Alfresco Voice Writing for the user interface

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1 Alfresco Voice Writing for the user interface

2 One day I will find the right words, and they will be simple. Jack Kerouac

3 Contents Writing Tone - how to write Language - what to write Capitalization Abbreviations Trademarks and copyrights Global writing Punctuation Common UI examples Term Picker More information

4 Writing Clear, simple, and consistent user interface (UI) text makes users happy. The words we use can make or break the user experience. Think about the kind of person you want to work with, whether manager or a member of your team. Think of the language they use when they talk. They re encouraging, honest, supportive, reliable, professional, and engaging. They guide and educate you. When they speak there s no confusion or misunderstanding. They are clear and consistent. This is how to write for the user interface for Alfresco products. Use the examples and rules in this guide whenever you create new UI text, to provide a better and more consistent product for Alfresco s customers.

5 Tone - how to write Every piece of writing in the UI should help the user towards achieving a goal. The tone of the writing is about how you make the user feel on their journey. Think how your ideal colleague would talk to you... User Journey Alfresco says A fatal error occurred User feels This sounds really, really bad L What do I do now? Too cold Oops! What s that supposed to mean?!? What do I do now? Too glib We hit a problem. Try refreshing your browser. OK, doesn t sound too serious, I ll try that. Just right

6 Tone - 4 tips Who? Think about the person you re writing for, the Alfresco product they re using, and the level of knowledge they have. A developer can handle more technical language than an end-user, but they both want it to be kept as simple and clear as possible. Empower users by making them feel knowledgeable, rather than assuming a knowledge-level they may not have. Who this is for? How do they feel? What are they trying to do? What do they need to know? How? Write it how you d say it. When you write read it out loud. Is it clear? es it make sense? es a real person talk like this? Think of UI language as a two-way conversation between the user you and Alfresco we. Be consistent If a term has already been established, then use it, don t try to reinvent it. Stick to the same term within a process, for example, don t talk about both deleting and removing if you mean the same thing. If you re writing about something new then be creative, but stick to plain language. Be professional Alfresco products are enterprise products and the language needs to reflect this. Strike a middle ground between over-formality and over-friendly. Write how you d speak to a customer.

7 Tone - 5 examples Be positive Encourage the user in the right direction, rather than telling them why they did something wrong. Use numbers and letters only You can t use special characters n t Show empathy Understand the user s situation. If they re having problems, they want to be taken seriously. We hit a problem. Oops! n t

8 Be helpful Give information on how to resolve an issue. Use numbers and letters only Incorrect name format. n t Be responsible n t blame the user. They haven t done anything wrong, we just haven t shown them how to do it right. We didn t recognize the address or password Your login details are incorrect n t

9 Write actively Encourage the user to do things by writing actively. Writing actively means making the user the subject of the text. Nudge them to take the next step. You haven t added any users yet. Click Add Users to get started. No users added n t You can switch off the shared link at any time The sharing link can be disabled by switching it off n t

10 Language - what to write Use American English spelling Follow American-English spelling conventions, for example analyze not analyse. This link has more details Write in the present Most UI actions happen immediately, so try to write to reflect that. When things do happen in the past or future, keep it simple. sent has been sent n t

11 Write simply and directly Use plain language. Remove unnecessary words when possible, as they slow down the reading process and open up opportunities for confusion. Upload new version Would you like to upload your new version? n t Be concise, but also be clear Keep it simple, but not to the extent that the meaning isn t clear. 2 confirmation s sent 2 s sent out n t Edit in Google cs Edit Online n t

12 Use simple words If you have a choice of words you could use, go with the simplest option. Avoid technical terms where possible. Loading video Buffering n t Turn on this option Enable this option n t Just give the information that s necessary at a given point. n t feel the need to give too much information. Assign a review task to a single reviewer. Review and approval of content using Activiti workflow engine. n t

