single-sourcing with robohelp 9: presentation by writepoint

Single-Sourcing with Adobe RoboHelp 9

A Case Study

By: Paula R. SternCEO, WritePoint Ltd.

Adobe Community [email protected]

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.

About Paula R. Stern

RoboHelp user since 1994eHelp MVP in 2000, 3rd named globallyMacromedia Team MemberAdobe Community ProfessionalCEO, WritePoint Ltd.Moved to Israel 18 years agoSenior technical writer and instructorTeaching RoboHelp since 1999


Today’s Objectives

Single-sourcing as a principleVery quick intro in case there are newer writers here

RoboHelp 9 New Features for Single-Sourcing

Many options for single-sourcingMy goal today is RoboHelp related only

A Case Study – is it possible to Single-Source with RoboHelp?



About Single-Sourcing

Write it once…use the information again and againSingle source > Multiple usesMajor Buzzword in documentationIt’s a goal…not always reachable


In a Perfect World

Create contentClick a buttonOutput all documents and formats


In the Real World

There’s some adjustment that has to be done

About Single-Sourcing

Many definitions/purposesMulti-usersMulti-productMulti-versions

Common factor: large percentage of reusable content


Documentation sets

Output formats

End-users

OEM partners

Translations


“Do it yesterday!”

My boss

Time Factor…


Printer 101, 102, and 103

Product 101

Product 103= Product 101 plus extra print tray

Create conditional tags

Add additional information

Product 102=Product 101 + back to back printing

Single-Sourcing – Commonalities

Projects tend to be large (larger) in sizeRequires above average advanced planningOften include multiple authors or reviewersOften text is divided – not all used for all outputs

Text used in product AText used in product BText for future use


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.

Final Word on Single-Sourcing

It is an investment of time and moneyIt is an investment in planning and trainingOnce done…It will save timeIt will save moneyIt will save planningIt will create better documentation

RoboHelp 9 Features for Single-Sourcing

Adobe RoboHelp 9 – Inputs & Outputs

Team Collaboration

Team Collaboration is Essential!

Cloud-based Reviews in Adobe RoboHelp 9

Create PDF for Review from Adobe RoboHelp 9

Refresh to see otherReviewer’s comments

Reviewers only need

free PDF Reader

Adobe ID / Password

Import PDF comments Into RoboHelp 9

New Reviewing Tools

Add comments

New Reviewing Tools

Track Changes

Content Re-use: Resource Manager

Single-Sourcing Considerations

Word does not create help formatsFrameMaker does not create help formatsRoboHelp - all help formatsRoboHelp - DOC and/or PDFNon-tech writers prefer WordNeed to have documents reviewed


Steps For Successful Single-Sourcing


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?


Determine your Starting Point

WordWord to PDF worksWord to help formats does not

RoboHelpRoboHelp can generate all help formatsRoboHelp can generate DOC/PDFBatch generateConditional textNew collaborative tools in RH 9


Design Look/Feel for Formats

Word template for Word/PDF lookSkin for WebHelpSet options for HTML-help


Create/Organize Content

Create in Word and import to RHCreate in RH and export to formatsChunk information in reusable amountsUse snippets to integrate chunks within topicsConsider using DITA if smaller chunks are needed


Tag for Conditionals

TopicTextTable of ContentsIndex


Create the Build Statements

Determine what formats/output you wantDefine propertiesBatch generate outcome


Case StudyMultiple Users

One Project

Our Target Audience

Three “markets”:EngineersAdministratorsStandard Users


Our Final Formats

Our UsersEngineers: WebHelp formatAdministrators: WebHelp and PDFStandard Users: HTML-help and PDF

Summary:Three user types; five outputs


Batch Generate

Generate and go get a coffee (but drink fast)


Printed Documentation


Specify the Template to Use


Test – Tweak – Test – Tweak

Look for the problem areas:Bullet indentsStyle issuesTable format

Decide which can be fixed in RHDecide which can be fixed in templateDecide which can be fixed in Word (minimize)


Oops…can we fix this?


Yes…one time fix, all time works

In RoboHelp:Highlight Heading and apply conditional tag


Workaround for Duplicate Headings

Exclude that tag for printed documentation


Next problem - indentation

Can we fix this? Where?


Fix it in RoboHelp


Three Options

Fix in RoboHelpOne-time fix – single sourced correctly

Fix in Word templateOne-time fix – single source correctly

Fix in Word Not true single sourcing


Achieving Absolute Single-Sourcing

Requires tweaking in RoboHelp and templateSometimes involves compromising on stylesRequires proper stylingRequires proper definitionsCan produce amazing results – time and time again


One Click…Five Deliverables


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: [email protected]© 2011 WritePoint Ltd. All rights reserved.

single-sourcing with robohelp 9: presentation by writepoint

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