A procedure is a promise: if the reader follows these steps, they'll get this result. Good procedures keep that promise every time.
Anatomy of a good procedure
TITLEExport a project to PDF — starts with a verb, names the goal.
BEFORE YOU STARTYou need the Author role. Save all open topics.
STEPS
- Open the project and select Publish → Export.
- In Format, select PDF.
- Select Start export.✅ A progress bar appears. When it reaches 100%, the file downloads.
RESULTYou have a PDF of the whole project. Next: share it with reviewers.
Rules
- One action per step. "Open X, select Y, and enter Z" is three steps.
- Start with the verb — and put the location before the action: "In Format, select PDF."
- Bold UI labels exactly as they appear on screen.
- Show results after important steps so readers know they're on track.
- Keep options out of the main path. Put alternatives in a note or an expandable section.
- Test it. Follow your own steps on a clean account before publishing.
Try it: what's wrong with these steps?
"3. Click OK after you have chosen the file, which you can find in the Documents folder, and then wait."
✅ Too many actions and the order is reversed. Split: 3. Open the Documents folder and select the file. 4. Select OK. Then state the result instead of "wait".
"5. The Settings dialog should be opened."
✅ Passive and unclear who acts. Write: "5. Open Settings."
"2. Enter the value (you can also import values from CSV, see Importing, or use the API)."
✅ Alternatives distract from the main path. Keep the step simple and move the options to a note.