DocRockTM: AI-powered technical documentation platform

Executive summary

Technical documentation is often a bottleneck in product development cycles. It's time-consuming, requires specialised knowledge, and frequently lags behind product releases, leading to customer dissatisfaction and increased support burden. INSTRKTIV has developed DocRock™, an AI-powered documentation solution that transforms the traditional technical writing process, reducing documentation time by up to 75% while ensuring regulatory compliance.

DocRock™ leverages artificial intelligence to automate the creation of technical manuals for complex machinery, medical devices, and electrical equipment. By combining specialised AI assistants, human oversight, and regulatory compliance frameworks, the platform helps companies produce high-quality documentation that meets strict industry standards without the typical delays and inefficiencies.

This case study examines how DocRock™ addresses the core challenges of technical documentation, the technology behind its implementation, and the impact it has on streamlining documentation workflows.

The documentation challenge

Identifying the problem

Technical documentation, particularly for complex machinery and regulated equipment, faces several critical challenges that organisations struggle with daily. Traditional documentation processes are labour-intensive, with a single manual often requiring 80-120 hours to create, review, and publish. This inefficiency is compounded by stringent regulatory standards like the EU Machinery Directive, IEC/IEEE 82079-1, and EN ISO 20607, which require precise, structured documentation.

Product launches or the delivery of machinery to end customers frequently face delays because documentation lags behind development, creating frustrating inconsistencies between product functionality and user instructions. This issue is further exacerbated by resource constraints. In one organisation we worked with, just two documentation specialists supported a team of over 60 engineers, leading to an insurmountable backlog. In many cases, documentation is created by engineers themselves, without the involvement of skilled technical writers at all.

Maintaining consistent terminology, structure, and compliance across various products and manuals becomes nearly impossible without automated solutions. The combination of specialised labour, compliance verification, and lengthy production cycles makes documentation not just a bottleneck but also an expensive one.

The cost of inadequate documentation

When documentation fails to meet standards or deadlines, the consequences extend far beyond mere inconvenience. Non-compliant documentation can lead to regulatory fines, delayed payments by the end customer, market access restrictions, and in severe cases, product recalls. We've seen companies face significant penalties for documentation that failed to include proper safety warnings or meet industry standards.

Poor documentation inevitably increases support costs as customers struggle to use products correctly, generating more support tickets and warranty claims. More concerning are the safety risks—missing or incorrect safety warnings can result in accidents and subsequent liability issues for manufacturers.

From a business perspective, documentation bottlenecks often delay product launches by weeks or even months. In one case, a machinery manufacturer postponed a significant product release by three months due solely to incomplete documentation, significantly impacting projected revenue. Beyond these tangible costs, customer satisfaction erodes when faced with confusing or incomplete instructions, damaging brand perception and loyalty.

The DocRock™ solution

Core approach

DocRock™ reimagines documentation creation by leveraging AI to generate clear and compliant content while maintaining the crucial human review element. The system automates content generation, transforming input data into structured documentation sections within minutes instead of days. Regulatory requirements are embedded directly into the AI prompting system, ensuring documentation consistently meets main industry standards without requiring exhaustive manual verification.

Human oversight remains a core principle of DocRock™. The platform preserves a review and approval step to guarantee the accuracy and appropriateness of all content, combining the efficiency of automation with the judgment and expertise of technical writers. This balanced approach streamlines workflows, reducing total documentation time from weeks to days through intelligent automation.

Key components

DocRock™ comprises several essential components that work together to transform the documentation process:

Project definition framework

Users begin by creating a project and selecting the appropriate document type, such as a user manual for electrical equipment or a handbook for machinery. This initial structure ensures that the resulting documentation follows the correct framework for the specific product category and compliance requirements. The template-based approach establishes guardrails that keep the entire documentation process aligned with industry standards from the start.

Specialised AI agents

The system's intelligence is distributed across specialised AI agents focused on different aspects of documentation. A Troubleshooting Agent creates clear problem-resolution sections based on product specifications and common issues. The Maintenance Agent develops detailed procedures, schedules, and best practices for keeping equipment in optimal condition. Meanwhile, the Safety Documentation Agent ensures all warnings and precautions meet regulatory standards.

Each agent operates with up to 15 unique prompts tailored to produce high-quality, compliant content for its specific domain. This specialisation allows DocRock™ to generate documentation that captures the nuances of different manual sections rather than applying a one-size-fits-all approach.

