Use case
Create screenshots for technical documentation
Capture the view that supports the reader’s task, explain the relevant control and export a readable image. Keep styling consistent across the guide and record the product version so the screenshot can be refreshed.
Capture
Take a screenshot of the feature you would like to document.
Annotate
For a synced capture, use the paid cloud editor to add boxes, arrows or callouts and crop. For a local-only document, keep the capture local and explain the relevant control in its caption.
Export
Save the edited result from the paid cloud editor. Raw captures can be exported locally as PNG, JPG or PDF for free, and the free public converter paginates existing images.
The documentation screenshot problem
Documentation screenshots have to be clear enough to follow, consistent across a guide, and free of internal details that do not belong in documentation. Captorify gives teams one browser workflow to capture the right view, highlight specific areas, and export it in a format that fits the page.
How teams use it
A technical writer turns a live screen into a finished documentation asset in three steps, keeping every image consistent.
OCR and safe-to-publish checks
If the original must remain off cloud storage, turn off Sync captures to cloud before capture or use a native browser screenshot. Use the free public tools to transcribe English text or manually redact the local image.
The paid cloud editor provides OCR and redaction for already-synced captures. Processing text locally does not remove the stored original. Inspect the exported image before publishing it.
- Free tier covers local capture plus PNG, JPG, and PDF export.
- Cloud-editor OCR and redaction, plus hosted share links, require a paid plan. Public English OCR and manual blackout are free.
- Blackout removes the underlying content permanently, so use it for anything that must not appear in a published figure.
Export formats for docs
PNG suits inline figures and PDF suits downloadable walkthroughs. Free extension export covers raw captures; annotations in the cloud editor require a paid plan. Existing local images can also use the free public PDF converter.
- PNG for crisp inline figures and UI detail that has to stay sharp.
- JPG when file size matters more than pixel-perfect edges.
- PDF for a paginated, multi-step walkthrough across A4 pages, orientation chosen automatically.
Related guide for this task Compare PNG and JPG for documentation screenshots
Keeping figures consistent
Choose the capture area and annotation style before making a series of figures.
- Reuse the same capture mode and crop framing so figures share proportions.
- Keep annotation color and arrow style uniform across every screenshot in a guide.
Keep a screenshot record that can be refreshed
Record the product version, reader task, expected result, caption and refresh trigger. A screenshot that cannot be traced to its UI version is harder to maintain when the interface changes.
Read the completed documentation record
Check readability at the final size
# Documentation screenshot record
Page or feature documented: [name]
Reader's task: [what the reader should accomplish]
Product version and date: [version and capture date]
Prerequisites: [permissions, plan or settings needed]
Input: [example sample data]
Action shown: [one step]
Expected visible result: [result]
Screenshot filename: [descriptive, neutral name]
Alt text: [what the screenshot adds beyond the adjacent instructions]
Caption: [specific control or result to inspect]
Source or help link: [official documentation]
Redaction check: [reopen final export and review]
Refresh trigger: [the UI or behavior change that requires a new capture]