The challenge
Willow provides identity, access, and governance infrastructure for AI agents, MCP servers, skills, and enterprise tools. As the product evolved rapidly, keeping its documentation current, well-structured, and aligned with the product without compromising quality became increasingly challenging.
The documentation also had to serve audiences with different responsibilities. Security Leaders needed policy, approvals, shadow-AI visibility, least-privilege controls, and audit trails. AI Enablement Leaders needed connectors, reusable skills, permissions, catalogs, and adoption guidance, while IT Leaders needed clear paths through identity providers, groups, role-based access control, provisioning, discovery, and automated offboarding.
The challenge was to keep documentation accurate and well maintained as Willow moved at AI speed, while giving each audience a clear path through the platform.
The solution
Reclear works as Willow's embedded documentation partner, working directly with the product and team to structure, build, validate, and maintain its documentation.
1. Information architecture across Admin, User, and API docs
We organized the documentation into three clear sections: Admin Docs, User Docs, and the API guide. Within that structure, the content reflects Willow's three primary roles. Security Leaders can find governance, approvals, and audit guidance; AI Enablement Leaders can move between connectors, reusable skills, catalog workflows, and technical integration details; and IT Leaders can find identity, provisioning, access control, and lifecycle guidance.
Willow documentation organized into Admin, User, and API paths
2. Documentation architecture using Diátaxis
We redesigned the content architecture using the Diátaxis framework, separating learning-oriented tutorials, task-focused how-to guides, explanatory content, and reference material. This gave each persona a clearer route to the type of information they needed without flattening every task into one generic guide.
Full walkthrough of Willow documentation across Admin, User, and API tracks
3. Documentation experience implemented in Docusaurus
We implemented the restructured documentation in Docusaurus, creating a clearer navigation system and a maintainable foundation for Willow's growing product. The experience brings policy and audit guidance, enablement workflows, identity administration, and technical reference material into one coherent site.
4. Hands-on feature testing and bug discovery
We test new features directly in staging before documenting them. This hands-on process helps catch edge cases, broken links, and UI discrepancies and determine real behavior before features reach users. We then maintain the documentation as the product changes so guidance stays aligned with Willow's current workflows.
Hands-on feature validation and bug discovery in staging
The result
The collaboration gives Willow an active documentation partner that keeps up with product releases, validates features before documenting them, and gives each enterprise persona a clearer route through Willow's platform.
Three persona-specific paths
Security, AI enablement, and IT audiences can begin with the policies, workflows, and controls relevant to their roles.
Diátaxis-based architecture
Tutorials, how-to guides, explanation, and reference content serve different user needs without competing in the same navigation path.
Docusaurus foundation
A structured, maintainable documentation site supports Willow's expanding governance, enablement, and identity capabilities.
Validated documentation
Workflows are tested against the product before publication so guidance reflects the experience users actually encounter.
The impact
Reclear has given Willow a documentation process that can keep pace with a fast-moving product without sacrificing quality. Documentation is continuously maintained alongside product development, while Willow's engineering and product teams carry less of the documentation workload.
Working directly with the product and staging environment has also created value beyond documentation. As Reclear validates workflows before documenting them, the team regularly surfaces bugs and opportunities for product improvement that can be addressed before they become documentation problems.