Input data processing system

DocRock™ processes multiple data sources to create comprehensive documentation. The system analyses existing product information, specifications, and documentation to establish baseline content. User inputs - responses to specific questions that guide content creation — help tailor the documentation to particular needs. When subject matter expertise is required, DocRock™ can automatically process transcripts from interviews with engineers and product specialists.

A sophisticated terminology management system ensures consistent application of product terminology across all documentation. This consistency is crucial for technical documentation, as varying terms for the same component (like calling a water tank a "reservoir" in one section) can confuse users and create safety risks.

Structured prompt library

At the core of DocRock™ is an extensive prompt library that integrates compliance requirements directly into content creation. These carefully engineered prompts provide examples and templates for each documentation section, maintaining consistency in style, terminology, and format across the entire document. The library guides the AI to produce content that aligns with industry best practices while allowing for product-specific customisation.

Human review interface

The platform includes an intuitive review interface where technical writers and subject matter experts can evaluate AI-generated content section by section. Reviewers provide feedback directly in the system, approving sections that meet standards or requesting revisions where needed. The interface tracks the overall progress of documentation projects, providing visibility into the documentation pipeline and highlighting bottlenecks.

Compliance integration

DocRock™ embeds regulatory compliance at multiple levels throughout the documentation process. Pre-defined templates structured according to regulatory requirements establish the foundation for compliant documentation. AI-powered rule-based prompting ensures adherence to primary standards on information for use or handbooks as content is generated, while other prompts ensure that safety instructions and warning formats meet regulatory requirements.

Examples of generated safety instructions that are compliant with ANSI Z535.6 and ISO 13077:2013.

Technical implementation

Technology stack

DocRock™ is built on a low-code business application platform hosted as a SaaS solution, making it accessible without extensive IT infrastructure. The system leverages OpenAI's language models for high-quality content generation, with processing handled securely through Azure Cloud Services for EU-based data processing that meets stringent privacy requirements.

The platform features an intuitive user interface designed specifically for technical writers and reviewers, simplifying the documentation workflow while maintaining professional capabilities. Behind the scenes, a custom LLM Gateway orchestrates model interactions and provides fallback options if primary models are unavailable or unsuitable for specific tasks. The system efficiently manages context information, enabling rapid access to relevant product information, regulatory requirements, and documentation precedents throughout the content creation process.

AI approach

DocRock's™ AI implementation is fundamentally designed around compliance and quality assurance. The system employs advanced prompt engineering that encodes technical writing best practices and regulatory requirements directly into the generation process.

The approach prioritises predictable, consistent output that aligns with documentation standards through carefully calibrated instructions balancing technical accuracy with readability. What sets DocRock™ apart is the integration of human expertise in the AI design itself—the prompts and templates reflect years of technical writing experience and regulatory knowledge embedded into the automated process.

The system uses structured prompts that provide clear instructions with examples of properly formatted output, specify regulatory requirements, and guide the AI toward appropriate complexity levels for technical documentation. This ensures consistency across different sections while allowing for necessary stylistic variations between instructional content, warnings, and technical specifications.

Data privacy and security

Our version of DocRock™ prioritises data security through EU-based data processing using Microsoft Azure. The system is designed so that no customer data is retained in the primary AI models, protecting proprietary information. Private cloud deployment options can provide enhanced security for organisations with heightened security requirements. Additionally, optional preprocessing for sensitive information allows companies to protect confidential details while still benefiting from AI-assisted documentation.

Implementation workflow

A typical DocRock™ implementation transforms the traditional documentation process into a streamlined workflow that drastically reduces time-to-completion while maintaining quality standards.

Project setup and template selection

The documentation process begins when a user creates a new project and selects the appropriate document type and structure based on the product category and applicable regulations. This initial setup establishes the framework for the entire documentation process, ensuring alignment with relevant standards from the outset.

Input data collection

Once the project is defined, DocRock™ gathers information from multiple sources to inform content creation. The system incorporates existing documentation as baseline content. Subject matter experts can be interviewed through the platform to close any gaps in information not covered in existing materials. The interviews can be transcribed and processed by the system. 

Additionally, an external video analysis feature can record, analyse and transcribe video and audio which can be uploaded in DocRock™. This feature uses smart glasses to empower the technical writer in the field with a hands-free digital tool for precise information collection.

