How do I document a complex software workflow that I don't fully understand myself?

To document a workflow you do not fully understand, identify the subject matter expert (SME) who performs the task and record them doing it. Do not try to write the documentation yourself from guesswork. Have the SME perform the workflow while a capture tool records every step, then review the generated guide together to fill in context and edge cases.

What is the process for documenting someone else's workflow?

1. Identify the SME — Find the person who actually performs the task (not their manager)
2. Schedule a recording session — Ask them to perform the task while Glyde or a similar capture tool records their actions
3. Do not interrupt during recording — Let them work naturally. Pausing for questions changes the workflow.
4. Review the generated guide together — Walk through the captured steps and ask: "Why did you do this? What happens if this fails? Are there alternative paths?"
5. Add context and edge cases — Supplement the captured steps with the SME's explanations
6. Have a second person test it — Someone unfamiliar with the process follows the SOP. Every question they ask reveals a documentation gap.

What questions should you ask the SME after recording?

Question	What It Reveals
"Why this step and not [alternative]?"	Decision rationale that is not visible in the recording
"What happens if this step fails?"	Error handling and troubleshooting paths
"How often does this change?"	How frequently the SOP will need updates
"Who else can do this?"	Whether this is a single-owner process
"What is the most common mistake?"	Where new users typically get confused
"Are there different paths for different scenarios?"	Branching logic the recording may not have captured

The recording gives you the mechanical steps. The follow-up conversation gives you the judgment and context. Both are essential for a complete SOP.

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This answer is part of our guide to process documentation.