13 Use contractions Most of the time we use contractions in daily speech, and your writing should reflect this. Occasionally you may avoid contractions if you really need to emphasis something, for example, not click this button. it s, can t, won t, you re, don t it is, cannot, will not, you are, do not n t 1, 2, 3 not one, two, three Use numbers in place of words. 2 users added Two users added n t

14 Use generally understood words Avoid using terms that will only be understood by industry specialists. Use words and terms that will be understood by those outside Alfresco. If Alfresco have an established customer-facing term, then stick with it. Cloud Sync Manager Hybrid Cloud Manager n t Search Manager Faceted Search Config. n t Avoid directional language Avoid any language that requires the user being able to see the screen or page layout. Drag onto the layout area Drag onto the panel below n t

15 Capitalization Title Style Caps for actions, field labels, menu items and page titles. Sentence style caps for longer copy such as page or field descriptions and tooltips. ALL-CAPS - avoid at all times, except for abbreviations such as OK and CMIS. There is no grammatical right or wrong for this, the important thing is consistency, and existing Alfresco One content uses Title Caps for buttons, labels, and titles. Different standards have been set on other Alfresco products, for example Alfresco Process Services doesn t use Title Style Caps, so always check the current standard in the product you re writing for. You can make exceptions, for example if a button label is unusually long it may be better in sentence case. Joining words such as in, of, and to should always be lower case. n t

16 n t n t

17 Abbreviations n t use abbreviations unless they re a common technical or product term. The exception to this is OK. CMIS, ISO, API, SDK etc., e.g., n.b., i.e. n t Trademarks and copyrights n t use them. There s no need to put TM or similar marks when referring to third-party software. They re untidy in the UI and they re covered by the Help, which is a part of the product. Remember to spell product names correctly though, they re usually Title Case. Microsoft Office Microsoft office TM n t

18 Global writing The writing in the UI is translated into multiple languages. It s also used by 1000 s of non-native English speakers of different cultures and backgrounds. Many of the writing guidelines support writing for these audiences, with the focus on clear, simple language. Always leave the translations to the Localization Team, they know the rules for each language. Steer clear of cultural references and slang. There is one established exception to this, which is to begin error messages with We hit a problem. ne Yeah, got it! n t And remember that humor doesn t travel well. Keep it friendly and professional. We hit a problem. Try refreshing your browser. Well, it seems like that went all kinds of wrong! n t

19 Punctuation Omit punctuation unless it s necessary within full sentences. Character Period. Comma, Description Use to punctuate full sentences, for example in body text in dialogs. n t use in fragments, single sentences, or buttons. Use the serial, or Oxford comma. use 1, 2, 3, and 4 n t use 1, 2, 3 and 4 Exclamation! Avoid Colon : Omit from labels, for example, fields in a form. Semi-colon ; Avoid Quotations Use straight not curly quotes. This helps avoid any problems during translation.

20 Use straight not curly apostrophes. Apostrophes This helps avoid any problems during translation. Tip Assume you don t need an apostrophe unless it s a contraction such as can t, don t, or it s (for it is). You don t need an apostrophe for terms such as APIs or SDKs. Ellipses Use to indicate progress ( Uploading ). No space before the ellipses. Omit from button labels and actions. Em-dash Avoid En-dash Use instead of a hyphen to indicate range, for example, 11.00am 12.00pm Ampersand & Avoid

21 Common UI examples Menu Action Items Action buttons Error messages Empty state placeholder Tooltips Dialogs Update messages Links to the Help

22 Menu Action Items Active, imperative, and contextual. Encourage the user to move forwards with a specific action. Examples: Create File, Edit Properties, Upload New Version Action buttons Active, imperative, and, if appropriate, contextual. Encourage the user to move forwards with a primary action. Think about the context. Try to avoid using generic terms that can be unclear. The button label should clearly say what action will be performed. n t

23 Often a single word button label will describe the action. Error messages n t apologise, don t try and hide from the issue. Accept responsibility, and if possible provide information for next steps. If necessary give error details, but make it contextual. Error dialogs We hit a problem getting your search results. Try searching again. There was an error loading search results n t

