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Paula Stern: SingleSourcing

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  • 1. Single-Sourcing with Adobe RoboHelp 9 A Case Study By: Paula R. Stern CEO, WritePoint Ltd. Adobe Community Professional [email_address]
  • 2. Thank you to the organizers who invited me! Thank you to those who are attending and - Shalom from Israel © 2011 WritePoint Ltd. All rights reserved.
  • 3. About Paula R. Stern
    • RoboHelp user since 1994
    • eHelp MVP in 2000, 3 rd named globally
    • Macromedia Team Member
    • Adobe Community Professional
    • CEO, WritePoint Ltd.
    • Moved to Israel 18 years ago
    • Senior technical writer and instructor
    • Teaching RoboHelp since 1999
    © 2011 WritePoint Ltd. All rights reserved.
  • 4. Today’s Objectives
    • Single-sourcing as a principle
      • Very quick intro in case there are newer writers here
    • RoboHelp 9 New Features for Single-Sourcing
      • Many options for single-sourcing
      • My goal today is RoboHelp related only
    • A Case Study – is it possible to Single-Source with RoboHelp?
    © 2011 WritePoint Ltd. All rights reserved.
  • 5. About Single-Sourcing
    • Write it once…use the information again and again
    • Single source > Multiple uses
    • Major Buzzword in documentation
    • It’s a goal…not always reachable
    © 2010 WritePoint Ltd. All rights reserved.
  • 6. In a Perfect World
    • Create content
    • Click a button
    • Output all documents and formats
    © 2010 WritePoint Ltd. All rights reserved.
  • 7. In the Real World
    • There’s some adjustment that has to be done
    © 2010 WritePoint Ltd. All rights reserved.
  • 8. About Single-Sourcing
    • Many definitions/purposes
      • Multi-users
      • Multi-product
      • Multi-versions
    • Common factor: large percentage of reusable content
    © 2011 WritePoint Ltd. All rights reserved. Documentation sets Output formats End-users OEM partners Translations
  • 9. Time Factor… © 2011 WritePoint Ltd. All rights reserved. “ Do it yesterday!” My boss
  • 10. Printer 101, 102, and 103 © 2011 WritePoint Ltd. All rights reserved.
  • 11. Single-Sourcing – Commonalities
    • Projects tend to be large (larger) in size
    • Requires above average advanced planning
    • Often include multiple authors or reviewers
    • Often text is divided – not all used for all outputs
      • Text used in product A
      • Text used in product B
      • Text for future use
    © 2011 WritePoint Ltd. All rights reserved.
  • 12. When NOT to Single-Source
    • If your company has many products – but they don’t share content.
    • If you have different users – but they need different information.
    • If you maintain different versions of a document, but only release one at a time.
    • If your company won’t give you the time to set it up right.
  • 13. Final Word on Single-Sourcing
    • It is an investment of time and money
    • It is an investment in planning and training
    • Once done…
    • It will save time
    • It will save money
    • It will save planning
    • It will create better documentation
  • 14. RoboHelp 9 Features for Single-Sourcing
  • 15. Adobe RoboHelp 9 – Inputs & Outputs
  • 16. Team Collaboration
  • 17. Team Collaboration is Essential!
  • 18. Cloud-based Reviews in Adobe RoboHelp 9 Create PDF for Review from Adobe RoboHelp 9 Refresh to see other Reviewer’s comments Reviewers only need free PDF Reader Adobe ID / Password Import PDF comments Into RoboHelp 9
  • 19. New Reviewing Tools
    • Add comments
  • 20. New Reviewing Tools
    • Track Changes
  • 21. Content Re-use: Resource Manager
  • 22. Single-Sourcing Considerations
    • Word does not create help formats
    • FrameMaker does not create help formats
    • RoboHelp - all help formats
    • RoboHelp - DOC and/or PDF
    • Non-tech writers prefer Word
    • Need to have documents reviewed
    © 2011 WritePoint Ltd. All rights reserved.
  • 23. Steps For Successful Single-Sourcing © 2011 WritePoint Ltd. All rights reserved.
  • 24. Analyze your Needs
    • What are you trying to accomplish?
