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Business FinanceTop 10 Best Workflow Documentation Software of 2026
Find the best workflow documentation software to streamline processes. Compare features and choose the right tool for your team.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Confluence
Jira issue macros that embed live ticket details inside Confluence workflow documentation
Built for teams maintaining workflow docs tied to Jira execution and governance.
Notion
Databases with views and properties for turning procedures into structured workflow runbooks
Built for workflow documentation teams needing flexible runbooks and structured knowledgebases.
Google Workspace (Google Sites)
Responsive page templates with tight embedding from Google Drive and Google Docs
Built for teams needing lightweight workflow documentation pages with Google integrations.
Comparison Table
This comparison table evaluates workflow documentation tools such as Confluence, Notion, Google Workspace with Google Sites, ClickUp Docs, and Miro. It maps how each platform handles knowledge organization, collaboration, versioning, access controls, and integration with common work systems so teams can streamline documentation and execution.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Confluence Teams create, link, and version workflow documentation in wikis with page permissions, templates, and workflow review support. | enterprise wiki | 8.8/10 | 9.0/10 | 8.4/10 | 8.8/10 |
| 2 | Notion Work teams document processes in flexible pages and databases with approvals, checklists, and embedded artifacts. | all-in-one docs | 8.1/10 | 8.4/10 | 7.9/10 | 7.8/10 |
| 3 | Google Workspace (Google Sites) Teams build and maintain workflow documentation pages using Google Sites with collaboration, permissions, and easy publishing. | collaborative sites | 7.7/10 | 7.0/10 | 8.4/10 | 7.8/10 |
| 4 | ClickUp Docs Teams write workflow documentation in ClickUp Docs with embedded task links, status views, and workspace sharing controls. | work-management docs | 7.9/10 | 8.1/10 | 7.8/10 | 7.8/10 |
| 5 | Miro Teams capture process documentation as diagrams and workflow boards with templates, comments, and shareable published workspaces. | visual workflow docs | 8.1/10 | 8.4/10 | 8.0/10 | 7.8/10 |
| 6 | Coda Teams document workflows using structured docs that combine tables, automation, and linked procedures. | doc + database | 8.2/10 | 8.6/10 | 7.8/10 | 8.0/10 |
| 7 | Tines Teams design and document workflow automation runs with runs, logs, and reusable blocks for operational procedures. | workflow automation | 8.2/10 | 8.6/10 | 7.9/10 | 8.1/10 |
| 8 | Process Street Teams run repeatable workflow documentation using checklist-style templates that produce audit-ready execution records. | checklist workflows | 8.0/10 | 8.3/10 | 8.1/10 | 7.6/10 |
| 9 | Slite Teams create searchable team knowledge and workflow docs in Slite with lightweight organization and permissions. | team knowledge | 8.2/10 | 8.0/10 | 8.8/10 | 7.9/10 |
| 10 | GitBook Teams publish and maintain workflow documentation as structured books with versioning, search, and access controls. | documentation publishing | 7.3/10 | 7.2/10 | 8.0/10 | 6.6/10 |
Teams create, link, and version workflow documentation in wikis with page permissions, templates, and workflow review support.
Work teams document processes in flexible pages and databases with approvals, checklists, and embedded artifacts.
Teams build and maintain workflow documentation pages using Google Sites with collaboration, permissions, and easy publishing.
Teams write workflow documentation in ClickUp Docs with embedded task links, status views, and workspace sharing controls.
Teams capture process documentation as diagrams and workflow boards with templates, comments, and shareable published workspaces.
Teams document workflows using structured docs that combine tables, automation, and linked procedures.
Teams design and document workflow automation runs with runs, logs, and reusable blocks for operational procedures.
Teams run repeatable workflow documentation using checklist-style templates that produce audit-ready execution records.
Teams create searchable team knowledge and workflow docs in Slite with lightweight organization and permissions.
Teams publish and maintain workflow documentation as structured books with versioning, search, and access controls.
Confluence
enterprise wikiTeams create, link, and version workflow documentation in wikis with page permissions, templates, and workflow review support.