24 The port you selected is already being used or you don t have permissions to use it. Try selecting another port. It seems you do not have enough permissions to bind the port or the port is already taken by another application. n t We hit a problem updating the task. Try copying and sharing the following details with your IT team. Org.alfresco.repo.security.permissions.AccessDeniedE xception: Failed to update task with id activiti$ Org.alfresco.repo.security.permissions.AccessDeniedE xception: Failed to update task with id activiti$ n t Field errors Keep it simple, clear, and provide a next step. Use numbers and letters only You can t use special characters n t

25 Empty state placeholder If a screen or panel has no content, then explain why and give a gentle push as to what to do next. You don t have any tasks right now. Create a task for yourself or assign it to someone else. No tasks n t Tooltips This is a good place to give contextually helpful information, whether it s a short tip, or more in-depth. You can also give a link to the help (docs.alfresco.com) for even more information.

26 Dialogs Dialogs will usually be made up of title, body text, and action buttons. Make button actions clear. n t repeat information think how you can give extra information in the body text. The previous version of the file will still be available. The previous version of the file will still be available. n t 'image.jpg' will be deleted and moved to your Trashcan. Are you sure you want to delete 'image.jpg'? n t Usually a Cancel label doesn t cause confusion and no extra description is needed. OK buttons have been described as the whatever of buttons and are best avoided except for basic confirmation dialogs. See the Term Picker for more.

27 Update messages n t ask the user to be patient. Just tell them what s happening, and if it s not immediate then give an indication of how long it might take. Update installing this may take a few minutes Please be patient, installing now n t Links to the Help Links to the Help can be used in tooltips and in the Admin Console to quickly access more information. If you add a link then give full details for accessibility reasons, and notify the UA Team so that it can be tracked for future updates. Make sure that the link points to the relevant topic in the correct version number at docs.alfresco.com by using the code available in the docsedition context property in webscripts. See Setting up high availability systems for more details. Click here for more. n t

28 Term Picker Term Description Alfresco Administrator Back Cancel Create Dashboard ne File File preview IT Login / log in See IT. Use for multi-step processes, such as installation wizard. Cancel an action. Use instead of Kill or Abort. Use instead of New when the user is creating something. Can be appended with the thing that is being created, for example, Create File. One word, not Dash Board. Use for the end of a multi-step process that ends with confirmation. Use instead of document, for example Upload a File or File properties. We are gradually transitioning away from using document, though there are still lots of occurrences, notably the cument Library. Use instead of cument Details or c Details page. These are internal terms and aren t shown in the UI. Use when referring the user to their IT resource, commonly in error messages. For example: We hit a problem updating the task. Try sharing the following details with IT. You can also use IT team. n t use it, use Sign in.

29 Logout / log out Next OK Properties Please Sorry Start Select Tap Toolbar Trashcan Turn on / off web script n t use it, use Sign out. Use for multi-step processes, such as installation wizard. Try to use a relevant action instead, such as Delete or Save. Can be used in basic confirmation dialogs instead of Close. Use instead of metadata. n t use. say Installing now. n t say Please be patient, installing now. Life s too short, make amends by offering a solution instead. Use when starting a service such as the Alfresco server, or when starting a new workflow. n t use launch, initiate, execute, or invoke. For when the user is given an option, for example, Select one or more tags. n t use click, choose, or choice. Can be used as an alternative to select when you re writing for a mobile app. Used to refer to the black action bar at the top of a the screen in Alfresco Content Services and Alfresco Process Services. One word, not Trash Can Use instead of enable / disable. This is two words, lowercase.

30 More information If you need more examples or suggestions then get in touch with the Alfresco UA and / or the UX teams at ua-team@alfresco.com and ux-team@alfresco.com. All new content MUST be reviewed by the UA team as early as possible, and definitely before release. This ensures consistency and helps avoid any issues during localization.

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