who uses it, and how it differs.

What is Software Documentation?

Before we delve into the difference between internal and external documentation, let us first understand what the term means. Written texts, guides, and instructions convey how a software program operates. Detailed information is provided on usage and troubleshooting. Good documentation will help users understand how to interact with the software and will simplify the lives of both users and developers.

Internal Software Documentation

Internal documentation is written for the audience that develops and maintains the software. These are the software development team developers, engineers, testers, and others.

Purpose of Internal Documentation

Internal software documentation’s primary purpose is to help the team understand how the software works internally. It describes the code, design, and development processes of the software. Such documentation is not created for end-users but for those who will build, improve, or fix the software.

Some significant benefits of internal documentation to the development team include:

• Understanding the structure of the software: It describes how different parts of the software work together.
• Make changes or updates: Internal documentation helps developers understand how to add new features or fix bugs.
• Solve problems: When the software malfunctions, internal documentation provides information on how to find and solve the problem.
• Collaborate better: When several developers work on the same software, internal documentation helps them work harmoniously.

Types of Internal Documentation

There are several types of internal documentation. Some examples include:

• Comments in the code: These are short notes made by developers directly within the code, explaining what it does or why a particular decision was made.
• Technical specifications: These documents contain information on the software’s design and architecture and describe how it should be built.
• Development workflows: The development team follows these documents, describing the processes when creating the software.
• API documentation: API stands for Application Programming Interface. This kind of documentation describes how different parts of the software communicate to a developer.

Why is internal documentation important?

Well, this is important for the following reasons:

• It helps in teamwork when one developer quickly understands what another developer does and can contribute to a project without any confusion.
• Helps reduce errors: Good documentation will assist developers in avoiding mistakes while writing code or updating anything.
• Speeds up development: With suitable documentation, new developers can quickly understand the software and do not spend too much time figuring things out.
• More straightforward to debug: In case of problems, developers can refer to the documentation and comprehend what could have gone wrong and how to correct it.

Who uses Internal Documentation?

The internal documentation is only used by the development team, which includes:

• Software developers
• Engineers
• Testers
• Project managers
• Quality assurance teams

These teams use internal documentation to guide them in developing, maintaining, and upgrading the software.

External Software Documentation

External software documentation is created for the software’s users, who use it in their everyday work or personal lives. The primary purpose of external documentation is to help them understand how to use the software, solve problems, and make the most of its features.

Purpose of External Documentation

The primary intention of external documentation is that the software should be user-friendly, even for a person who does not belong to the development team. It may describe how the software is installed, configured, and operated; at the same time, some troubleshooting is involved to help them sort out problems that may be faced. External documentation helps users by:

• It explains how to use the software step by step, showing the user how to do things so they can use the software without confusion.
• Troubleshooting help: It guides users on what to do when encountering problems.
• Tips and tricks: It helps users discover new features or ways to use the software more effectively.
• FAQs answering: Provides the answers to a list of FAQs users might pose concerning the application.

Types of External Documentation

There exist numerous types of external documentation. Some of these include:

User guides: Highly detailed documents dealing with installation, configuration, and general use information concerning the product.

Help documents: These are very brief booklets that include answers to various common questions and quick remedies to some raised problems.

• Websites for online help: Websites maintained by developers and/or distributors where users can seek frequently asked questions, troubleshooting hints, and similar information.
• Tutorials: Generally, step-by-step instructions through which one is taught to carry out certain functions in the software.
• Knowledge bases: A set of articles about almost anything in the software.

Why Is External Documentation Important?

It is important to have external documentation, as it will enable users to take maximum advantage of the software. Here are some reasons why it is important:

• The more knowledgeable users are about using the software, the faster and more efficiently they can work with it.
• Good documentation helps users to avoid errors and misunderstandings while using the software.
• In the event of a problem, a user can quickly resolve it themselves with external documentation.
• Helps customers: Customer support teams use external documentation to help users work through problems and solutions.

Who Uses External Documentation?

External software documentation is intended for the users of the software, including:

• End-users: Those people who utilize the software on a day-to-day basis.
• Customers: If the software is sold to businesses or individuals, they will require external documentation.
• Technical support teams: These teams utilize external documentation to assist customers in case of any problems.

Key Differences 

Now that we know what internal and external software documentation is let us focus on their key differences.

1. Audience

• Internal Documentation: It is for the development team, which includes software developers, engineers, and testers.
• External Documentation: It is for the end-users of the software, customers, and technical support teams.

2. Purpose

• Internal Documentation: The primary purpose of this documentation is to help the development team understand, maintain, and improve the software.
• External Documentation: Its primary purpose is to educate users about the software’s usage, how to solve issues, and optimal use.

3. Content

• Internal Documentation: These are code comments, technical specifications, workflows, and API documentation
• External Documentation: User manuals, help files, tutorials, and FAQs

4. Complexity

• Internal Documentation: It can get technical and into much detail as its target is a developer with full knowledge of programming and software design.
• External Documentation: It is straightforward to read as it is for end-users who are not tech savvy.

5. Confidentiality

• Internal Documentation is usually confidential and unpublished. It explains the software’s technicalities in depth.
• External Documentation: Public and can be accessed by anyone using the software or wishing to do so.

6. Use in Software Development Lifecycle

• Internal Documentation: It is used during development, mainly when writing code, testing, and updating.
• External Documentation: It is used after the completion of software during the usage and support phases.

In the final analysis, internal and external software documentation are indispensable for different purposes. The internal documentation helps the development team understand, build, and maintain the software; it provides technical details and instructions for those working on it. On the other hand, external documentation helps users understand how to use the software, solve problems, and make the most of its features; it provides simple, clear instructions that make the software easy to navigate.

Conclusion

Both types of documentation are required for a successful software product. Without internal documentation, the development team may find it difficult to coordinate to enhance the software. Without external documentation, end-users may not fully understand how to apply the software efficiently.

Good software requires internal and external documentation. If they are both clear, helpful, and easy to understand, then they make the software meet the requirements of the developers and the users.