Jira issue macros that embed live ticket details inside Confluence workflow documentation
Confluence stands out for turning workflow documentation into a live, searchable knowledge base with page-level collaboration. Teams can model work using templates, links, labels, and structured spaces that tie requirements to decisions and execution steps. Integrations with Jira connect documentation to issues, status, and sprint work so workflows stay synchronized with delivery. Strong permissions and audit controls support documentation governance across projects and teams.
Pros
- Jira integration keeps workflow docs linked to live issue status
- Space templates and reusable page structures accelerate consistent documentation
- Powerful search finds workflow steps across spaces and page history
Cons
- Cross-space navigation can become complex for large workflow libraries
- Structured workflow execution requires add-ons or external tooling beyond pages
- Permission design takes planning to avoid access surprises
Best For
Teams maintaining workflow docs tied to Jira execution and governance
Notion
all-in-one docsWork teams document processes in flexible pages and databases with approvals, checklists, and embedded artifacts.
Databases with views and properties for turning procedures into structured workflow runbooks
Notion stands out by combining workflow documentation with flexible databases, pages, and team collaboration in one editable workspace. It supports structured runbooks through databases, reusable templates, and linked pages for step-by-step processes. Workflow teams can add checklists, task views, and status fields to document work and track execution inside the same documentation system. Its permission model and version history support review workflows without forcing a separate ticketing tool.
Pros
- Databases turn runbooks into queryable, filterable workflow knowledge
- Templates and linked pages keep multi-step documentation consistent
- Comments and mentions enable inline review of workflow steps
Cons
- Complex workflows can feel harder to model than dedicated documentation tools
- Permission complexity increases with nested spaces and shared databases
- No built-in approval routing beyond comments and manual review
Best For
Workflow documentation teams needing flexible runbooks and structured knowledgebases
Google Workspace (Google Sites)
collaborative sitesTeams build and maintain workflow documentation pages using Google Sites with collaboration, permissions, and easy publishing.
Responsive page templates with tight embedding from Google Drive and Google Docs
Google Workspace using Google Sites stands out by turning documentation into shareable, responsive web pages inside the same Google account ecosystem. It supports page templates, simple layout controls, and embedded content from Drive, Docs, Sheets, and YouTube. Teams can link knowledge together with navigation menus and publish updates with minimal tooling overhead. Workflow documentation works best when pages are kept lightweight and refreshed via quick edits rather than complex process automation.
Pros
- Fast page building with drag-and-drop layout and built-in templates
- Strong embed support for Docs, Sheets, Slides, and Drive files
- Easy sharing and permissions aligned with Google account roles
- Simple internal linking via navigation menus for procedural guides
Cons
- Limited workflow-specific features like states, approvals, and audit trails
- Version history and change tracking are weaker for document change governance
- Reusable components and structured fields are basic compared to wiki tools
- No native form-to-document automation for capturing workflow inputs
Best For
Teams needing lightweight workflow documentation pages with Google integrations
ClickUp Docs
work-management docsTeams write workflow documentation in ClickUp Docs with embedded task links, status views, and workspace sharing controls.
Doc-to-task linking using ClickUp items inside ClickUp Docs
ClickUp Docs ties workflow documentation to a broader work-management workspace, so docs can live alongside tasks, statuses, and assignments. It supports structured documentation with headings, rich text editing, embedded content, and reusable templates for repeatable SOPs and runbooks. Cross-linking to ClickUp items helps teams connect written procedures to actionable work and reduce context switching. Collaboration tools include real-time commenting and role-based access to keep documentation aligned with ongoing workflows.
Pros
- Docs connect directly with ClickUp tasks for tighter workflow traceability.
- Rich text plus embed support helps capture screenshots, forms, and external references.
- Templates speed creation of SOPs, onboarding guides, and recurring runbooks.
Cons
- Doc structure controls are less specialized than dedicated knowledge-base systems.
- Deep document-to-work linking can become complex across large workspaces.
- Advanced publishing and knowledge discovery features lag behind top doc platforms.
Best For
Teams documenting workflows inside ClickUp with task-level traceability
Miro
visual workflow docsTeams capture process documentation as diagrams and workflow boards with templates, comments, and shareable published workspaces.
