Lean and Collaborative Content - Workshop Presented by Nolwenn Kerzreho, IXIASOFT Technical Account Manager - Europe, at NORDIC TechKomm 2016

1. Nolwenn Kerzreho
Technical Account Manager, IXIASOFT
Nordic TechKomm – 25 May 2016
Lean and
collaborative content
–
Workshop

2. Agenda
• Hallo, Bonjour, Hello, Ciao
• More content?
• More writers!
• Demonstration
• Question & answers
• Resources and QA

3. Nolwenn Kerzreho
Technical Account Manager – IXIASOFT
creator of the DITA CMS
10+ years in the tech comm industry
– Evangelist and structured content
teacher and trainer
Adjunct teacher at Université Rennes >8 years
Contact @NolwennIXIASOFT #Nord_Tk

4. About IXIASOFT
• Launched in 1998 in Montréal, Canada
• Software company
• Leader in the XML content management market
• Two products:
 DITA CMS
 Component Content Management System (CCMS)
 Designed specifically to manage DITA content
 In-house team of DITA Experts based in North America
 Agents in Europe, technical account manager, and Japan, sales representative
 TEXTML Server
 Native XML database

5. DITA CMS customers include:
ManufacturingHardware Software Medical

6. A few facts and numbers
• 7 pieces of information consumed before being
in content
• 30% people don’t trust brands
 The demise of TRUST in brands (with separation
between regions) & the prerequisite of trust in brands
• More major delivery channels & platforms:
Web & embedded portals, Youtube, Mobile, IoT
New responsibility and challenges for tech comm

7. Technical communication
The customer journey with your content with several
touchpoints and channels
+
More content provided calls for perfect consistency,
accuracy and minimalism
A great opportunity to build trust for your brand
(http://ahamarketing.com/consumer-trust-in-brands/
Do consumers trust your brand?)

8. Everyone writes
• Quality control
• Taxonomists &
editors
• Legal dpt
• Training dpt
• Experts (SME)
• Marketing
communication
• Technical writers
• Technical
translators
• Support teams
• Installation and
maintenance
teams
After
sales
Presales
Content
lifecycle
Product
support

9. Structured content is required
Traditional content
Limited by source format
Software updates are
necessary to edit content
Structure is foggy no control
on information structure
No variables or refinements
possible
Book style
Descriptive
Structured content
Travel where it needs to go
Freely accessible, not linked
to software
Language structure and
metadata
Possibility to easily adapt to
context
Topic-based
Minimalistic

10. Structured content
Consistent throughout channels and content types
and leaner on the production side
Controlled workflows, collaboration tool acting as a
reference information set

11. Enterprise-class teams and solutions
Fault Tolerance
Compliant with Windows and
Linux clustering systems
Multi Platform
Windows and Linux
Replication
A replication mechanism to support
a global solution deployment
Tokyo
Los Angeles Bangalore

12. More “Document” types…
• Installation manual, maintenance, repair, transport
• Bill of material, technical dossier
• Illustrated part list
• Datasheet, labels, product information leaflets
• Test lists, check lists, quality control
• White papers, web sites
• Material interfaces, user interfaces
• Training handbook, test & exercise books, tutorials
• On-screen instructions, help systems
• Software applications

14. Sample documentation
• Structured modular documentation for the MINI
• Some variants expert and novice
• A version 1.0 is published
• First translation to French is done

15. Scenario
• Simple review cycle
• Written in English - translated to French
To illustrate how multiple people can use multiple
tools

16. Content collaboration – the people
involved
Writer
Taxonomist
Reviewer
Editor
Approver
Quality control
Translator
Translation managers

17. Edit and review
Zoe edits a topic online
Zoe adds a local image
George adds a comment
Zoe accepts comment

19. Translation
Zoe creates the translation
packages
Maria translates
to French
Zoe receives translation back
and re-publishes

20. Information developers
Information architects,
editors, senior writers,
project managers
 Spend most of their time in
the CMS
 Need an extensive set of
functionalities
 Manages the content lifecycle
and can manage deliveries
 Understand XML and DITA
 Limited number of people in
the organization
Recommended tool
 DITA CMS Eclipse client
Writer editor
Taxonomist

21. Eclipse plugin
• Eclipse environment offers a
highly configurable perspective
for different kinds of users
• Writer perspective
• Project manager persp.
• IA perspective
• Unified User Interface
• Extension can be developed

22. Search result panel
• Configurable display
• Sorting capability
• Quick preview
• Grouping
• …
Search panel
• DITA generates a very large number of
content components. Advanced search is
mandatory.
• Multiple filtering criteria is available
• Recently used objects
• Favorites
• …

23. Dependencies view panel
• Show all related objects (conref, href…)
• Show all relations to other objects (translated
to, snapshots)
• …

24. XML editor panel
• Topic authoring
• Oxygen or XMetal
• XML tags are visible or not
• Tracks changes
• …
Map Editor panel
• Create and edit maps
• Drag & drop topics/submaps
• Reorganize topics
• Inserts a sub maps
• Open objects
• …