AI content generation

With inputs collected, DocRock's™ AI agents generate content for each section of the document, following the predefined structure and compliance requirements. This represents the most dramatic improvement over traditional documentation processes. Before AI implementation, a typical workflow might include four days to read materials and interview experts, three to four weeks to draft content and three days for a review cycle (often repeated multiple times), followed by production and publication—totalling at least one month.

With DocRock™, this timeline compresses significantly. After initial input collection (which can happen in parallel with project kickoff), AI draft generation, once a project has been set up, takes just a few hours instead of days. The entire process typically completes in about ten to fifteen days—less than half the time of traditional methods.

Human review and refinement

Technical writers review the generated content and provide feedback through DocRock™. The system allows section-by-section approval, focusing human attention where it's most valuable—evaluating accuracy, clarity, and compliance rather than drafting from scratch. This stage maintains the critical human element in documentation while eliminating the inefficiency of starting with a blank page. 

Final editing and output

After all sections receive approval, the content is prepared for final output. DocRock™ can export completed documentation to standard formats like Microsoft Word or Google Docs for integration with existing workflows. The exported content must undergo a final compliance update to comply with any product-specific requirements before publication. The output can be connected to the traditional documentation workflow, which typically means it can be formatted according to brand guidelines in any text editor, Adobe InDesign or migrated into a component content management system (CCMS).

Business impact

Quantifiable and qualitative benefits

The implementation of DocRock™ delivers measurable benefits across multiple dimensions of documentation work. Organisations typically experience a 50 to 75% reduction in documentation time, with projects that previously took three weeks now completed in as little as 3.5 days. Content creation becomes 50-75% faster, allowing technical writers to focus on review and quality control rather than initial drafting. If engineers are involved in the technical documentation creation process, they can focus on their engineering work again. This acceleration directly impacts product launches and machine delivery, eliminating documentation as a bottleneck in time-to-market.

DocRock™ also addresses crucial financial and contractual considerations. Increasingly, machinery purchasers require adequate documentation as a condition for complete payment, often withholding significant portions of invoices until proper documentation is delivered. By enabling the rapid creation of high-quality, compliant documentation, DocRock™ ensures these contractual obligations are consistently met, improving cash flow and customer relationships. Companies can secure final payments faster while avoiding the reputation damage and financial penalties that come with documentation delays or quality issues.

Cost reduction represents another significant benefit. Companies implementing DocRock™ typically see 60% lower documentation costs due to reduced labour hours. For example, a company producing 10 manuals annually at 100 hours each (at a rate of €75/hour) would spend €75,000 with traditional methods. With DocRock™, the same documentation load would cost approximately €30,000—a €45,000 annual saving. Given implementation costs, most organisations achieve ROI within 6-12 months.

From a compliance perspective, DocRock™ significantly reduces regulatory risks by ensuring documentation consistently meets industry standards. Organisations avoid the costly penalties associated with non-compliant documentation, which can include fines and market restrictions. The system's ability to quickly incorporate regulatory changes means documentation remains compliant even as standards evolve.

Perhaps most impressive is the scalability DocRock™ enables. Organisations typically report a 2.5x increase in documentation capacity, allowing the same team to produce more manuals without sacrificing quality. This consistent quality persists regardless of volume or pressure.

From a strategic perspective, DocRock™ transforms documentation from a bottleneck into a valuable asset. Organisations gain easier regulatory compliance across global markets, supporting international growth. The enhanced user experience from better documentation leads to improved customer satisfaction, reduced support costs, and stronger brand perception. Documentation becomes a competitive advantage rather than a necessary burden.

Future development roadmap

INSTRKTIV continues to enhance DocRock™ with planned improvements that will further extend its capabilities and value. Near-term development plans include support for additional product categories beyond machinery, particularly for electrical equipment, medical devices, and other complex products. Each product category brings unique documentation requirements and regulations, and DocRock™ is being expanded to address these varying needs with specialised templates and compliance frameworks.

A particularly valuable enhancement in development is a standard notification service and integration of product-specific standards. This AI-driven system will automatically determine applicable product-specific standards and enhance manuals to ensure compliance with these regulations. This capability will significantly reduce the research burden on documentation teams and minimise compliance risks.

Looking further ahead, DocRock™ will evolve toward dynamic, interactive documentation. This transition from static PDFs to AI-driven, user-specific guidance will provide information through multiple interfaces, including voice, chat, and video. Users will receive precisely the information they need in the format most useful to their current situation.