Swimlane-based flowcharting for end-to-end process documentation
Miro stands out for turning workflow documentation into interactive visual boards with diagramming and structured templates. Teams can document processes using swimlanes, flowcharts, sticky-note agendas, and timelines while linking related work artifacts to each board. Collaboration features like real-time co-editing, comments, and board-wide search support ongoing updates to operational docs. Advanced integrations and sharing controls help distribute workflow guidance to stakeholders without duplicating content.
Pros
- Visual workflow docs with swimlanes, flowcharts, and reusable templates
- Real-time co-editing plus threaded comments for review cycles
- Board-level linking and board sharing to keep documentation connected
- Large library of diagrams and components for fast documentation assembly
Cons
- Process structure can become inconsistent across large boards
- Versioning relies heavily on manual discipline rather than documentation workflows
- Export formats can lose fidelity for complex boards and nested content
Best For
Cross-functional teams documenting and maintaining workflows visually
Coda
doc + databaseTeams document workflows using structured docs that combine tables, automation, and linked procedures.
Doc-to-app capability using interactive tables and automation actions inside a single document
Coda stands out by blending workflow documentation with a lightweight, database-backed workspace that can run procedures. Teams build docs that include tables, forms, kanban views, and automations that update based on linked data. Workflow documentation becomes interactive with live formulas, changeable views, and embedded runbook links tied to real inputs and owners.
Pros
- Interactive docs with tables, forms, and live views reduce runbook drift
- Reusable templates and automation commands support standardized procedures
- Strong linking of data, tasks, and documentation within one surface
- Flexible layouts make it practical for process diagrams and runbooks
Cons
- Advanced formula and automation building adds complexity for workflow authors
- Governance for permissions and structured ownership can feel less rigid than dedicated ITSM tools
- Large docs with many linked elements can become harder to maintain
- Versioning and change control for workflows require deliberate process discipline
Best For
Teams building interactive runbooks and process-driven documentation without heavy ITSM
Tines
workflow automationTeams design and document workflow automation runs with runs, logs, and reusable blocks for operational procedures.
Workflow Builder that turns step graphs into living, executable documentation
Tines stands out by treating workflow documentation as part of an executable automation system rather than a static knowledge base. It provides a visual builder for multi-step workflows with triggers, branching logic, and reusable components that can be documented as the workflow evolves. Documentation is generated from the workflow graph and activities, which helps keep runbooks aligned with what actually executes. Collaboration features support shared workflow ownership and review of changes across teams.
Pros
- Executable workflow diagrams double as documentation, reducing drift
- Visual builder supports triggers, conditions, and branching without custom code
- Reusable components speed up standard runbook creation across teams
- Clear activity structure helps onboard reviewers to workflow intent
Cons
- Complex workflows can become hard to scan without strong naming
- Documentation quality depends on how well steps and variables are structured
- Advanced governance and approval flows require additional setup
- Non-automation stakeholders may need training to interpret diagrams
Best For
Teams documenting and automating operational workflows with visual, testable runbooks
Process Street
checklist workflowsTeams run repeatable workflow documentation using checklist-style templates that produce audit-ready execution records.
Conditional Logic that dynamically changes checklist steps based on form inputs
Process Street stands out with checklist-first workflow documentation that turns steps into repeatable runbooks. It provides templates for recurring processes, assignable tasks, and conditional logic so each execution can follow different paths. The platform centralizes documentation, evidence, and collaboration inside the workflow instance rather than in separate docs. Teams use it to standardize operational playbooks across onboarding, audits, incident response, and back-office procedures.
Pros
- Checklist-based templates make workflow documentation execution-ready
- Conditional logic routes steps based on answers and variables
- Automations and integrations reduce manual coordination across tasks
- Assignments and due dates support accountability during process runs
- Reporting highlights bottlenecks and completion status across teams
Cons
- Complex workflows can become harder to reason about inside checklists
- Less suited for highly graphical workflow modeling compared with diagram-first tools
- Advanced customization can require workarounds for edge-case logic
Best For
Operations and process teams standardizing repeatable checklists with approvals
Slite
team knowledgeTeams create searchable team knowledge and workflow docs in Slite with lightweight organization and permissions.
