AI Writing, User Guides

How to Use the Klariti AI Prompt Toolkit for User Guides

Posted on by Alan Thompson
01
Jul

Let’s look at the new Klariti AI Prompt Toolkit for User Guides. This guide will walk you through the exact steps to use this resource to create high-quality, detailed, and accurate User Guides, and other related documentation.

Download the User Guide templates + AI Prompt Library

This will help combine your expertise as a technical writer with the unique insight that Artificial Intelligence (AI) can provide. It’s up to you to give the direction, context, and critical details; your AI of choice will provide a well-structured draft for you to review, edit, and finalize.

First, What Are We Working With?

Before we begin, let’s define two key terms:

  1. Large Language Model (LLM): Think of an LLM as a highly advanced assistant that understands and generates human-like text. Examples include ChatGPT, Google Gemini, Claude, and Perplexity. You interact with it through a simple chat interface, giving it instructions and receiving text-based responses.
  2. Prompt: A prompt is simply a set of instructions you give to an LLM. A weak prompt like “write about my software” will give you a generic, useless response. A strong, detailed prompt—like the ones in this toolkit—tells the LLM exactly what you need, who the audience is, and what format to use. You are the expert directing the assistant.

This guide will show you how to use the prompts in the toolkit to get the best possible results from any LLM.

What You Will Need

  • The Klariti AI Prompt Toolkit (the MS Excel file).
  • Access to an LLM of your choice (e.g., a free or paid account with ChatGPT, Gemini, Claude, etc.).
  • The User Guide document (e.g., your MS Word template) that you are currently writing.

The Step-by-Step Process

Follow these steps to go from a blank section in your User Guide to a polished, complete draft.

1. Open the Toolkit and Identify Your Task

First, open the Klariti AI Prompt Toolkit Excel file. You will see two tabs at the bottom:

  • Prompt Library for User Guides
  • Prompt Library for Technical Communicators

For writing the main body of your User Guide, you will primarily use the first tab: Prompt Library for User Guides.

Now, look at the User Guide document you are writing. Identify the specific section you need to work on. For example, let’s say you need to write Chapter 2, Section 2.1: Key Features.

2. Locate the Relevant Prompt in the Spreadsheet

In the Prompt Library for User Guides spreadsheet, look down Column A (Chapter) until you find the row for 2.1 Key Features.

You will see three prompts available for this section in the columns to the right:

  • Simple Prompt: For a quick, foundational draft.
  • Advanced Prompt: For a more detailed draft with context and user benefits.
  • Complex Prompt: For a comprehensive analysis that addresses specific user pain points.

3. Choose and Copy Your Desired Prompt

Decide which level of detail you need. For most first drafts, the Advanced Prompt is an excellent starting point.

Click on the cell containing the Advanced Prompt for section 2.1. Copy the entire text of the prompt. You can do this by selecting the cell and pressing Ctrl+C (on Windows) or Cmd+C (on Mac).

4. Open Your LLM and Prepare to Paste

Navigate to your chosen LLM (e.g., chat.openai.com). You will see a text input box, similar to a messaging app. This is where you will give your instructions.

5. Paste and Personalize the Prompt

This is the most important step. Paste the prompt you copied into the LLM’s text box (Ctrl+V or Cmd+V).

You will see placeholders in the prompt, marked with square brackets [ ]. Your job is to replace these placeholders with the specific details of your project. This is how you personalize the AI’s output and make it relevant.

Example – Before Personalization:

For each key feature of [Software Name], write a short paragraph explaining its benefit to the end-user and the intended operating environment (e.g., Windows 11, macOS).

Example – After Personalization:

For each key feature of DataAnalyzer Pro, write a short paragraph explaining its benefit to a financial analyst and the intended operating environment (Windows 11 and Windows Server 2022).

By adding these specific details, you are giving the LLM the precise context it needs.

6Send the Prompt and Receive the Output

Once you have personalized the prompt, send it to the LLM (usually by pressing Enter or clicking a “Send” button). The AI will process your instructions and generate a text response based on your detailed prompt. This text is your first draft for that section.

7. Review, Edit, and Finalize

The AI’s output is a starting point, not the final product. Your expertise is crucial here.

  1. Copy the text generated by the LLM.
  2. Paste it into your User Guide document.
  3. Review it for technical accuracy, tone, and clarity.
  4. Edit the text to match your company’s style guide, add any missing details, and ensure it perfectly meets your users’ needs.

You have now successfully used the toolkit to create a high-quality section of your document in a fraction of the time.

Worked Example: Writing Section 1.1 (Purpose)

Let’s walk through a complete example for a fictional software called “LogiTrack Inventory Manager”.

  1. My Task: I need to write the “Purpose” section (1.1) of the user guide.
  2. Locate Prompt: I go to the spreadsheet, find row 1.1 Purpose, and decide to use the Complex Prompt.
  3. Copy Prompt: I copy the following text:
    Compose a comprehensive purpose section for [Software Name] that aligns with its project charter. Frame its core value proposition, identify the project owner and operating sites, and analyze how it solves a key business problem.
  4. Personalize Prompt: I paste it into my LLM and fill in the details:
    Compose a comprehensive purpose section for LogiTrack Inventory Manager that aligns with its project charter. Frame its core value proposition, which is to reduce inventory shrinkage for small retail businesses. Identify the project owner as the Product Development Team and the operating sites as cloud-based with client access on Windows and macOS. Analyze how it solves the key business problem of manual tracking errors and lack of real-time stock visibility.
  5. Get Output: The LLM generates a detailed paragraph based on my specific instructions.
  6. Finalize: I copy the generated text into my Word document, read it over, and make a few minor edits to the wording to better match our company’s tone. The section is now complete.

By following this process, you can systematically and efficiently build your entire User Guide, using AI as an expert collaborator.

Download the AI Prompt Library + User Guide Templates

If you’ve any questions on how to use this spreadsheet, contact me via the socials below or by email.

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Alan Thompson