The document discusses an enterprise content management system (CMS) that provides an end-to-end solution for authoring, reviewing, localizing, and publishing content. It offers tools tailored for different user groups, including a desktop client for power users, a web authoring tool for casual contributors, and a PDF annotation tool for reviewers. The system is fault tolerant, supports multiple platforms, and enables global deployment through replication. It aims to put the right tool in the hands of each user for efficient content creation and management.

1. One Tool to Help Them All
Leigh White
DITA Specialist
October 2014

2. End-to-end solution to manage
Authoring
Reviewing
Localization
Publishing

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

5. Many people create and manage
content inside the organization
• Writers create user manuals, installation guides, etc.
• Engineers create application notes, knowledge base
articles, etc.
• Information Architects organize content
• Trainers create training guides
• Support teams create FAQs
• Translators localize content
• End-users comment on the content
All of them need the right tool

6. So many things to show…
• The DITA CMS includes many tools to support the needs of
different groups within the organization
• Today, lets have a look at 3 types of activities that require 3
different tools:
 Authoring by power users
 Authoring by casual contributors (SMEs)
 Reviewing process with a PDF annotation tool

7. Authoring by power users
• Who are they?
 Technical writers, information architects, editors, project
managers
• Characteristics
 Spend most of their time in the CMS
 Need an extensive set of functionalities
 Understand XML and DITA
 Limited number of people in the organization (less than 100)
• Recommended tool
 The DITA CMS Eclipse client

8. Search result panel
• Configurable display
• Sorting capability
• Quick preview
• Grouping
• …
XML editor panel
• Topic authoring
• Oxygen or XMetal
• XML tags are visible or not
• Tracks changes
• …
Search panel
• DITA generates a very large number of
Map Editor panel
• Create and edit maps
• Drag & drop topics/submaps
• Reorganize topics
• Inserts a sub maps
• Open objects
• …
content components. Advanced search is
mandatory.
• Multiple filtering criteria is available
• Recently used objects
• Favorites
• …
Dependencies view panel
• Show all related objects
• Show all relations to other objects
• …
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

13. Authoring by Subject Matter Expert
• Who are they?
 Engineers, developers, support teams,…
• Characteristics
 Use the CMS application occasionally
 Need basic functionalities
 Limited XML or DITA knowledge
 Potentially large number of people (hundreds)
• Recommended Tool
 Web Author

14. XML editor panel
• Topic authoring
• Form-based authoring
• Can be used for Topic review
• Tracks changes
• Commenting
ToDo list
• Work is assigned to them (e-mail)
• Can display assignments by role
• Contributor or reviewer
• Interface is very intuitive
Web browser
• Easy to deploy
• Ease of use
• Perfect for distributed teams

16. Reviewing with a PDF annotation tool
• Who is doing the review?
 Engineers, developers, writers, editors, …
• Characteristics
 Perform tasks occasionally
 Need features to annotate, comment and approve/reject content
 Do not need to be knowledgeable about XML and DITA
 Potentially large number of people (hundreds)
• Recommended Tool
 Web Collaborative Reviewer

17. 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
• Accelerate review process (concurrent users)
• Track comments history (audit purposes)
• Document review

18. 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

19. How do you select the right tool ?
• Identify the content that needs to be created
 User guide, FAQ, application notes, knowledge base articles, training material, …
• Identify the content creator
 Technical writers, engineers, support engineers, developers, trainers, …
• Identify the workflow required for each content type
 Does it need to be reviewed? Does it need to be approved by a specific person? Is it
regulated content?
• Identify the characteristics of the content creator
 Power users, casual users, DITA expert, …
With that information in mind, it is possible to select and configure
the right tool for the job

20. If you need more, I can talk about…
• Version control management
 Keeps track of revision history for all object types
• Release management
 Support for branching (modifications can happen in parallel versions)
• Link management
 Includes support for the new link management of DITA 1.2
• Relationship table editor
 Manages relations between topics
• Asset management (images, PDF, videos, ...)
• Dynamic publishing
 Generate more than just PDF and HTML
• Localization
 Minimizes the content sent to translation vendors

21. Three things to take away …
• Enterprise-class solution
 We provide a solution which supports geographically dispersed teams for the creation,
review and publishing of global documentation efficiently and with a high level of
reliability
• Best-of-breed approach
 We work with many best-in-class partners with complementary technologies to give our
customers the flexibility to build the solution that fits their specific needs
• The “one size fits all” approach is not flexible enough
 We build a solution that gives our customers the possibility to put the right tool in the
hand of each user

22. Thank you!
Leigh White
DITA Specialist
leigh.white@ixiasoft.com