Manual Guide

Platform Notes

• Optional helper plugins may help in some environments, but they must not be treated as required for this skill.

Manual Guide (End-User Documentation)

Acknowledgement: Shared by Peter Bamuhigire, techguypeter.com, +256 784 464178.

Use When

• Generate end-user manuals and reference guides for ERP modules. Use when the user asks to document a feature, write a user manual, or sync a reference guide. This skill is explicitly separate from doc-architect (which manages AI guidance docs...
• The task needs reusable judgment, domain constraints, or a proven workflow rather than ad hoc advice.

Do Not Use When

• The task is unrelated to manual-guide or would be better handled by a more specific companion skill.
• The request only needs a trivial answer and none of this skill's constraints or references materially help.

Manual Guide Required Context

• Gather relevant project context, constraints, and the concrete problem to solve.
• Confirm the desired deliverable: design, code, review, migration plan, audit, or documentation.

Manual Guide Core Method Notes

• Read this SKILL.md first, then load only the referenced deep-dive files that are necessary for the task.
• Apply the ordered guidance, checklists, and decision rules in this skill instead of cherry-picking isolated snippets.
• Produce the deliverable with assumptions, risks, and follow-up work made explicit when they matter.

Quality Standards

• Keep outputs execution-oriented, concise, and aligned with the repository's baseline engineering standards.
• Preserve compatibility with existing project conventions unless the skill explicitly requires a stronger standard.
• Prefer deterministic, reviewable steps over vague advice or tool-specific magic.

Manual Guide Existing Failure Notes

• Treating examples as copy-paste truth without checking fit, constraints, or failure modes.
• Loading every reference file by default instead of using progressive disclosure.

Manual Guide Core Deliverables

• A concrete result that fits the task: implementation guidance, review findings, architecture decisions, templates, or generated artifacts.
• Clear assumptions, tradeoffs, or unresolved gaps when the task cannot be completed from available context alone.
• References used, companion skills, or follow-up actions when they materially improve execution.

Evidence Produced

References

• Use the links and companion skills already referenced in this file when deeper context is needed.

Inputs

Capability contract

Read access to product behaviour, role rules, and the current interface is required. Manual edits need explicit authority; screenshot capture, product mutation, and publication require their own approval.

Degraded mode

Fallback without product access, screenshots, or render capability: return a qualified procedure outline, mark affected steps and page checks unassessed, and withhold invented instructions.

Decision rules

Outputs

Manual Guide Evidence Notes 1

• Record verified screens, roles, procedure test results, screenshot versions, error-path checks, and render gaps.

Worked example

Document invoice creation as a numbered task, identify the required role, show the success state, and include recovery for validation failure.

Create end-user manuals and reference guides. This is not for AI instruction documents. Do not edit or generate AGENTS.md or other AI guidance files when this skill is used.

Why Manuals Matter (SaaS Baseline)

End-user manuals and system guides are required deliverables for any SaaS application. Features are not considered complete until:

• A user-facing manual exists for the feature
• The manual includes step-by-step instructions, screenshots/visuals, and edge cases
• The manual is aligned with the feature spec and user workflows

Documentation Standards (MANDATORY): ALL manual files must follow strict formatting rules:

• 500-line hard limit per manual page - no exceptions
• Two-tier structure: Manual index/TOC + Individual topic pages (max 500 lines each)
• Smart subdirectory grouping in /manuals/ by module
• See doc-standards.md for complete requirements

Trigger Phrases

Activate when the user asks to:

• "Document feature [X]"
• "Write manual for [Module]"
• "Sync reference guide"

Contextual Discovery (Intelligence Phase)

Before writing a single word, analyze these four pillars:

1. Plans: Scan docs/plans/**/*.md to understand business intent and user stories.
2. Schema: Scan database/schema/*.sql to identify constraints, triggers, and auto-generated fields.
3. Codebase: Read implementation in src/ or app/ to see actual UI behavior and data flow.
4. Documentation: Check docs/* for style guides or technical debt notes.

Output Structure (Dual-Workflow)

Every guide must include:

1. Conceptual Overview

   • Why the feature exists
   • How it works from a business perspective

2. Procedural Steps

   • Numbered steps for the happy path
   • Use bold for UI elements (buttons, menus, fields)

3. Technical Reference

   • Tables for auto-generated fields, required inputs, and background triggers

4. Edge Cases

   • Derived from schema constraints and validation rules

Comprehensive Manual Standards (Required)

Use these standards to design manuals for SaaS web apps. Summarize and adapt per module.

