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dScribe Guide onboarding playbook

Step-by-step instructions to help you rollout and use dScribe Guide effectively in your organization

Updated over 2 weeks ago

This playbook helps you hit the ground running with dScribe Guide in your organization, ensuring rapid initial impact.

Congratulations on getting started!

What success looks like

After a successful initial rollout:

  • Users can log in and access the dScribe Guide portal and browser extension

  • Key users can create and update guides efficiently

  • End users can view relevant guides in-context in the target application(s)

  • Priority processes are documented

Roles:

  • IT admin: SSO setup, browser extension rollout

  • Product owner: scope, priorities, rollout communication

  • Key users: create and maintain guides

  • End users: consume guides and give feedback

  • (if applicable) Implementation partner: support setup, training, first content, activation

  • dScribe team: product support, enablement, commercial follow-up

Phase 1 — Initial setup

1) Single Sign-On (SSO)

Goal: users can log in with their company user login
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Checklist

Workspace roles

dScribe can be organized into multiple workspaces. Workspaces are mainly used to manage different access rights to different guides (see roles below).

On the Pro Plan, you have 1 workspace. On the Organization and Enterprise Plan, you can have multiple workspaces.
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In each workspace, the following roles can be assigned:

Admin
​Administrators can manage workspace settings and permissions. They also have full edit access to guides in the workspace.

Creator
Creators can capture new guides in the workspace. They can also view and edit all guides in the workspace.

Viewer
​Viewers can view all published guides in the workspace. When they have the browser extension installed, they can also access the guides from workspaces they have access to directly in-context inside web applications.
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​** Important! **

Currently, it is not possible to automatically add users in selected workspaces via Entra ID Group mappings. After setting up SSO, make sure you add users to relevant workspaces. See 🧭 How to invite users in dScribe Guide. Automatic mapping of Entra ID groups is part of the product roadmap. If this is relevent to you, please contact us via [email protected] for an update.

Definition of done

2) Activation of the browser extension

Goal: the Guide browser extension is activated so users can capture and view guides across your browser-based applications

Pilot audience (recommended)

The first group of 5-10 key users, the people that will attend the first key user onboarding training.

Options

Choose deployment method:

  • Group install (best for enterprises)

  • Individual install via Chrome / Edge web stores

Checklist

Definition of done

Phase 2 — Key user onboarding

3) Schedule your onboarding training

Every paid dScribe Plan includes an onboarding training (1.5 - 2 hours), given by a dScribe product expert or your IT implementation partner. Contact the dScribe team to plan your session.

During this training, you will learn:

  • How to capture and edit your guides, including best practices and advanced functionality

  • How to publish and share your guides

  • Where to access help resources

4) Initial content creation

Goal: document a selected scope of guides

Checklist

  • Determine your scope: what initial guides do you want to have documented for your end user rollout?

  • Make a plan: who will document what and by when?

Definition of done: First guides have been published and shared

Phase 3 — End user rollout

5) Rollout to all users

Goal: everyone gets access to the dScribe library and extension

Checklist

  • IT expands access to the browser extension to all users (see step 2. Activation of the browser extension > group install)

  • Communicate to new users:

    • The next time you open your browser and see the Guide login pop-up, log in so you get automatic access to in-application guides

    • Visit app.dscribe.cloud/guide for an overview of available guides

  • (optional) Organize a 30 minute show&tell session for new users

What users should experience

  • In-context guide access: the compass widget automatically notifies users when relevant guides are available. See 🧭 How to work with the dScribe Guide extension

  • End users are aware they can search for guides via the dScribe portal (or wherever you intend to sync/embed created guides)

  • Users who would benefit from being able to capture and share guides in their role have received edit access in at least 1 workspace
    ​(pro tip: you could create one general 'Community Workspace' where all contributors get edit access)

6) Capture feedback + close the loop

  • Assign dScribe key users per application / process / domain / department / …

  • Offer training sessions to new key users

  • Create a feedback channel for end users

  • Make a plan for further guide capturing & sharing (workspace structure, documentation targets, etc.)

  • Add documentation based on IT support tickets, common user mistakes, new application rollouts or upgrades, etc.

7) Expose access to guides and know-how in Microsoft Copilot

Via dScribe Studio, you can set up a direct integration between your guides in dScribe and Microsoft Copilot. That way, Copilot can use your guides to more accurately answer your user’s specific questions:

Good to know: while currently the most frequent setup is integration into Microsoft Copilot, integrations are possible with any AI chatbot/agent technology.

Contact the dScribe team (via your success manager or [email protected]) for more info.

Phase 4 — Long-term success (continuous)

Operating rhythm (lightweight, but consistent)

2-weekly (30 min)

  • Triage new questions/requests

  • Capture the top potentially useful new guides

Quarterly

  • Expand scope: new applications, processes, countries…

  • Review potentially outdated guides + dScribe ownership across the different scopes in your organization

Governance that scales without bureaucracy

  • Appoint one Product Owner (overall) who manages workspaces and acts as contact point for new/existing key users

  • Assign different domain owners, if relevant give them their own dedicated workspace with full ownership to capture and manage guides for their domain

  • Clear rules to users:

    • No new application rollout or process change with clear guides

    • When submitting questions to IT: ensure you first consulted any relevant guides

Best practices that work

  • Clearly communicate to all users how they can make use of the in-context guides. Give them a contact point in case they are interested in getting edit rights to help capture additional guides.

  • Whenever you plan a new IT implementation project, include an onboarding training session with dScribe. Especially also when working with external consultancies.

Success metrics

To keep track of your progress, it can help to keep track of 1-3 clear success metrics. For example:

  • Number of documented priority processes (target: 10 in month 1)

  • Reduction in repetitive questions to IT team

  • Reduction in incorrect data entry / application use

  • Number of users fully onboarded with the extension

  • Number of applications/domains/… for which users have gotten create permissions and in which dScribe is actively used

Support & extra resources

If you have any feedback or questions about this playbook, we’d love to hear from you. You can contact us via your customer success manager or via [email protected].

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