From AI to the cloud: 5 trends that are shaping technical documentation

Many of the content management systems on the market have evolved over time. New functions have been added and the software has become more extensive and complex. Yet little attention was paid to the aesthetics. For a long while, this approach was fine and still met customer expectations.

But, over time, users’ requirements and expectations have changed. In their fast-paced everyday lives, technical writers are no longer only interested in what the software can do; they want to know how simple it is to use:

• How easily can I navigate the system?
• Can I watch a short tutorial and then get up and running on my own?
• As a newcomer and reviewer, can I use the software without any difficulties?
• Does the content management system have a modern design and is it visually appealing?

This all means that content management systems not only have to appeal to customers through an impressive range of functions, but they must also offer a pleasant user experience (UX) to make the technical writer’s day-to-day work easier.

According to a survey conducted by the industry association Bitkom, 90 percent of all companies in Germany were using cloud applications in 2025. No company will be able to manage without the cloud in the future, and the majority want applications from Germany or Europe in order to avoid dependence on US providers.

This trend towards the cloud has also reached content management systems. And this isn’t without reason, as the cloud offers a wealth of advantages for technical documentation:

• You don’t need your own IT infrastructure, which is particularly advantageous in times of skills shortages.
• The content management system is ready to use out of the box and always up to date.
• By choosing the right provider, you can be sure that the software guarantees high availability and security.
• You benefit from predictable expenditure and avoid a high one-off investment.
• The software is available 24/7 and accessible from anywhere, making both teamwork and working from home that much easier.

Currently, AI-supported functions in content management systems help to manage individual technical writing tasks more efficiently. These include:

• Automated metadata allocation
• Creating text
• Text correction and adherence to terminology requirements
• Translations

But what if your content management system could do even more?

• For example, what if it could independently compile content for product variants without you having to utilize a filter function to select the right content modules?
• What if it not only adapted layouts, but could also define them and apply all changes automatically?
• Or what if it could go beyond the current automation options and handle complex workflows with AI support?

None of this is a distant vision of the future – it could be reality very soon.

A future-proof content management system isn’t limited to just AI assistance. It creates the technical basis for artificial intelligence to deal with sub-projects independently.

At the same time, the role of technical writers is changing and shifting away from routine tasks towards strategic control, evaluation, and review. A content management system that constantly adapts to this change enables you, as the “human in the loop”, to perform your tasks to the best of your abilities. It analyzes data and presents it in such a way that you can make informed decisions.

Find out more: In our white paper on AI, you can learn how artificial intelligence from Quanos improves both your documentation and your aftersales & service.

Chatbots allow product users and service technicians to find answers to their questions immediately, at any time of the day. Users no longer have to flick through a manual or scroll though the online help pages to find the information they’re looking for. Voice assistants are particularly helpful during maintenance, repairs, or when using tools, as they keep your hands free. The advantage for companies is that they use chatbots to reduce the workload of their support team significantly.

Future-oriented content management systems help you to provide customers and service technicians with access to content by means of a chatbot. After all, the content is already there: now it’s just a matter of making it available to external parties and linking it to other knowledge sources, like support databases This will enable users to receive comprehensive help in the event of a problem.

Find out more: Learn more about voice assistants for technical documentation.

Technical documentation that’s limited to two-dimensional graphics and text is sometimes difficult to follow. Content such as 3D animations and tutorial videos, on the other hand, make complex operating and repair procedures easy to understand. This information isn’t new. However, generating such content used to be expensive and time-consuming. As a result, many companies hadn’t even considered these opportunities as being viable – until now.

Artificial intelligence has made creating more complex content significantly more efficient and much cheaper. With the right tools, you can put together a range of formats effortlessly, such as:

• Podcasts and audio files
• Tutorial videos and animations (e.g., with avatars)
• 3D visualizations
• Graphics

AI makes it possible to adapt this content to your different target groups and their language requirements. This doesn’t only enrich your technical documentation, though. You can also easily supplement your information offering with additional training and learning materials, for example. If changes are necessary, the AI-generated content can always be altered easily, ensuring it’s always up to date. Your technical documentation becomes clearer and easier to understand, which sets you apart from the competition and enhances the user experience.

Artificial intelligence and cloud computing aren’t flash-in-the-pan trends. They’re going to shape the future of technical documentation in the long term. Companies that utilize them will make their technical documentation more efficient, retain customers through the quality of their information, and stand out from the competition.

This is why you should invest in a content management system today that will carry you safely into the future. With SCHEMA ST4, you can face the challenges of tomorrow head on:

• Artificial intelligence: The Quanos content management system already offers numerous AI-based functions, such as automated metadata allocation (ST4 AI Jetpack) and support for writing, reviewing, and translation.
• Cloud: SCHEMA ST4 is available as a cloud system.
• Support for interactive media content: Whether with videos or 3D animations, SCHEMA ST4 allows you to be ultra-flexible and choose how to present your content.
• Chatbots: With the Quanos InfoTwin AI Assistant, you can implement chatbots and link other sources of information with your technical documentation.
• Innovation: At Quanos, we’re continuously developing our software to make sure we can offer you the best possible support for many years to come.

Learn more about SCHEMA ST4