DocRock™ was initially developed to improve internal processes at INSTRKTIV. In the near future, DocRock™ will be made available as a SaaS application for other companies as well.

Long-term vision

INSTRKTIV envisions DocRock™ evolving into a comprehensive platform that seamlessly integrates with product development, regulatory compliance, and user experience. The ultimate goal is to replace traditional technical documentation with AI-driven, intuitive knowledge delivery that provides users with the right information at the right time, in the right format.

This vision encompasses documentation that understands and adapts to evolving regulations, automatically updating manuals in real-time to maintain compliance across global markets. It enhances collaboration between engineers, technical writers, and compliance teams, transforming fragmented inputs into structured, legally compliant, and user-centric documentation.

By pioneering AI-powered documentation that balances automation with human expertise, DocRock™ aims to redefine how businesses create, manage, and deliver technical information—helping them navigate complex compliance requirements while enhancing the end-user experience.

AI as a service

As each company has its own documentation requirements and potential AI strategy, implementing DocRock™ must be approached as a staged process using the current setup as a foundation. INSTRKTIV has developed a comprehensive implementation methodology

1. Strategic AI session: mission, goals & use case definition 

The process begins with a collaborative session to determine the organisation's vision and objectives for AI implementation. INSTRKTIV works with clients to identify key pain points and opportunities, conducting an initial assessment to confirm AI is the appropriate solution for their documentation challenges. The outcome is a clear AI adoption plan and business case, providing strategic direction for the implementation journey.

2. Blueprint: requirements & roadmap 

Once strategic alignment is established, INSTRKTIV maps the functional and technical requirements specific to the client's documentation needs. This phase includes the selection of necessary integrations with existing workflows and the definition of  DocRock´s™ MVP functionalities based on priorities. The result is a concrete implementation strategy with a detailed roadmap guiding the deployment process.

3. DocRock™ MVP configuration & setup 

During this phase, a basic version of the DocRock™ AI solution is configured and connected to client data. Initial testing with actual content validates core functionalities, culminating in an interactive demonstration session with key stakeholders. This produces a working proof-of-concept based on the MVP definition that shows tangible value.

4. Prototyping & iterative refinement 

Based on client feedback, AI functionalities are fine-tuned to better align with documentation requirements. The system undergoes training with specific client data, while additional features and UI/UX improvements are implemented. This iterative process results in a functional prototype closely resembling the final product, tailored to the organisation's unique documentation workflow.

5. Final delivery & optimization 

In the final phase, DocRock™ is fully integrated into the client's documentation workflows. Real-world usage informs last-minute refinements, while comprehensive training and onboarding prepare the client's teams for successful adoption. The outcome is an operational AI documentation system actively supporting the organisation's documentation processes, with ongoing optimisation ensuring continued alignment with evolving needs.

This structured implementation approach ensures organisations maximise the value of DocRock™ while minimising disruption to existing processes. The phased deployment allows for continuous validation and adjustment, resulting in a solution precisely tailored to each client's documentation requirements.

Conclusion

DocRock™ represents a significant advancement in technical documentation, addressing the fundamental challenges of efficiency, compliance, and quality that have long plagued the industry. By leveraging AI while maintaining human oversight, the platform delivers dramatic time and cost savings through automated content generation. Enhanced compliance through embedded regulatory requirements ensures documentation meets industry standards without exhaustive manual verification.

The platform's ability to maintain improved quality and consistency across all documentation while providing scalable capacity that grows with business needs makes it valuable for organisations of all sizes. For companies struggling with documentation bottlenecks, compliance concerns, or resource constraints, DocRock™ offers a transformative solution that turns documentation from a burden into a strategic advantage.

About INSTRKTIV

INSTRKTIV harnesses artificial intelligence to revolutionise technical documentation, making it more efficient, intelligent, and accessible. The company's mission is to empower businesses, engineers, and technical writers by providing AI-driven solutions that streamline the creation of clear, compliant, and user-friendly instructions.

By integrating cutting-edge AI technologies, INSTRKTIV transforms complex regulatory requirements into intuitive guidance, ensuring that user manuals are not just legally sound but also enhance user experience and product safety. INSTRKTIV solutions help companies reduce costs, save time, and maintain consistency, allowing them to focus on innovation while INSTRKTIV takes care of documentation.

AI-powered. Compliance-driven. User-focused.