Api Docs Google Docs

Standard Operating Procedure: API Documentation via Google Docs

1. Document Control & Revision History

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2. Executive Summary & Scope

This SOP defines the institutional protocol for leveraging Google Docs as a collaborative drafting environment for API technical specifications. The objective is to standardize documentation structure to ensure downstream compatibility with automated API documentation generators (e.g., Swagger/OpenAPI) and to maintain high-fidelity technical accuracy. This document applies to all engineering teams and third-party contractors drafting service contracts.

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3. Prerequisites & Tool Requirements

• Google Workspace: Authorized corporate account with "Commenter" or "Editor" permissions.
• Access: Read/Write access to the specific Project Repository and Technical Documentation Drive.
• Software:
  • Google Docs with Draft API Spec template loaded.
  • Postman or cURL for endpoint validation prior to documentation.
  • JSON/YAML linter (e.g., JSONLint or Swagger Editor).
• Certification: Completion of "Enterprise Data Security & API Governance" onboarding module.

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4. Roles & Responsibilities (RACI Matrix)

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5. Step-by-Step Operational Procedure

Phase I: Environment Initialization

• Ensure API endpoint is in a stable UAT (User Acceptance Testing) state.
• Initialize the Google Doc using the corporate "API Spec Template v2".
• Set Document Sharing permissions to "Restricted" and invite stakeholders.

Phase II: Documentation Drafting

• Define Method (GET/POST/PUT/DELETE) and Endpoint Path.
• Document request headers, authentication requirements, and payload schemas (JSON/XML).
• Utilize "Code Block" styling for all raw request/response examples.
• Insert Error Codes and status mapping (e.g., 400 Bad Request vs. 401 Unauthorized).

Phase III: Verification & Export

• Run a cross-check: Execute the documented cURL command against the UAT endpoint.
• Export document to Markdown (.md) or .docx format for repository commit.
• Secure final approval in the Google Doc "Review" mode.

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6. Quality Assurance & Verification Criteria

• Verification: Any documentation missing an Errors & Exceptions table will be flagged for immediate revision.

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7. Practical Troubleshooting Scenarios

Scenario A: Discrepancy between Google Doc and Live API

• Trigger: Automated testing fails due to mismatches in documented field names vs. actual payload.
• Action: Immediate revert to the "Drafting" phase. The DevOps Engineer must trigger a "Sync-Audit," identify the version drift, and notify the Technical Writer to update the spec within 60 minutes.

Scenario B: Unauthorized Access Request

• Trigger: External contractor attempts to comment on a "Strict" sensitivity Doc.
• Action: Deny access. Log event in the Google Workspace Security Center. Contact the API Architect to verify if an NDA/Access exception is required for the project duration.

Scenario C: Formatting Corruption in Export

• Trigger: Markdown export fails standard Swagger/OpenAPI parsing.
• Action: Use a dedicated regex-based sanitizer tool to strip Google Docs’ proprietary inline CSS. Manually re-paste content into the raw Git-based markdown file.