Technical Communication

Help Authoring Tool,MadCap Flare,RoboHelp,Migrating,Transitioning,Importing,HAT,Innovation

Last year at STC, we heard several requests for enabling an easy migration from MadCap Flare to Adobe RoboHelp .   Same was true for this year's conference - just the number of requests increased manifold.  We had several customers visit us at Adobe booth and request for a migration.  Some of the reasons for migration were -

• "I started using Flare under the impression that RoboHelp is dead, now that Adobe has released a new version I want to come back to RoboHelp",
• "I am the lone writer using Flare, other writers in my team are using Adobe TechCommSuite, I need to convert my Flare project to RoboHelp"
• "RoboHelp is so easy to use........... Give me one reason to move to RoboHelp, I want to come back"
• "I love Adobe AIR, can I publishing to Adobe AIR using RoboHelp 7 - if I could just import my Flare project in RoboHelp"
• "I want end user commenting in my Online Help"

Now you have help available with migrating your MadCap Flare projects to Adobe RoboHelp.  John Daigle, RoboHelp expert and consultant, is offering a free converter to migrate your projects from Flare to RoboHelp.  The converter is a free download from John Daigle's site and source code is also available under Common Public License. He already has a few success stories and if response in the STC conference is anything to go by, he is going to be very busy.

Posted by at 3:24 PM | Permalink | Comments (0)

RoboHelp,Adobe AIR,Packager for Adobe AIR,Technical Communication,Online Help,Help Authoring Tool,Web 2.0,Innovation in Help

If you are looking for Web 2.0 features in your help content, you may want to check out RoboHelp Packager for Adobe AIR. 

Recently, Gryphon Mountain Journal had a blog post on Web 2.0 in online help and why software vendors have not enabled this so far.  Clearly, we need to make more people aware about Adobe AIR and the promise it brings to Online Help.  As a follow up to my comment, Ben had a few interesting questions about RoboHelp Packager for Adobe AIR and since they are general enough for everyone’s interest, I am answering them here –

1.  When will CSH be included?

Context sensitive help is already included.  If you install RoboHelp Packager for Adobe AIR and press F1, you will see help in Adobe AIR and it is context sensitive.  More information is available as part of the documentation that ship with RoboHelp Packager for Adobe AIR.

2a.  From what I've read, it's not clear to me whether the AIR-packaged help is installed on or saved to a user's hard drive. The description of the auto-update feature talks about going out to a central location and getting updates.

Adobe AIR generates a single file which can be installed on end users machine.  RoboHelp Packager for Adobe AIR installs its own Adobe AIR help file as you install the application.  If you uninstall RoboHelp Packager for Adobe AIR, it uninstall's the Adobe AIR help file.  If you are embedding your help with your software application, you can make the installation transparent to the end-user.  This may require some installer work in integrating Adobe AIR file with your application.

Help on the end user machines is automatically notified of the updates and end users don’t need to go to the Server location, the update is seamless – at the click of a button.  Adobe AIR makes the process of update seamless. Now, help can be independently updated and does not require a patch for your software application.

2b. What happens if your help system goes with a Web application and doesn't need to be installed on users' machines like a CHM is? Is it enough to have the AIR help file stored on a server only? Could the version on the server be configured to access a computer for updates?

Adobe AIR is a new help format under constant development. I agree that existing version of RoboHelp Packager for Adobe AIR is much closer to CHM in terms of output it generates. I expect RoboHelp to enable you to replace both CHM and WebHelp with Adobe AIR in the future. 

4.  In order to share comments, do reviewers have to email them? Are comments not saved as part of the AIR help so that I could open up my production help system and see people's comments?

Comments are saved as part of Adobe AIR file and can be exported to XML file as well. At present, there are two workflows supported for comments. One, an e-mail based review and commenting workflow. As a first step, the author sends the Adobe AIR file to reviewers by e-mail. Reviewers can add comments and export the comments to a local file and send it back to the author (by e-mail). Author can aggregate the comments in a single Adobe AIR file and manage them (sort, view by topic/reviewer, delete).