      • How will content be reused?
        • By user
        • By version
        • By product
        • By…
      • What conditional tags are needed to accomplish your goals?
    © 2011 WritePoint Ltd. All rights reserved.
  • 25. Determine your Starting Point
    • Word
      • Word to PDF works
      • Word to help formats does not
    • RoboHelp
      • RoboHelp can generate all help formats
      • RoboHelp can generate DOC/PDF
      • Batch generate
      • Conditional text
      • New collaborative tools in RH 9
    © 2011 WritePoint Ltd. All rights reserved.
  • 26. Design Look/Feel for Formats
    • Word template for Word/PDF look
    • Skin for WebHelp
    • Set options for HTML-help
    © 2011 WritePoint Ltd. All rights reserved.
  • 27. Create/Organize Content
    • Create in Word and import to RH
    • Create in RH and export to formats
    • Chunk information in reusable amounts
    • Use snippets to integrate chunks within topics
    • Consider using DITA if smaller chunks are needed
    © 2011 WritePoint Ltd. All rights reserved.
  • 28. Tag for Conditionals
    • Topic
    • Text
    • Table of Contents
    • Index
    © 2011 WritePoint Ltd. All rights reserved.
  • 29. Create the Build Statements
    • Determine what formats/output you want
    • Define properties
    • Batch generate outcome
    © 2011 WritePoint Ltd. All rights reserved.
  • 30. Case Study Multiple Users One Project
  • 31. Our Target Audience
    • Three “markets”:
      • Engineers
      • Administrators
      • Standard Users
    © 2011 WritePoint Ltd. All rights reserved.
  • 32. Our Final Formats
    • Our Users
    • Engineers: WebHelp format
    • Administrators: WebHelp and PDF
    • Standard Users: HTML-help and PDF
    • Summary:
    • Three user types; five outputs
    © 2011 WritePoint Ltd. All rights reserved.
  • 33. Batch Generate
    • Generate and go get a coffee (but drink fast)
    © 2011 WritePoint Ltd. All rights reserved.
  • 34. Printed Documentation © 2011 WritePoint Ltd. All rights reserved.
  • 35. Specify the Template to Use © 2011 WritePoint Ltd. All rights reserved.
  • 36. Test – Tweak – Test – Tweak
    • Look for the problem areas:
      • Bullet indents
      • Style issues
      • Table format
    • Decide which can be fixed in RH
    • Decide which can be fixed in template
    • Decide which can be fixed in Word (minimize)
    © 2011 WritePoint Ltd. All rights reserved.
  • 37. Oops…can we fix this? © 2011 WritePoint Ltd. All rights reserved.
  • 38. Yes…one time fix, all time works
    • In RoboHelp:
    • Highlight Heading and apply conditional tag
    © 2011 WritePoint Ltd. All rights reserved.
  • 39. Workaround for Duplicate Headings
    • Exclude that tag for printed documentation
    © 2011 WritePoint Ltd. All rights reserved.
  • 40. Next problem - indentation
    • Can we fix this? Where?
    © 2011 WritePoint Ltd. All rights reserved.
  • 41. Fix it in RoboHelp © 2011 WritePoint Ltd. All rights reserved.
  • 42. Three Options
    • Fix in RoboHelp
      • One-time fix – single sourced correctly
    • Fix in Word template
      • One-time fix – single source correctly
    • Fix in Word
      • Not true single sourcing
    © 2011 WritePoint Ltd. All rights reserved.
  • 43. Achieving Absolute Single-Sourcing
    • Requires tweaking in RoboHelp and template
    • Sometimes involves compromising on styles
    • Requires proper styling
    • Requires proper definitions
    • Can produce amazing results – time and time again
    © 2011 WritePoint Ltd. All rights reserved.
  • 44. One Click…Five Deliverables © 2011 WritePoint Ltd. All rights reserved.
  • 45. Thank you again to the organizers who invited me! Here’s another virtual bouquet of flowers. And since shalom means Hello, Goodbye, and Peace, I wish you again, shalom from Israel Contact: paula@writepoint.com © 2011 WritePoint Ltd. All rights reserved.