Documentation Guidelines

Purpose

To ensure consistent, professional, and scalable documentation for all internal systems, including PowerApps, Power Automate flows, Azure SQL tables, and related business logic, using WordPress as the central documentation platform.

Core Documentation Principles

• Use Pages for structured, permanent reference documentation.
• Use Posts for time-based entries like release notes, GPT chat summaries, and development logs.
• Every new App, Flow, Screen, Table, or Project must have a corresponding documentation page.
• Separate User Documentation and Technical Documentation clearly.

WordPress Structure Overview

WordPress Structure OvervewDocumentation
├── Documentation Guides
├── Apps Technical Documentation
├── Power Automate Flows
├── Data Model
├── Projects
├── Release Notes / Logs ( using Posts)

Apps Technical Documentation

Technical Documentation
├── PowerApps
│   └ Table of Content (List of Apps)  
        [App Name]
│       ├── Overview
│       ├── Screens
│       ├── Flows
│       └── Data Tables

ach page should include:

• Purpose
• Relationships (Apps, Flows, Tables)
• Business logic
• Version history

Azure SQL Table Documentation

Format: WordPress Pages
Location: /docs/data-model/

Each table page includes:

• Main pages with the list of all Tabls
• Purpose
• Column list and descriptions
• Related Apps and Flows
• Change history
• Data owner/contact

Power Automate Flow Documentation

Format: WordPress Pages
Location: /docs/flows/

Each flow page includes:

• Trigger & parameters
• Step-by-step flow logic
• Output and error handling
• Related apps and tables
• Version history
• Exported Flow file (optional)
• GPT chat design log link (if any)

Projects Documentation

Purpose: Document the scope, structure, and progress of any new system development

Format: WordPress Pages
Location: /docs/projects/

List of All project with statues

Each project page includes:

• Overview
• Status
• Related Apps, Flows, Tables
• Links to documentation (user & technical)
• Version log
• GPT Chat logs (if used)

Posts (Logs, Chat Summaries, Release Notes)

Format: WordPress Posts
Location: /logs, /release-notes, or categories
Tags: App name, Feature, GPT, Flow, SQL, etc.

Used for:

• GPT chat summaries
• Release/change logs
• Known issue reports
• Development timelines

Menu Integration in WordPress

Add a structured custom menu in WordPress linking to:

• /docs/user-guides/
• /docs/technical/
• /docs/projects/
• /docs/flows/
• /docs/data-model/
• /release-notes/

Use submenus for:

• Each App (under User/Tech)
• Each Flow (under Flows)
• Each Table (under Data Model)

10. Best Practices

• Keep user docs short, simple, and visual.
• Keep tech docs detailed, structured, and linked.
• Use consistent naming and tags.
• Link everything (apps ↔ flows ↔ tables ↔ projects).
• Store chats or design decisions in OneDrive/SharePoint and link them.

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This documentation structure should be used by all team members when building new screens, flows, apps, or making database changes. All entries must be updated continuously as systems evolve.

Reference:

Chatgpt discussion: Link