The second workflow is a shared folder based workflow in which the Adobe AIR file is shared over the network in a folder. Once all reviewers have installed the Adobe AIR help, they can review and add comments. This is a synchronous review and commenting workflow compared to adhoc and asynchronous e-mail based commenting and review workflow. A reviewer can synchronize the comments and see the comments of other reviewers at any point in time and hence it helps save time for reviewers and also enable collaboration during the review process. The review initiator can also synchronize the comments and get the latest copy of the comments at any point in time.

To add to above description on the review workflow, the commenting feature is designed to help an end customer personalize Help by adding comments on the same. These comments will not be uploaded to the server, however can be exported to a file and shared with friends over email.

Posted by at 1:57 PM | Permalink | Comments (0)

Review,Technical Communication,PDF,Adobe Technical Communication Suite

PDF and Adobe AIR are two most valuable formats for review and commenting.  If you are sending your FrameMaker documents as PDF or RoboHelp projects as Adobe AIR, you can send files through e-mail or share over a network drive. If your documents or projects are large as is the case with most technical content, you may exceed the e-mail size limit your organization has.  And if you are collaborating across locations, sharing over a network drive is not an easy option.  With Acrobat.com (free service currently in Beta), you have another alternative.  You can upload your PDFs or Adobe AIR files, select the reviewers you want to share your files with (you can manage access rights to your documents) and let them review the files at their end.  Since both PDF and Adobe AIR (if you have generated from RoboHelp Packager for Adobe AIR) enable you to export comments as an XML file, the comments can be received simply over e-mail.

For more details on how you can share and send files with Acrobat.com, click here.

Posted by at 11:25 AM | Permalink | Comments (0)

Structured FrameMaker,Adobe FrameMaker,Technical Communication,Adobe Technical Communication Suite,XML Authoring,Template

Similar to text insets, you can use variables in a FrameMaker EDD. In the example below (see Adobe Captivate demo), I have used a set of variables as attribute values.  A paragraph style is applied based on the attribute value as part of a context level formatting rule. If you add a new attribute value to your structured template, you can use one of the pre-defined variables to add that attribute value to the context rule.  Context level formatting rule is updated based on the new attribute value.  Importing element definitions again updates the template.

Posted by at 6:50 PM | Permalink | Comments (0)

Adobe Presenter,Adobe Technical Communication Suite,TCS,Technical Communication,Powerpoint,SWF in PDF

With Adobe Technical Communication Suite 1.3, you also get Adobe Presenter. Adobe Presenter enables you to rapidly convert your PowerPoint presentation into engaging Adobe Flash multimedia experiences - with a few clicks. You can also easily add narration, animations, interactivity, quizzes, and software simulations to eLearning courses.

Key capabilities

• Easily create professional Flash presentations and self-paced courses complete with narration and interactivity.
• Import and edit video in any format and export as SWF.
• Record and edit high-quality audio.
• Help ensure consistency with branding and customization.
• Deliver advanced quizzes and surveys with question pooling and randomization.
• Publish content as a PDF file, preserving all of your animations.
• Create AICC- and SCORM-compliant content.
• Integrate with Adobe Acrobat Connect Pro software to deploy, manage, deliver, and track content.

You can click here to view the detailed list of features in Adobe Presenter 7. Also, Paresh Kharya, Product Manager for Adobe Presenter recently started his blog. 

Posted by at 2:50 PM | Permalink | Comments (0)

Structured FrameMaker,EDD,Text Insets,Single Sourcing,Adobe FrameMaker,DITA

Text insets in Adobe FrameMaker enable re-use of content.  You can import a document into another document as a reference and update the content when the source document changes. 

You can also use text insets in EDD - enabling you to re-use context level formatting rules and elements across elements and structured applications.  First step is to identify the re-usable component.  Once you have identified the re-usable component (for example, an element definition as shown in the Adobe Captivate demo below), you can do the following -

1. Copy the re-usable component (element definition, here) from an existing EDD
2. Go to reference pages
3. Insert a text frame
4. Paste the element definition in the new text frame
5. Add a tag to text frame
6. Come back to Body Pages
7. Select the element and delete it
8. Import the element definition from the same EDD.  Please select reference flow and tag name of the text frame to identify the content.
   