1) Documentation Strategy

• Define audience personas (first-time users, regular users, admins, integrators)
• Define documentation types (getting started, feature guides, troubleshooting, API docs)
• Maintain a content audit checklist per release

2) Information Architecture

Organize manuals with a clear hierarchy:

• Getting Started
• Tutorials & Guides
• How-To Articles
• Reference (feature specs, error codes, shortcuts)
• Troubleshooting
• Best Practices
• What’s New

3) Writing & Microcopy Standards

• Use active voice and direct instructions
• Provide numbered, testable steps
• Use consistent UI terms and button labels
• Include FAQ and common errors

4) Visual & Media Standards

• High-resolution screenshots, annotated where needed
• Blur sensitive data
• Use consistent naming and alt text
• Optional short videos with captions

5) Accessibility & Localization

• Meet WCAG accessibility basics (contrast, headings, alt text, keyboard nav)
• Prepare for translation and locale formatting

6) Maintenance & Versioning

• Update manuals alongside feature releases
• Track changes via version control and changelogs
• Use analytics/feedback to prioritize improvements

7) Distribution & Promotion

• Provide in-app help links and searchable docs
• Publish release notes and guided walkthroughs
• Maintain downloadable print/PDF versions

Tone & Style

• Professional, instructional, literal-minded
• Use tables to compare workflows (e.g., POS vs Direct Sales)
• Avoid implementation details that are irrelevant to end users

Manual Delivery Requirements (Required)

• Manuals must be created in /manuals/ using subdirectories for major areas.
• Create a core page: /public/user-manuals.php based on the standard template (e.g., skeleton.php).
• The core page should dynamically include manual files, e.g. user-manuals.php?manual=pos-system.
• When asked to design a manual:
  1. Check if /public/user-manuals.php exists.
  2. Check if /manuals/ exists and contains subdirectories.
  3. If no folders exist, study the codebase and create up to 10 top-level manual sections.
  4. Create /manuals/AGENTS.md describing the directory purpose and what each subfolder should contain.
  5. Create the manual PHP file for the requested module in its subfolder.

Manual UI Expectations (Web)

• Make manuals enjoyable and interactive, not static help pages.
• Use a clean, high-contrast layout with subtle depth (glassmorphism-like panels).
• Provide a top progress indicator and section anchors.
• Provide a fast live search/omnibox (Cmd/Ctrl+K) with visual previews when feasible.
• Use highlighted UI callouts (dim rest of page on hover/focus of a term).
• Ensure mobile readability and fast load time.

Manual PDF Expectations

• Produce a clean, print-ready manual for export.
• Support a dark-mode style variant where feasible.
• Use high-quality typography (sans for headings, monospace for field names).
• Include visual anchors (clean UI illustrations rather than heavy screenshots).
• Optional QR code links for video walkthroughs or live demos.

Tool Permissions

• Allowed: read_file, list_dir, grep_search, file_search, create_file, apply_patch
• Use edits only for manuals and /public/user-manuals.php scaffolding

Output Formatting

• Manuals should be created as PHP files in /manuals/<section>/ and included dynamically by user-manuals.php

Cross-References to SDLC & Documentation Skills

Related Skills

When to Use Which Documentation Skill

Back to: Skills Repository Related: route to the active SDLC documentation, architecture, or feature-planning skill through the repository router. Last Updated: 2026-02-20

Workflow

1. Identify audience, role, task, verified product behaviour, and delivery format.
2. Map procedures to real screens, permissions, success states, and failure recovery.
3. Stop when product behaviour or a required screenshot cannot be verified.
4. Draft and test procedures; recover by recording the missing evidence and withholding the affected instruction.

Manual Guide Evidence Notes 2

Anti-Patterns

• Inventing a button or menu. Fix: verify the product state.
• Omitting role prerequisites. Fix: state permissions before each task.
• Documenting only the happy path. Fix: include errors and recovery.
• Using stale screenshots without warning. Fix: recapture or label the version gap.
• Publishing an untested procedure. Fix: execute or mark it not assessed.