Avoid duplicating content

Duplicated content will confuse readers and lead them to ask which is the “correct” and most up-to-date content if indeed they become aware of both instances. Writers are no less likely to be confused by it when trying to determine which component is the relevant one if adding new data or editing existing data.

If users don’t at least have read access to all of your organization’s documentation, you increase the risk of duplication. Not finding the content they’re looking for might encourage someone to create it themselves.

However, if the duplication has a purpose, for instance, if you wish to document different aspects or different levels of granularity of the same thing in separate workspaces, bear in mind:

  1. Help your users find all relevant content by creating references between the components representing the same object (across workspaces if necessary), so that users can navigate from one instance to another. Remember to use a specific reference type for this purpose in order to tell these references apart from other types of dependencies (for example, “duplicateOf”). This will also allow you to filter them away easily.

  2. Help your writers know which instance to choose when adding or editing data by explaining the difference both in the description field at the component level and in the description field at the workspace level.

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