You have created a re-usable element definition.  Same can be repeated for context level formatting rules.  Please see the Adobe Captivate demo below.

Posted by at 3:54 PM | Permalink | Comments (0)

Review,Commenting,Adobe AIR,RoboHelp,RoboHelp Packager

If you are authoring a help system, a knowledge base or a set of policies in RoboHelp, you probably need to send the RoboHelp project for review to your development team, project managers, client, product managers, consultants or colleagues. A RoboHelp project comprises of multiple topics, with images, multimedia and contains TOC, Index and Glossary.  Sharing individual HTML files over e-mail and keeping track of them has been a challenge.  At present, there are two options available for sharing your RoboHelp project with reviewers. RoboSourceControl allows collaboration on the source files (closely integrated with RoboHelp) and PDF enables a seamless commenting workflow inside and outside the organization. RoboHelp Packager for Adobe AIR now provides a new alternative for your review and commenting workflow's - Adobe AIR.

With RoboHelp Packager for Adobe AIR, you can package the complete project in a single distributable file - including TOC, Index and Glossary along with content files.  Unlike RoboSourceControl, reviewers don't need RoboHelp to review the content and unlike PDF, the help files maintain the same look and feel in Adobe AIR. 

A major challenge in the review process has been sharing the content with multiple reviewers, collecting feedback in a synchronous manner and managing the comments from multiple reviewers.  With PDF and Adobe AIR, you can send a single file to your reviewers and receive comments in a XML file. The comments from multiple reviewers received in an e-mail can be imported in PDF or Adobe AIR. Similar to PDF, RoboHelp generated Adobe AIR help file can be shared on a network and multiple reviewers can simultaneously review the content.  The review can be synchronous, that is, reviewers can send and receive comments, and collaborate with other reviewers in real time on click of a button.

The technical author can also view and manage (sort, delete, add) the comments from multiple reviewers in a single file.  Both PDF and Adobe AIR help file allow authors to view comments by topic or by reviewers.

Posted by at 6:46 PM | Permalink | Comments (0)

Adobe RoboHelp,Adobe AIR,Technical Communication,Leadership,Innovation,HAT,Help Authoring

One of the novel features in RoboHelp Packager for Adobe AIR- Beta 2 is an ability to set end user preferences for help.  RoboHelp help templates in Adobe AIR have been designed keeping in view the end customer.  For the first time, authors can now enable end users to customize their help systems. 

1. End users can choose to show or hide mini Table of Contents and breadcrumbs, if they want more space for content pane and TOC. 
2. Also, if end users want to open help topics in multiple tabs they can enable that.  Multiple tabs allow end users to navigate to multiple topics at the same time.
3. End users can also specify their preferences for Auto-Update and also, manually check for updates.

4. In addition, comment settings allow end-users to specify a default login name for identification of comments.
5. End users can also delete all comments from preferences dialog.

Posted by at 2:48 PM | Permalink | Comments (0)

RoboHelp Packager,Adobe AIR,HAT,RoboHelp,Technical Communication,Adobe RoboHelp

RoboHelp Packager for Adobe AIR- Beta is now updated. You can download the new version from Adobe Labs. It has added a long list of novel features - first time for a HATT. Now, besides multiple tabs, favorites, commenting and multiple skins like Multi-Tab Accordion and Uni-pane Help, you have another set of new features.

Designed for End Customers - Adobe AIR based Help templates have been designed keeping in view the end customer. They have some high-end navigation features like Mini TOC, Breadcrumbs, etc. Apart from these capabilities, the new Adobe AIR based Help also empowers the end customers to customize the Help. An end customer can set their own preferences and customize Help as desired.

Compelling Rich Branded Experience - RoboHelp Packager for Adobe AIR provides a compelling rich user experience. It includes templates that help authors package the same content into three completely different styles – Multi-Tab Accordion, Uni-Pane or the Classic Tri-Pane Help. Apart from this it also helps the Authors brand the Help as per Corporate Branding Guidelines. It provides support for the addition of a Company Logo and a Punch line in the main Help window. Apart from this it also provides an About Box in the Help that details the version, description, copyrights, logos etc.

