Presented by Dianne Duffy & Chris Morrison, Information Architects, Infor at the IXIASOFT User Conference 2016. This presentation was part of a roundtable session specifically for advanced DRM users and featured DRM case studies presented by Ericsson, Infor, and SAP.

1. 1Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Copyright © 2016. Infor. All Rights Reserved. www.infor.com 1Infor Confidential
Using DRM at Infor
Presenter, Title, Company
Using DRM at Infor
chris.morrison@infor.com
dianne.duffy@infor.com

2. 2Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Agenda
• Usage
• Problems solved
• Lessons learned
• Best practices

3. 3Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
We build beautiful business applications with last mile functionality
and scientific insights for select industries delivered as a cloud service.

4. 4Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
73,000
customers
3rd largest
ERP company
200+
countries & territories
14,000
employees
2.8B
revenue
$100B
trade in commerce
cloud
25,000
suppliers in
commerce cloud
30
banks in
commerce cloud
1,248+
go lives last year
Infor’s global presence
4,700+
cloud customers

5. 5Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Usage
• Our documentation team manages a growing number of products across
multiple release cycles
– Products: 52
– Libraries: 2
– Releases: 81
– Versions: 120
– Maps: 1280
• Number of objects (en-us): 66,000, (all): 150,000
• Number of DITA CMS users: 84
• Number of language translations: 36

6. 6Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Language Translations
Tier 1 (11)
• English (source)
• Brazilian Portuguese
• Dutch
• French
• German
• Italian
• Japanese
• Russian
• Simplified Chinese
• Spanish
• Swedish
Tier 2 (25)
• Arabic
• Bulgarian
• Canadian French
• Croatian
• Czech
• Danish
• Finnish
• Greek
• Hebrew
• Hindi
• Hungarian
• Indonesian
• Korean
• Latvian
• Lithuanian
• Norwegian
• Polish
• Portuguese
• Romanian
• Slovak
• Thai
• Traditional Chinese
• Turkish
• Ukrainian
• Vietnamese

7. 7Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
What we needed to do
• Identify centrally-defined set of product, release, and version metadata tags
• Create scheme that is meaningful
– Intuitive for writers
– No arbitrary version numbers assigned by the CCMS
• Associate objects (maps, topics, and images) with specific products, releases, and versions
• Search for objects associated within a specific product version, across all versions of a
product, or across multiple products
• Identify where objects are reused across products and versions
• Concurrently update objects associated with multiple releases
• Publish deliverables by version

8. 8Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Solution: DRM
• New types of file objects were added to the DITA CMS, product, release, and
version map specializations, to support the release management feature
• A DRM administration role was created to use the DRM view to maintain
products, releases, and versions
• Detailed product, release, and version information about a topic or image was
added to the Information view
• A DRM search panel was added to allow for filtering on product, release, and
version

9. 9Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Maintaining multiple versions
• Ability to maintain multiple versions is key to our success
• For example, maintaining three sets of source content for the same product
– Release 9.9—already released
• Republish version 9.9 content based on changes made in 10.0
– Release 10.0—scheduled for release in two weeks
• Some content updates will be applied to version 9.9
• Some updates are unique to this version
– Release 10.1— scheduled for release next quarter
• Work is concurrent with 10.0 release
• 80% of topics are shared with earlier versions
• Source content uses a common file for product names
– Not release-specific
– Reused from release to release

10. 10Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Lessons learned
Determine your DRM structure first
DRM Description
Product The unit that a customer purchases and implements, and has one or
more associated releases.
Release The level that is used to group together versions of a product. DITA maps
and topics are not directly associated with the DRM release.
Version The level that is used to associate DITA maps, topics, and images. When
you define a map, you must associate it with a version.
A version contains the actual documentation objects. A project
coordinator must set up a version for the release versions before you can
create content for that version. When you create content, you must
associate it with a version. You can use the same content object in more
than one version.

11. 11Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Lessons learned
• Plan how release and version information are identified in your output
– Cover page
– Publication information such as month, day and year
– Product name
– Publication channels

12. 12Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Lessons learned
• Do not underestimate the complexity of explaining the DRM to your users
• Provide a variety of training methods for the CMS users on the DRM
concept
– Self-learning videos
– User guide with chapter on DRM concepts and usage
– Classroom training

13. 13Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Best practices
• Assign a central point person to maintain the DRM versioning
• Meet with the product teams to discuss the DRM at least one month prior
to importing content into the DITA CMS
• Write a standard for naming your DRM versions
– What is a major release?
– What is a minor release?
• Understand the release schedule and how you want to associate it to the
DRM

14. 14Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Best practices
• Determine if you need to re-publish all deliverables for every DRM version
• Determine whether or not one product should be set up as multiple
products in the DRM
• Understand how the product’s version scheme is represented to
customers
• Understand the setup of key documentation deliverables

15. 15Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Future considerations
• Evaluate the impact of multiple languages in the DRM (best practices)
• Evaluate the workflow process for localizations
• Provide administrative tools that allow us to:
– Rename DRM version including container objects
– Search for containers associated with a DRM product and version
• Associate a secondary product DRM for specific type of maps. For
example, two DRM products with one integration guide

16. 16Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential
Questions?
Contact Information
Chris Morrison – chris.morrison@infor.com
Dianne Duffy - dianne.duffy@infor.com
Corporate website
www.infor.com

17. 17Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential