Switch to Document360
an enterprise-grade documentation solution

Multiple tools to handle different formats of documentation

Documentation needs are diverse, from documentation that is common to all businesses, such as customer-facing, FAQs, onboarding, and SOPs, to business-specific documentation, such as software documentation, API documentation, and multi-product/ multi-audience docs.

The last thing you want is to struggle endlessly between tools, trying to create and manage these documents.

Unfortunately, many teams end up using a mix of tools. For instance, customer guides and FAQs may live in help centers like Zendesk, onboarding material in PDFs or marketing pages built in Canva or HubSpot, SOPs in internal wikis like Confluence, and API or software docs in developer portals like GitHub Pages.

Using disconnected tools makes it difficult to maintain documents, causes inconsistencies, and results in a lack of a ‘single source of truth’ in the organization.

With Document360, you can create, manage, and share all these documents and more on one platform and consolidate all your documentation types into one centralized platform.

Outdated interface and poor user experience

A common reason teams migrate to Document360 is that their existing documentation platform feels slow, outdated and less user friendly.

Many legacy systems still suffer from confusing navigation, limited search capabilities, and overly technical interfaces to create content. And teams end up spending more time understanding and navigating through the tool than doing what they are supposed to.

Document360 offers an AI-powered, intuitive interface with advanced search capabilities. The advanced editors are easy to use, even without technical knowledge. And users can find what they are looking for in seconds, thanks to the clear information hierarchy created through categorization and cross-linking of content.

Nibu Thomas, Director of Information Developer Group at Whatfix says,

Read more: Whatfix Casestudy

Limited customization and branding options

Many documentation tools offer minimal customization, such as changing colors, fonts, logo, and limited themes, resulting in surface-level changes. Or they come with rigid templates that require significant work to meet your needs.

It may hurt your business to use such generic documentation, as users may feel visually disconnected, resulting in loss of trust and poor user experience.

Document360, in contrast, is a more flexible and modern documentation tool. With its advanced customization options, you can add not just your logo, but unique color themes, layouts, menus, headers, and footers, and create completely branded documentation and knowledge base.

This unified design reinforces consistency and gives your customers a seamless experience of your brand.

Scalability challenges as documentation grows

Scalability is another major reason teams move documentation to Document360, as managing multiple products has unique demands.

Consistency becomes a challenge, employees waste time duplicating content, cross-product dependencies create sub-optimal user experience, and version control is a mess. Even otherwise great knowledge management tools struggle when documentation expands into multi-product, multi-audience, or deeply technical content.

Document360 provides a centralized knowledge management system, where you can also build dedicated workspaces for product-specific documentation. Consistency is maintained as teams can reuse common content and maintain tone, structure, and accuracy with shared templates and style guides. Its advanced version control and collaborative workflows ensure documentation stays up-to-date and relevant.

Lack of modern features

Modern users expect modern functionalities, but many legacy systems lack such capabilities.

For instance, users expect AI in modern software documentation tools, but a lot of these tools were built long before AI-assisted workflows became standard, and manual management was the norm. They are at best basic documentation systems to store documents, but they fall short on the modern needs of quick searchability, highly organized information architecture, and deep analytics.

With such tools, writers have to write everything from scratch, users struggle to look for the right information, and teams are not able to improve content based on user feedback.

Document360, on the other hand, comes with a complete suite of modern tools

• AI writing agent for faster content creation
• AI-assisted search for quicker solutions and better user experience
• Deep analytics for continuous data-backed improvement, and more.
• Duplicate content detector to identify and eliminate overlapping articles

High costs with limited functionality

Unfortunately, a lot of documentation tools charge premium prices but provide only basic features. Or they are highly inflexible and come with a lot of add-ons/ third-party tools that add up costs quickly.

To avoid such issues, Document360 has no fixed pricing structure. Its pricing is tailored to your specific needs and completely flexible. In its basic plan itself, Document360 comes with a ton of features, such as:

• Internal, external and mixed knowledge base
• Auto translate to 50+ languages
• SEO customization
• API documentation
• Customizable design
• AI writing agent and AI content and FAQ creation

It offers a more balanced price-to-value ratio with a wide range of features without multiple add-ons.

Poor collaboration tools for distributed teams

Remote teams are the norm today, and any documentation tool you use must have the required functionalities to cater to them. Some must-have collaboration features include commenting, role-based access, and draft management.

But legacy tools lack them as they were not designed for such needs. They lack real-time editing, collaboration, and advanced workflows. On such tools, teams have to waste their time communicating through emails, reviews get delayed, and maintaining consistency becomes almost impossible.

Document360, being a modern tool, comes with built-in collaboration capabilities designed for remote teams, such as role-based access, advanced workflows, real-time co-authoring, comments, and reviews.

Lack of Integration support with Helpdesk platforms

Good documentation is the basis of excellent customer support. But many documentation tools do not integrate with helpdesk platforms such as Zendesk, Freshdesk, Intercom, etc.

This prevents your customer support teams from finding answers from a central source. They end up storing information in internal notes on scattered tools, such as Google Docs and Slack threads, making it harder to find during support conversations.

Document360 integrates directly into helpdesks for both internal and external knowledge bases. So, your teams can not only refer to the relevant documentation but also insert articles or other information instantly during conversations.

Intuitive editor with markdown support

One of the biggest benefits of migrating to Document360 is its user-friendly editor designed for both technical and non-technical writers. It allows you to draft documents in 2 versatile editor options:

• With Markdown editors, writers can use syntax and HTML – great for Product documentation.
• The Advanced WYSIWYG editor acts as a hybrid between the two editors – great fit for text-centric, code-heavy, and media-rich documentation.

It has a clean and intuitive interface that provides a distraction-free writing experience.

Whether it is API documents, software documentation, or how-to guides and internal SOPs, this easy editing environment makes content creation faster, reduces errors, and helps maintain consistency.

AI-powered documentation workflow

Document360 comes with multiple built-in AI capabilities – another great reason for your knowledge base migration. These functions together can transform your entire documentation workflow, as teams can speed up content development and maintain consistency even across multi-product documentation.

Instead of spending hours writing and editing content manually from scratch, AI helps writers speed up their work significantly.

Its AI writing agent helps writers generate complete, high-quality documentation in your predefined style. It can even handle SEO metadata, and the AI meta title and description generator creates optimized metadata without any manual input.

The AI FAQ generator can automatically create a list of FAQs along with answers based on the content of your article in the Advanced WYSIWYG. Its AI glossary generator helps you maintain consistent terminology across your knowledge base, so your users are not confused, thereby reducing support tickets.

At the same time, the duplicate content detector helps identify overlapping or repeated content across the knowledge base, enabling teams to maintain a clean and well structured knowledge base.

And its AI summarizer uses NLP to summarize your articles while still retaining their context, for readers who are in a rush.

Advanced search powered by AI

Document360 is a modern knowledge base software that comes with an entire AI search suite with multiple features.

• ‘Ask Eddy’ AI assistive search provides an intelligent search experience with enhanced accuracy and speed of content retrieval.
• Text-to-voice functionality allows users to listen to articles instead of reading them while they perform multiple tasks.
• Eddy AI Federated Search enhances the search experience by allowing users to search multiple resources from a single interface, consolidating search results from your knowledge base, third-party webpages, and sitemaps (with external link references)

Also, Eddy AI can support over 20 languages, providing a knowledge base in the language of your choice and providing multilingual support to your global users.

Comprehensive analytics and insights

Another key benefit of migrating to Document360 is its deep analytics. It comes with a full analytics suite that offers deep insights into your knowledge base’s performance, so you can optimize content to enhance user engagement.

You can see how each document is performing, what users like, what they don’t like, and what they don’t care about, and tweak your content accordingly.

But Document360 not just provides article analytics, but also:

• Search analytics to optimize AI search performance
• Reader analytics to optimize content strategy
• Team accounts analytics for a detailed view of each member’s account
• Feedback analytics so you can see the feedback data in charts and graphs.
• Links status analytics so you can fix bad/ broken links, and
• Page not found analytics, so you can identify and replace broken or unknown URLs with redirecting URLs.

Also, its ‘Ticket Deflector’ analytics provides you with visibility into how your documentation is performing in live support scenarios. This helps teams continually refine content to reduce repetitive tickets and reduce support costs.

Seamless integrations with popular tools

No one wants their teams to get confused and waste time working on disconnected systems. So, Document360 integrates smoothly with widely used platforms across different functions, such as support, collaboration, and development.

Whether your team works on Zendesk, Freshdesk, Intercom, Slack, or Google Workspace, Document360 integrates with all of these and many other tools.

As a result, teams can collaborate seamlessly, support agents can find relevant information as they talk to a customer, and developers can import technical content without manual copy-pasting. This ensures faster workflows and fewer errors.

White-label customization options

Maintaining brand identity is crucial as it builds trust and creates a professional and cohesive user experience across all customer touchpoints. Document360 gives you complete freedom on branding and customization, so your documentation is in line with your brand identity and aesthetics.

Whether it’s selecting themes, adjusting colors, or personalizing layouts, Document360 empowers you to create a site that is not only visually appealing but also accessible and user-friendly. And with its multilingual capabilities with 20+ languages, you can even build a site in your choice of language.

This provides your users with a seamless experience of your knowledge base, as part of your product.

Cost-effective pricing structure

Document360 offers a flexible, need-based pricing model so you only pay for what you use. It also provides tons of great features in its basic plan that are essential for you to make a great knowledge base, so your teams get more value for their money.

These include AI features, customization options, analytics, versioning, integrations, and both internal and external knowledge bases, right there in the basic plan. All this is included without unnecessary add-ons or inflated costs, which is the norm with most tools.

This makes Document360 a more cost-efficient tool that also lets you scale without your costs going through the roof.

Following is a step-by-step structured process for your teams to transition smoothly from legacy or disconnected documentation tools to Document360.

Step 1: Create a Migration Plan

To carry out the migration process effectively, you must plan its scope. Here are some key steps of the migration plan:

• Identify which platforms you’re migrating from—one platform or a mix.
• Map the content types you are working with, such as articles, media, or code snippets.
• Decide what content is to be rewritten, archived, or migrated as is and assign people responsible for each piece of content.

Once you have the plan, you have clarity during the migration.

Step 2: Create Your Document360 Workspace

Now, choose your subscription plan in Document360, and you will be assigned a ‘Workspace’. Give a contextual name to your workspace, such as Help Center or Internal Docs, and start configuring the basic settings, such as your choice of language, branding, and home page etc.

Once this workspace is created, you can initiate a migration request so the Document360 migration team can start importing your content into it.

Step 3: Initiating a Migration Request

You can initiate a migration request from the website through the Migration Request Form.

• Navigate to Documentation () in the left navigation bar in the Knowledge base portal.
• In the left navigation pane, navigate to Content tools > Import & Export > Migrate content.
• Click the Initiate migration button, and a dialog appears.
• Enter the hyperlink to your existing external knowledge base or product documentation site in the External knowledge base link field. This refers to the link where your content is currently hosted. For example, docs.yourcompany.com
• Enter the knowledge base platform used in the Current platform field. This refers to the platform currently hosting your documentation. For example, Zendesk, Intercom, Confluence, etc.
• Click the Submit button.

Once you submit the information, one of Document360’s migration experts will contact you to help with the migration process.

Step 4: How the Document360 Team Supports You During Migration

At this stage, the Document360 team works closely with you to ensure the migration delivers both operational efficiency and an exceptional end-user experience.

• The process begins with a comprehensive assessment of your existing documentation. Our migration experts review your current content structure to identify gaps, redundancies, and optimization opportunities before migration begins.
• Based on this assessment, we define a realistic and well-structured migration timeline, covering content extraction, restructuring, refinement, quality checks, and final deployment.
• Our team then collaborates with you to design your new knowledge base layout, ensuring it aligns with your brand guidelines, and content goals.
• To set clear standards from day one, we also provide custom solution development, including sample article creation tailored to your documentation needs and best practices.
• You’ll receive hands-on support for implementing advanced features such as variables, glossary, and snippets, helping you maintain consistency and scale content efficiently.
• Throughout the process, we maintain continuous strategic oversight across all migration phases from initiation to closure, ensuring timelines are met and the migration stays on track without deviations.

Step 5: Review Formatting and Links

Once your content has been imported, this is where refinement begins, and Document360 extends full support.

It takes care of updating links (some manual clean-up may be required), preserving structure, and maintaining formatting, but no one knows your content better, and your team must review all content carefully.

Here are a few things you should typically check for:

• Headings and text styling
• Correct display of images, videos, and other embedded files
• Proper display of code blocks, tables, and callouts
• Smooth functioning of internal links
• Your intended category structure

This is the crucial quality check before your knowledge base goes live, so execute it accordingly.

Step 6: Set Permissions, Analytics, and Access Controls

Before you publish your knowledge base, you must configure your workspace settings to keep your documentation organized and secured. Here’s how you do it:

• Assign user roles, including writer, editor, reviewer, and admin.
• Set up content approval workflows
• Enable versioning
• Apply IP restrictions if needed
• Choose private or public knowledge base access
• Turn on analytics and feedback collection

These settings help you work smoothly and maintain quality from day one.

Step 7: Roll Out Document360

With content ready and systems configured, it’s time to move from migration to adoption.

Publish your documentation and update touchpoints where users access documentation, such as:

• In-product help icons or tooltips
• Navigation links on websites and customer portals
• Support emails, onboarding flows, and customer communications
• Integrations with chatbots, helpdesks, and internal support tools

Many teams opt for a phased launch to minimize disruption and make onboarding easier. This means you do not roll out all products at once, but rather do so gradually, product by product or department by department.

Step 8: Announce the Change

Finally, communicate the migration to the key stakeholders.

Whether it is your internal teams, customers, or partners, a clear announcement helps everyone understand where the new knowledge base lives and how to make the most of it.

Many businesses have transformed their documentation by migrating to Document360. Here are some real-world examples that improved customer experience, collaboration, and productivity after migrating to Document360.

Artegic Migrated From Confluence:

Finding the right information was challenging with Confluence because of its limited search functionality. Also, Artegic wanted their knowledge base to function in German, but Confluence’s translation plug-in was inefficient.

Document360’s powerful AI-powered engine yields perfect search results for Artefic, leading to positive customer feedback and increased usage. Document360’s Editor provides capabilities to create content in the German language that is also translated to English to serve its Global audience. Read the full case study here.

Glasswall Migrated From Madcapflare:

Glasswall struggled with MadCap Flare’s outdated user interface, lack of collaboration capability, and slow publishing workflow.

With Document360’s intuitive editor and customizable site design, Glasswall now has a professional-looking knowledge base that they proudly present to their customers. They find Document360 to be a dynamic and user-friendly platform for creating and publishing content. They also use it as an effective marketing and sales tool, with their teams collaborating effortlessly on it.

Using Confluence? Here is our Confluence to Document360 Migration Guide | End-to-End Process

Avontus migrated from a scattered Confluence setup:

Avontus faced limitations with Confluence, including its editor, which made article creation inconvenient. It also lacked branding options for their knowledge base.

Document360 provided Avontus with an intuitive editor and full site customization, which gave them full control over how their documentation looks. Having all their documentation in one place and the insightful analytics has been better for their business, too.