Use Case

Master this essential documentation concept

Quick Definition

A description of how a user will interact with a specific feature or function of a product, explaining the benefit and practical application.

How Use Case Works

flowchart TD A[User Need Identified] --> B[Define User Role] B --> C[Identify Goal/Task] C --> D[Map User Journey] D --> E[Document Prerequisites] E --> F[Write Step-by-Step Process] F --> G[Define Success Criteria] G --> H[Create Supporting Content] H --> I[Review with Stakeholders] I --> J{Feedback Received?} J -->|Yes| K[Revise Use Case] K --> I J -->|No| L[Publish Documentation] L --> M[Monitor User Behavior] M --> N{Updates Needed?} N -->|Yes| A N -->|No| O[Maintain Current Version]

Understanding Use Case

A use case is a fundamental tool in documentation that describes specific scenarios where users interact with a product, system, or process to accomplish their goals. It provides a structured narrative that captures user motivations, actions, and expected outcomes from start to finish.

Key Features

  • User-centered perspective focusing on real-world scenarios
  • Step-by-step process documentation with clear entry and exit points
  • Goal-oriented structure that defines success criteria
  • Context-rich descriptions including user roles and environments
  • Actionable sequences that can be tested and validated

Benefits for Documentation Teams

  • Ensures content addresses actual user needs and workflows
  • Provides structure for organizing complex information logically
  • Enables better collaboration between writers, developers, and stakeholders
  • Creates testable scenarios for content validation and improvement
  • Helps prioritize documentation efforts based on user impact

Common Misconceptions

  • Use cases are not just feature lists or technical specifications
  • They don't replace detailed procedures but complement them with context
  • Use cases aren't one-size-fits-all and should be tailored to specific user segments
  • They're not static documents but should evolve with user needs and product changes

Transforming Video Use Cases into Actionable Documentation

Technical teams often create video demos to showcase use cases, visually demonstrating how users interact with product features. These recordings effectively capture the context, user flows, and practical applications that define good use cases. However, relying solely on videos to document use cases creates significant challenges.

When use cases exist only in video format, users must scrub through lengthy content to find specific scenarios, making it difficult to quickly reference how a feature should work. Technical writers and product teams struggle to maintain consistency across use cases when they're scattered across various video assets.

Converting your video-based use cases into structured documentation solves these challenges. By transforming videos into searchable user manuals, you create a single source of truth where use cases are properly categorized, indexed, and easily accessible. This conversion process preserves the valuable context captured in videos while organizing use cases into a format that's easier to maintain, update, and reference.

For example, a product onboarding video containing multiple feature use cases can be converted into discrete documentation sections, each describing a specific user interaction with clear steps and expected outcomes. This transformation makes your use cases more actionable for both users and internal teams.

Learn how to efficiently transform your video use cases into comprehensive documentation →

Real-World Documentation Use Cases

API Integration Documentation

Problem

Developers struggle to understand how to implement API endpoints without real-world context and examples

Solution

Create use cases that show complete integration scenarios from authentication to data processing

Implementation

1. Identify common integration patterns 2. Define developer personas and their goals 3. Document complete workflows with code examples 4. Include error handling and troubleshooting steps 5. Provide testing scenarios and expected responses

Expected Outcome

Developers can successfully integrate APIs faster with fewer support tickets and better implementation quality

Onboarding Process Documentation

Problem

New users abandon the product during setup because documentation doesn't match their specific situations

Solution

Develop use cases for different user types and their unique onboarding paths

Implementation

1. Research user segments and their backgrounds 2. Map different entry points and goals 3. Create persona-specific onboarding flows 4. Document decision points and alternative paths 5. Test scenarios with actual new users

Expected Outcome

Higher user activation rates and reduced time-to-value for new customers across different user segments

Troubleshooting Guide Creation

Problem

Support teams receive repetitive tickets because troubleshooting documentation doesn't address real user scenarios

Solution

Build use cases around actual problem-solving workflows that users experience

Implementation

1. Analyze support ticket patterns and common issues 2. Document user context when problems occur 3. Create diagnostic workflows with decision trees 4. Include environmental factors and edge cases 5. Validate solutions with support team feedback

Expected Outcome

Reduced support volume and faster problem resolution as users can self-serve more effectively

Feature Adoption Documentation

Problem

Users don't discover or utilize advanced features because documentation focuses on mechanics rather than value

Solution

Develop use cases that demonstrate feature value through realistic business scenarios

Implementation

1. Identify underutilized features with high value potential 2. Research user workflows and pain points 3. Connect features to specific business outcomes 4. Create scenario-based tutorials with measurable results 5. Track feature adoption metrics post-publication

Expected Outcome

Increased feature adoption rates and improved user satisfaction as customers realize more value from the product

Best Practices

✓ Start with Real User Research

Base use cases on actual user behavior, needs, and contexts rather than assumptions or product features

✓ Do: Conduct user interviews, analyze support tickets, and observe user behavior to identify genuine scenarios
✗ Don't: Create use cases based solely on product capabilities or internal team assumptions about user needs

✓ Define Clear Success Criteria

Establish measurable outcomes that indicate when a user has successfully completed the use case scenario

✓ Do: Specify concrete results, deliverables, or states that users should achieve upon completion
✗ Don't: Leave success ambiguous or rely on vague indicators that users can't easily verify

✓ Include Contextual Information

Provide relevant background about user roles, environments, and prerequisites to make scenarios realistic

✓ Do: Document user personas, technical requirements, and situational factors that influence the workflow
✗ Don't: Strip away context to make use cases seem universally applicable when they're actually scenario-specific

✓ Test and Validate Regularly

Continuously verify that use cases remain accurate and helpful as products and user needs evolve

✓ Do: Run regular usability tests, gather feedback from actual users, and update based on product changes
✗ Don't: Treat use cases as static documents that don't require ongoing maintenance and validation

✓ Balance Detail with Usability

Provide enough detail for users to succeed while keeping use cases scannable and actionable

✓ Do: Use clear headings, bullet points, and progressive disclosure to organize complex information effectively
✗ Don't: Overwhelm users with excessive detail or oversimplify to the point where critical steps are missing

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