Effective IT documentation is often overlooked in MSP and IT departments as a core solution, but it’s crucial for managing complex environments. To address this, we’ve significantly upgraded our Documentation solution in recent releases, helping teams boost efficiency and productivity.
What is IT documentation and why do you need it?
IT Documentation is a comprehensive collection of written materials that explain, guide, and support the use, maintenance, and troubleshooting of IT systems, processes, endpoints, and software.
A well-crafted IT documentation solution is a game changer for IT teams, making it simple to standardize processes, improve efficiency, and give techs instant access to critical information.
What NinjaOne Documentation has to offer
NinjaOne Documentation streamlines your IT operations by providing instant access to critical information. With customizable automations, you can quickly onboard new technicians and standardize your knowledge base. Plus, secure credential storage and permission-controlled end-user sharing help maintain data integrity and prevent security breaches.
How does NinjaOne Documentation stack up against the others?
With over 250 new features and enhancements added this year alone, NinjaOne is constantly evolving. Our commitment to innovation ensures that our platform remains competitive and empowers MSPs and IT departments to streamline their operations.
We can now confidently say that NinjaOne Documentation stands toe-to-toe with the industry’s leading solutions. To see how we compare, explore the feature grid below:
| Feature | NinjaOne | IT Glue | Hudu |
| Extend Device Assets with Custom Fields | YES | NO | YES |
| Populate and Access Device custom fields with the RMM agent | YES | NO | NO |
| Full Featured API | YES | Limited | Limited |
| Integrated RMM & Ticketing | YES | NO | NO |
| Expirable Knowledge Base Sharing Links | YES | NO | NO |
| Customer Portal | YES | YES | YES |
| Microsoft Cloud Editor | YES | YES | NO |
| Domain & SSL Tracking | YES | YES | YES |
| Customized Document Types | YES | YES | YES |
| Knowledge Base & SOPS | YES | YES | YES |
| Search | YES | YES | YES |
| Runbooks | YES | YES | YES |
| Checklists | YES | YES | YES |
| Integrations | YES | YES | NO |
Three top use cases for NinjaOne Documentation
Ready to see NinjaOne Documentation in action? Let’s explore three real-world scenarios where our solution has helped transform IT operations. From building out knowledge bases to tracking repeatable processes, these use cases demonstrate how NinjaOne can revolutionize your team’s efficiency and productivity:
Use Case #1 – Build out your knowledge base
The first use case to discuss is building out your own internal knowledge base. Knowledge bases allow your team to create customized wikis to collect and store your most important documents and files and share with end users for enhanced productivity.
To create a robust knowledge base, start by establishing Global and per Organization articles.
Next, organize these articles into a clear folder structure for easy navigation. After they are organized, you can keep track of document revision history to identify frequently used and updated information. Associate and build relationships between devices, documents, and other relevant items to connect frequently used documents and devices.
Finally, share your knowledge base articles with end users through Links or the End User Portal, allowing them to troubleshoot independently and providing you with control over access and expiration.
The first use case can be consolidated into the following steps:
- Create Global and Per Organization KB Articles
- Organize Articles into a Folder Structure.
- Keep track of the revision history of documents
- Build up relations between items inside NinjaOne
- Share Articles via Links or the End User Portal.
Use Case #2 – Build out structured documentation across organizations.
Another helpful use case for NinjaOne Documentation is to build out structured documentation across your managed organizations. Each organization may have their own unique documents but there is also a great deal of information that will be standard across any organization.
To streamline documentation across multiple organizations, create templates for Apps and Services Documents. Customize these templates with NinjaOne’s custom fields to capture essential information.
Next, using pre-defined items, you can tailor specific documents to specific organizational needs. Then, set up alerts to ensure timely completion of required documents, and leverage our API and CLI for automated data population.
This use case helps to enhance efficiency and provide your team with standardized, up-to-date, and timely documentation.
To review, the steps needed to complete Use Case #2 are:
- Create templates for Apps and Services Documents made up of custom fields to track the core information you need across all organizations.
- Import pre-defined items from a curated library.
- Get notified when required documents have not been completed.
- Utilize our comprehensive API and CLI to automatically populate information.
Use Case #3 – Track your repeatable processes with Checklists
Our final use case is to utilize Checklists to track and ensure completion of your tech’s repeatable processes. A key to technician efficiency is making it as easy as possible to track and complete routine tasks, freeing your techs up to focus on strategic tasks.
The first step here is to create checklist templates in NinjaOne Documentation to outline repeatable processes, including steps and detailed descriptions.
Next, assign those checklists to specific technicians within each organization to ensure these tasks are completed by the most qualified team members or to expand technician skill sets.
Finally, monitor checklist progress using the progress bar to track completion status and ensure SLAs are met.
In summary, this third use case consists of the following steps:
- Create checklist templates inside NinjaOne Documentation to outline your repeatable processes, with multiple steps and full task descriptions.
- Create instances inside each organization to be able to assign checklists and tasks to specific technicians.
- Track the completion progress of checklists to understand the status of each stage.
Get started with NinjaOne Documentation
As the IT world continues to grow in complexity, it’s essential to provide your team with tools that make their day-to-day jobs easier. An integrated IT documentation solution enables you to standardize your IT knowledge base to boost IT efficiency and centralize documentation for faster problem-solving.
NinjaOne Documentation helps MSPs and IT departments maximize knowledge sharing, optimize IT performance, reduce risk, and improve security of their most important information. Sign up for a free trial today.
