Digital user manuals make product documentation easier to maintain, distribute, and use. New European regulations open the door for user guides to be delivered digitally in many cases, provided the specified requirements are met. For companies, this creates an opportunity to gather documentation in one place, ensure up-to-date information, and make guides more accessible to customers and users.
What are digital user manuals?
Digital user manuals are electronic versions of user guides that can be accessed online via, for example, a web address or a QR code on the product.
Instead of including printed manuals, the manufacturer can make documentation available digitally, so the user always has access to the latest version.
The goals include:
making product information more accessible
ensuring access to up-to-date guides
reducing costs for printing and distribution
supporting multilingual documentation
creating more efficient handling of product information
For the user, this means the guide is always available across devices and can be found quickly when needed.
What does the legislation mean for companies?
From 20 January 2027, the Machinery Regulation (EU) 2023/1230 will replace the current Machinery Directive.
For many manufacturers, one of the most significant changes is that user guides can, as a starting point, be delivered digitally, provided the requirements set out in the regulation are met.
If a company chooses a digital user guide, it must, among other things:
state how the guide can be accessed
ensure the guide can be downloaded, saved, and printed
make the guide available online for the required period
be able to provide a paper version in accordance with applicable rules
ensure paper-based safety instructions where legislation requires it
Publishing the guide itself is therefore only a small part of the task. The biggest challenge is often ensuring that the information is correct, up to date, and easy to maintain.
Why is product data critical?
A digital user manual is only as good as the data it is built on.
Many companies find that documentation already exists within the organisation, but that the information is spread across multiple systems and maintained manually.
Typical challenges include:
documentation stored in different places
multiple versions of the same guide
manual update processes
lack of connection between products and documentation
time-consuming translations and maintenance
When documentation is linked directly to product data, it becomes easier to ensure that users always see the correct information.
Why is PIM a natural foundation for digital user manuals?
For many companies, a PIM system will be the most natural place to manage digital user manuals.
The PIM system already contains the products' structure, attributes, language versions, and associated documentation. This provides a strong foundation for publishing product guides directly to a website.
When documentation is managed via PIM, it becomes easier to:
gather all product documentation in one place
ensure guides are always up to date
publish information in multiple languages
link manuals to QR codes on products
reduce manual processes around document management
For companies with many products, this can create significant benefits in operations, maintenance, and customer service.
Pico's approach to digital user manuals
At Pico, we see digital user manuals as a data task before they are a publishing task.
For many companies, manuals, safety instructions, certificates, and technical documentation already exist digitally. The challenge is often that the information is spread across systems, folders, and documents.
With the new possibilities under the Machinery Regulation, it becomes relevant to view product documentation as an integrated part of the company's work with product data, governance, and digital customer journeys. The technical solution can be relatively straightforward. The greatest value arises when documentation, product data, and processes are connected.
The work typically includes:
analysis of existing documentation
structuring of product and document data
modelling of relationships between products and guides
integration between PIM and other systems
automation of publishing and updates
preparation for regulatory requirements
When data is structured correctly, information can be published automatically to a website where the end user gains access via a QR code or the product's web address.
DPP and digital user manuals: a combined solution
For many companies, the need for a Digital Product Passport and digital user manuals arises at almost the same time. Both initiatives are about making product information accessible, up to date, and easy to find for customers, service partners, and authorities.
It therefore often makes sense to think of the solutions together.
At Pico, we help companies gather product information on a single digital product page, accessible via a QR code on the product. This way, the user gets access to the information relevant to that specific product, without having to search across multiple systems or websites.
A combined solution can, for example, include:
Digital Product Passport
digital user manuals
safety instructions
product certificates
technical data sheets
service and maintenance information
The solution can be established on the basis of existing systems and data sources. For some companies, a PIM system will be the natural foundation. Others start from ERP, document management systems, or other platforms where product information is already maintained.
The goal is the same: to make product information easier to maintain for the company and easier to find for the user.
AI and the future of product documentation
Structured product data also opens up new possibilities for the use of AI.
When guides, product specifications, and technical documentation are organised in a shared structure, AI can help to:
generate the first version of product manuals
create content in multiple languages
formulate product-specific guides
improve the searchability of documentation
support self-service solutions for customers
For companies with large product portfolios, this can significantly reduce the manual effort involved in documentation.
Connections to other areas
Digital user manuals are closely connected to several areas that Pico already works with:
PIM and product data modelling
data quality and data governance
e-commerce and customer portals
Digital Product Passport (DPP)
ERP and integration architecture
AI-based use of product content
When product information is structured and easily accessible, it creates value well beyond the manual itself. It provides a stronger foundation for compliance, customer experiences, and future digital initiatives.