Templates for consistent SOP and runbook pages across team workflows
Slite stands out for workflow documentation built around lightweight pages, fast writing, and shared team spaces. It supports structured knowledge with recurring templates, smart linking, and real-time collaboration so updates stay consistent across processes. Workflow owners can centralize SOPs, meeting notes, and decision records while keeping context discoverable through search and inline references. The product emphasizes simplicity over heavy automation, making it best for teams that document processes more than they build complex workflow engines.
Pros
- Fast page creation with templates for repeatable SOPs and runbooks
- Real-time collaboration keeps workflow docs current during handoffs
- Strong in-doc linking and search improves navigation across process steps
- Decision-ready organization with spaces for teams and workstreams
Cons
- Limited workflow automation compared with dedicated automation platforms
- Advanced role controls and governance features feel less comprehensive
- Importing and maintaining highly complex documentation structures can be cumbersome
- Diagram-heavy workflow modeling requires external tooling
Best For
Teams documenting SOPs and handoffs in a shared, searchable workspace
GitBook
documentation publishingTeams publish and maintain workflow documentation as structured books with versioning, search, and access controls.
Version history with release publishing for controlled updates to workflow documentation
GitBook stands out for turning documentation into a published knowledge hub with strong reading experiences and collaboration workflows. It supports structured content with pages, sections, and versioned releases that fit continuous documentation updates. Workflow documentation is strengthened through integrations for content creation and automated publishing into shareable documentation sites.
Pros
- Clean publishing workflow for turning authored docs into a branded documentation site
- Doc structure with navigation, pages, and collections for organizing operational procedures
- Versioned releases for managing changes across documentation updates
Cons
- Workflow automation is limited compared with full documentation-as-code toolchains
- Advanced governance and granular permissions can feel restrictive for large organizations
- Schema-like enforcement for repeatable workflows is weaker than dedicated workflow engines
Best For
Teams publishing workflow and SOP documentation with lightweight collaboration and version releases
Conclusion
After evaluating 10 business finance, Confluence stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Workflow Documentation Software
This buyer’s guide covers Workflow Documentation Software options including Confluence, Notion, Google Workspace using Google Sites, ClickUp Docs, Miro, Coda, Tines, Process Street, Slite, and GitBook. It explains what these tools do, which capabilities matter most, and how to match tool strengths to documentation and governance needs. It also calls out concrete implementation pitfalls seen across these products.
What Is Workflow Documentation Software?
Workflow Documentation Software helps teams capture, structure, and maintain repeatable operational procedures so work can be executed consistently. These tools reduce handoff errors by turning steps, roles, and decision points into searchable knowledge. Many implementations also connect documentation to the systems that execute work, such as Confluence linking tightly with Jira and ClickUp Docs linking directly to ClickUp tasks. Tools like Process Street go further by turning checklist steps into execution records with conditional paths.
Key Features to Look For
The right capabilities determine whether a team can keep workflow documentation accurate, findable, and aligned to execution systems.
Execution-linked documentation via embedded live work context
Confluence embeds live Jira ticket details into documentation using Jira issue macros, which keeps workflow guidance synchronized with active work items. ClickUp Docs supports doc-to-task linking by connecting written procedures to ClickUp items so teams trace steps back to assignments and statuses.
Structured runbooks using databases, templates, and reusable page systems
Notion uses databases with views and properties to turn procedures into structured workflow runbooks that teams can filter and standardize. Confluence supports space templates and reusable page structures so workflow libraries stay consistent across projects.
Searchable knowledge hubs with governance and permissions controls
Confluence emphasizes powerful search across spaces and page history plus page-level collaboration controls for documentation governance. Slite focuses on lightweight organization with search and inline references so teams can quickly locate the right SOP or handoff instructions within shared spaces.
Interactive or executable documentation that reduces process drift
Coda combines tables, forms, and automation actions inside documents so runbooks can update through linked data views. Tines treats workflow diagrams as living executable documentation by generating documentation from a workflow graph and activities so written steps match what runs.
