How to Choose Documentation Tools
Documentation tools serve different purposes: communication, training, archival, and more. This guide helps you choose based on what you’re actually trying to accomplish.
5-Minute Decision Framework
Answer these questions:
1. What’s the purpose?
- Explain something once → Loom (video)
- Create reusable how-to guides → Scribe, Tango
- Archive visual history → PageThen
- Quick captures → CleanShot
- General documentation → Notion
2. Video or text?
3. Manual or auto-generated?
4. One-time or evolving?
5. Individual or team?
Types of Documentation Tools
Video Communication
Examples: Loom
- Record screen + camera
- Personal, contextual explanations
- Async communication
- One-time viewing
Best for: Explaining complex topics, feedback, communication.
Auto-Generated Guides
- Click through process → get documentation
- Text + screenshots automatically
- Searchable and updatable
Best for: SOPs, training materials, process documentation.
Visual Archival
Examples: PageThen
- Capture snapshots over time
- Timeline of evolution
- Before/after comparison
Best for: Project history, case studies, portfolio evolution.
Screenshot Utilities
Examples: CleanShot
- Quick captures
- Annotation tools
- Scrolling capture
Best for: Bug reports, quick shares, annotated images.
Documentation Platforms
Examples: Notion
- Write and organize docs
- Team collaboration
- Wiki/knowledge base
Best for: General documentation home, team wikis.
Matching Tool to Purpose
| Purpose | Best Tool Type | Examples |
|---|---|---|
| Explain to colleague | Video | Loom |
| Train new employees | Auto-generated guides | Scribe, Tango |
| Document project history | Visual archival | PageThen |
| Report a bug | Screenshot | CleanShot |
| Build team wiki | Documentation platform | Notion |
| Create customer support docs | Auto-generated guides | Scribe, Tango |
| Quick feedback on design | Video | Loom |
| Case study visuals | Visual archival | PageThen |
Video vs Text
Choose Video (Loom) When:
- Context and tone matter
- Showing and explaining together helps
- Personal touch is valuable
- One-time communication (not reference)
- Complexity requires walkthrough
Choose Text (Auto-Guides) When:
- Content needs to be searchable
- Guides will be updated over time
- Readers prefer scanning to watching
- Reference material, not communication
- Steps need to be followed precisely
Auto-Generated vs Manual
Choose Auto-Generated (Scribe, Tango) When:
- Documenting click-by-click processes
- Creating many similar guides
- Time efficiency matters
- Process is straightforward
Choose Manual (Loom, CleanShot) When:
- Adding personal context
- Explaining “why” not just “how”
- Non-process content
- Creative or explanatory work
Common Mistakes
Video for reference docs — Nobody re-watches videos to find one step. Use text for reference.
Text when video is better — Complex explanations benefit from showing. Don’t force everything into text.
Over-documenting — Not everything needs documentation. Document what will be referenced.
Wrong tool for job — Loom isn’t for archival. Scribe isn’t for communication. Match tool to purpose.
Evaluation Checklist
- Matches my purpose? — Communication, training, archival, or reference?
- Right format? — Video or text for this use case?
- Creation effort matches value? — Will this documentation be used enough?
- Maintainable? — Can this be updated when things change?
- Discoverable? — Can people find this when they need it?
Frequently Asked Questions
Should I use Loom or Scribe for training?
Depends on content. Loom for conceptual training with context. Scribe/Tango for step-by-step process training. Often both: Loom for introduction, Scribe for detailed guides.
What’s the difference between Scribe and Tango?
Same core feature (auto-generate guides from clicks). Scribe has more enterprise features. Tango has better free tier. Similar quality.
When should I use PageThen vs Loom?
Different purposes. PageThen archives visual history over time. Loom communicates in the moment. PageThen for preservation, Loom for explanation.
Do I need multiple documentation tools?
Usually yes. Video for communication, auto-guides for processes, screenshots for quick captures. Different tools for different purposes.