29. Contributors and reviewers
Engineers, developers,
support teams,…
 Few actions on content
 Need basic functionalities
 Need features to annotate,
comment and approve/reject
content
 Limited or no XML or DITA
knowledge
 Potentially large number of
people (hundreds)
• Recommended Tools
 IXIASOFT Web Author
 IXIASOFT Collaborative Web
Reviewer
Reviewer
Approver

30. Web browser
• Easy to deploy
• Ease of use
• Ideal for distributed teams

31. ToDo list
• Work is assigned to them (e-mail)
• Can display assignments by role
• Contributor or Reviewer
• Interface is very intuitive

32. XML editor panel
• Topic authoring
• Form-based authoring
• Can be used for topic review
• Tracks changes
• Commenting

33. ToDo list
• Work is assigned to them (e-mail)
• Interface is intuitive
Web browser
• Easy to deploy
• Ease of use
• Perfect for distributed teams
PDF annotation tool used to:
• Comment (cannot edit)
• Suggest modifications
• Accelerates review process (concurrent users)
• Tracks history of comments (audit purposes)
• Document review

34. Reviewers can
• Add comments
• Strike out text
• Propose new text
• Draw information
• Stamp notice
• And much more…
Approval
• Users can approve or reject content
• Supports multiple approval mechanisms
• Tracks the “approve and reject” history

35. Translation managers
Create translation
packages,
 Notified for new content
 Sees content in any
language
 Import translated content
 Checks quality and
completeness
 Publish translated
content
Translator
Project manager

36. Translation
Zoe creates the translation
packages
Maria translates
to French
Zoe receives translation back
and re-publishes

37. Localization process overview
Topic 3
en-us
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Create v. 1.0
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Localization
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Export
Import
TMS
or
CAT
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0

38. Translation package – options
Export
New
• XLIFF
• DITA files
• PDF publish
Update
• Changed/new
• Previously translated
content
Import
• XLIFF
• DITA files

39. Workflows and numbers
Translation availability
Localization:in
translation
36%Localization:re
view
64%
Translation to Italian
Localization:in translation Localization:review

40. Topic 3
en-us
Localization process overview
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Localization
Topic 1:
Partial
revision
Topic 3:
Major
revision
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Snapshot
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0

41. Topic 3
en-us
Localization process overview
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Create v. 2.0
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Snapshot
Topic 3
en-us
2.0
Map A
en-us
2.0
Topic 2
en-us
2.0
Topic 1
en-us
2.0
Localization Localization
Compare (element level)
100% match
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Snapshot
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0

42. Topic 3
en-us
Localization process overview
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Snapshot
Topic 3
en-us
2.0
Map A
en-us
2.0
Topic 2
en-us
2.0
Topic 1
en-us
2.0
SnapshotLocalization Localization
Map A
fr-fr
2.0 Topic 3
fr-fr
2.0
Topic 2
fr-fr
2.0
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
If match, copy of
the french
If match, copy
of the french
Topic 1
fr-fr
2.0

43. Topic 3
en-us
Localization process overview
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Snapshot
Topic 3
en-us
2.0
Map A
en-us
2.0
Topic 2
en-us
2.0
Topic 1
en-us
2.0
SnapshotLocalization Localization
Map A
fr-fr
2.0 Topic 3
fr-fr
2.0
Topic 2
fr-fr
2.0
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Topic 1
fr-fr
2.0
Export
Import
TMS
or
CAT
Map A
fr-fr
2.0 Topic 3
fr-fr
2.0
Topic 2
fr-fr
2.0
Topic 1
fr-fr
2.0

44. Topic 3
en-us
Localization process overview
Map A
en-us
Topic 2
en-us
Topic 1
en-us
Snapshot
Topic 3
en-us
1.0
Map A
en-us
1.0
Topic 2
en-us
1.0
Topic 1
en-us
1.0
Snapshot
Topic 3
en-us
2.0
Map A
en-us
2.0
Topic 2
en-us
2.0
Topic 1
en-us
2.0
SnapshotLocalization Localization
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Topic 3
fr-fr
1.0
Map A
fr-fr
1.0
Topic 2
fr-fr
1.0
Topic 1
fr-fr
1.0
Map A
fr-fr
2.0 Topic 3
fr-fr
2.0
Topic 2
fr-fr
2.0
Topic 1
fr-fr
2.0
Snapshot
Map A
fr-fr
2.0 Topic 3
fr-fr
2.0
Topic 2
fr-fr
2.0
Topic 1
fr-fr
2.0

45. Sample documentation
• Structured modular documentation for the MINI
• Some variants expert and novice
• A version 1.0 is published
• First translation to French is done

46. What we did not see
• Creating branches
• Creating project actions
…

47. Questions?
Slideshare: IXIASOFT account
Follow me @nolwennIXIASOFT
@keithIXIASOFT | www.DITAWriter.com
Extreme Writing http://www.extremetechwriting.com/
• Blog: www.ixiasoft.com/en/news-and-events/blog
• OASIS DITA Adoption Committee articles