Checklist-first execution records with conditional routing
Process Street uses checklist templates with conditional logic so workflow instances route steps dynamically based on form inputs. This design turns documentation into audit-ready execution records with assignments, due dates, and evidence captured in the run itself.
Publishable, navigable content for stakeholder-friendly documentation sites
GitBook publishes documentation as structured books with navigation plus versioned releases for controlled updates. Google Workspace using Google Sites supports responsive page templates and embeds from Drive, Docs, Sheets, and YouTube for lightweight publishing that stays inside the Google account ecosystem.
How to Choose the Right Workflow Documentation Software
A practical selection framework maps documentation outputs to how the team executes work and how stakeholders consume procedures.
Map documentation to the execution system the team already uses
If Jira is the system of record, Confluence is a strong fit because Jira issue macros embed live ticket details inside workflow documentation. If ClickUp is the work hub, ClickUp Docs is a strong fit because docs link directly to ClickUp items so procedures remain traceable to execution status and assignments.
Choose the documentation structure that matches the workflow complexity
For structured runbooks with queryable knowledge, Notion is a strong fit because databases with views and properties turn procedures into filterable workflow artifacts. For teams that need document collections with consistent wiki-style organization, Confluence supports space templates and reusable page structures that scale across many workflow pages.
Decide whether the workflow should be visual, checklist-based, or interactive
For cross-functional visual process mapping, Miro is a strong fit because swimlane-based flowcharting captures end-to-end processes with reusable diagram components. For execution-ready checklists with decision routing, Process Street is a strong fit because conditional logic changes checklist steps based on form inputs and produces evidence inside each workflow run.
Require governance with change control and review-friendly collaboration patterns
For controlled updates and published releases, GitBook is a strong fit because it supports versioned releases that help manage documentation change cycles. For ongoing collaboration with searchable history, Confluence supports page collaboration plus search across spaces and page history, while Notion supports comments and mentions for inline review of workflow steps.
Match documentation ownership to how teams will maintain accuracy over time
If reducing drift is a priority, Tines is a strong fit because it generates documentation from the workflow graph so executable intent and written steps stay aligned. If runbooks need interactive inputs and linked views, Coda is a strong fit because interactive tables and automation actions connect procedure execution to live data and views inside the same document surface.
Who Needs Workflow Documentation Software?
Different teams need workflow documentation software for different documentation formats, governance requirements, and execution integrations.
Teams maintaining workflow docs tied to Jira execution and governance
Confluence is the best match because Jira issue macros embed live ticket details directly inside workflow documentation, keeping guidance synchronized with delivery work. Governance needs are reinforced through page permissions, audit controls, and search across page history in Confluence.
Workflow documentation teams that need flexible runbooks with structured knowledge
Notion fits when procedures must be flexible while still structured, because databases with views and properties turn runbooks into queryable knowledge. Slite is a complementary fit when lightweight SOP pages and fast search for handoffs matter more than deep workflow modeling.
Teams that document workflows inside an operational work workspace
ClickUp Docs fits teams that want documentation and execution to live together, because it supports doc-to-task linking using ClickUp items inside ClickUp Docs. Google Workspace using Google Sites fits teams that want lightweight documentation pages with strong embedding from Drive and Google Docs for easy sharing and publishing.
Operations teams standardizing repeatable checklists with evidence and conditional routing
Process Street fits teams that need checklist-first workflow documentation with conditional logic that changes steps based on form inputs. For visual operational runbooks, Miro fits cross-functional groups that document workflows as diagrams with swimlanes and reusable components.
Common Mistakes to Avoid
Misalignment between workflow documentation needs and tool behavior creates predictable failure modes across these platforms.
Building governance without designing permissions and information architecture
Confluence can scale governance well when page permissions and space structures are planned, but poor permission design can create access surprises. Notion can also become complex when nested spaces and shared databases force permission decisions without a clear ownership model.
Expecting a wiki page system to replace executable workflow behavior
Confluence workflow execution often needs add-ons or external tooling for structured execution beyond pages, which can limit true runbook automation. Google Sites is intentionally lightweight and lacks workflow-specific states, approvals, and audit trails, so it will not enforce execution logic.
Letting documentation drift from what actually runs
Manual diagram versioning in Miro can rely on disciplined updates, which leads to inconsistent process structure across large diagram libraries. Coda and Tines reduce drift by connecting documentation to interactive data views and executable workflow graphs, but they still require step naming and structured variables for maintainability.
Forcing the wrong documentation format onto complex operational decisions
Miro can make highly detailed decision-heavy workflows inconsistent when process structure is not standardized across boards. Process Street can become harder to reason about if complex workflows are crammed into checklist logic without clear naming and variable design.
How We Selected and Ranked These Tools
we evaluated Confluence, Notion, Google Workspace using Google Sites, ClickUp Docs, Miro, Coda, Tines, Process Street, Slite, and GitBook on three sub-dimensions. Features carry a weight of 0.4, ease of use carries a weight of 0.3, and value carries a weight of 0.3. the overall rating is computed as overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. Confluence separated at the top because Jira issue macros embed live ticket details inside documentation, which strengthens the features dimension by directly connecting workflow guidance to active execution context.
Frequently Asked Questions About Workflow Documentation Software
Which tool works best when workflow documentation must stay synchronized with Jira delivery work?
Confluence is built for workflow docs that track execution by integrating with Jira so documentation stays connected to issues, sprint work, and status. Jira issue macros embed live ticket details directly inside Confluence pages so runbooks reflect what teams are actively doing.
Which option suits structured runbooks that need step status tracking inside the documentation itself?
Notion supports SOPs and runbooks using databases with properties and views so each process step can carry structured fields. It also supports checklists, status fields, and reusable templates so the documentation can act like an execution tracker rather than a static page.
Which workflow documentation platform is best for lightweight web publishing with minimal tooling overhead?
Google Workspace using Google Sites turns workflow knowledge into responsive web pages that are shareable within the same account ecosystem. It supports embedded content from Drive, Docs, Sheets, and YouTube, which keeps procedures lightweight and easy to refresh through quick page edits.
What software provides traceability between written procedures and actionable tasks inside the same system?
ClickUp Docs ties documentation to a broader work-management workspace by linking docs to ClickUp items for task-level traceability. Real-time commenting and role-based access help keep SOPs aligned with assignments, statuses, and ongoing work.
Which tool is strongest for end-to-end workflow documentation using visual process diagrams?
Miro is designed for visual workflows through swimlanes, flowcharts, sticky-note agendas, and timelines that document processes across teams. Board-wide collaboration features like co-editing and comments help maintain diagrams as operational guidance.
Which platform supports interactive, data-driven runbooks that can update based on inputs?
Coda enables interactive runbooks by combining documentation with tables, forms, kanban views, and automations tied to linked data. Live formulas and embedded sections can change what a reader sees based on inputs and owners, keeping the runbook behavior aligned with current conditions.
Which solution turns workflow documentation into an executable, testable workflow representation?
Tines treats workflow documentation as part of an executable automation system through a visual workflow builder with triggers and branching logic. Documentation can be generated from the workflow graph and activity so runbooks stay aligned with what actually executes.
Which tool is best for checklist-first process playbooks with conditional steps and evidence capture per execution?
Process Street turns steps into repeatable runbooks by using checklist-first templates, assignable tasks, and conditional logic for branching paths. It centralizes documentation, evidence, and collaboration inside each workflow instance so teams standardize playbooks while preserving execution context.
Which platform is most suitable for teams that primarily need fast, consistent SOP pages with easy editing and search?
Slite focuses on lightweight pages, fast writing, and shared team spaces with templates and smart linking. Real-time collaboration and search help keep SOP and handoff documentation consistent without forcing heavy automation.
Which option fits teams that need published documentation with controlled updates and release-style versioning?
GitBook supports documentation as a published knowledge hub with versioned releases for controlled updates to workflow content. Version history and collaboration workflows help teams iterate on SOPs and workflow guides while keeping a stable, shareable reading experience.
Tools reviewed
Referenced in the comparison table and product reviews above.
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