Auto Update - Adobe AIR based Help applications provide an Auto Update feature using which updates can be pushed to all installed connected versions of Help. Usually, the Help content bundled with the application is never updated, while the web content is updated with current feature enhancements and additional resources. Adobe AIR based Help provides you with the option to publish updates for your end users at a common server location. The Adobe AIR based Help is intelligent enough to check for updates and prompts users to apply updates when it detects a new version is available.

Review Workflows / Personalization of Help - Adobe AIR based help files can be configured in such a way that you can add comments to topics and publish those comments at a common location. This feature enables a complete review workflow, whether or not the reviewer is a part of your group/organization.

• Reviewers within your network: Reviewers can publish their comments to an XML file on a shared folder. They can also synchronize the comments from other reviewers on the same network. This enable multiple reviewers to simultaneously view the comments being made by other reviewers as they review.
• Reviewers outside your network: You can send the .air file to these reviewers who can then export their comments to an XML file and send it to you. You can import these comments into your Adobe AIR application.

Apart from the rewire workflow, the feature is designed to help an end customer personalize Help by adding comments on the same. These comments will not be uploaded to the server, however can be exported to a file and shred with friends over email.

New Classic help Template- A new template called Classic Help has been added. It is named Classic because it is a Tri-Pane Help. Apart from that it has got all the power of any other Adobe AIR based Help template. This template has a new feature called “How do I” that lists all the browse sequences defined in the WebHelp. We recommend that authors design their browse sequences in such a way that they provide complete workflow information to end customers.

Supports Packaging of Merged WebHelp - RoboHelp Packager for Adobe AIR now supports merged WebHelp. If an author specifies the WebHelp folder of a Master project, the Packager is intelligent enough to detect and convert all referenced projects in the Master Project. However, one needs to be careful while using this feature. It doesn’t provide as much flexibility as Merged WebHelp. A new Package needs to be created every time even when you update any of the sub projects.

In addition, Zoom works flawlessly and search results has been improved. If you have not tried the RoboHelp Packager for Adobe AIR, you can download it now for FREE.

Posted by at 1:54 AM | Permalink | Comments (0)

Adobe Technical Communication Suite,Acrobat 9,Acrobat 9 Pro Extended,Acrobat 3D

Adobe Technical Communication Suite has been updated today. Technical Communication Suite 1.3 now contains the new Adobe Acrobat 9 Pro Extended.  Technical Communication Suite customers can purchase an upgrade that includes Acrobat 9 Pro Extended.  Adobe Acrobat 9 Pro Extended is a superset of Acrobat 9 Pro, all the powerful 3D features, and Adobe Presenter, Adobe LiveCycle Designer ES, and Adobe 3D Reviewer software. With Presenter, you can add video, voice-over, demos, and interactive quizzes to Microsoft PowerPoint slides, and then output to PDF for reliable, cross-platform sharing. I am sure learning professionals will love this new and exciting feature.

With Acrobat 9 Pro Extended, you can now deliver the richest, most engaging PDFs with new support for videos and portfolios. 

• Easily share video in PDF - Convert a variety of video formats to FLV for reliable, cross-platform sharing of video, animations, and applications in PDF documents. With native support for Adobe Flash technology, no additional media player is necessary for playback.
• Insert video in PDF - Embed video in Microsoft Word or PowerPoint and convert to FLV in PDF or insert FLV or H.264 video in PDF files for direct playback in Acrobat and Adobe Reader.
• Easily review video - Comment on video using any of the commenting and markup tools to add feedback to a specific frame.
• Unify the widest range of content in a PDF Portfolio - Assemble documents, drawings, e-mail, spreadsheets, and rich media — including audio, video, 3D, and maps — in a single, compressed PDF Portfolio.
• Use professionally designed templates - Choose one of many professional templates to quickly integrate content, define navigation, and add polish to your PDF Portfolio. Add your logo and include descriptions to guide recipients through the contents.

I have not listed the most compelling 3D features here (that is for another blog post).  For more details on features, please click here - http://www.adobe.com/products/acrobatproextended/features/

Acrobat.com services are now available (announced simultaneously) that enable you to store and share large documents, collect form data, and review documents with virtually anyone across the world.

Posted by at 12:16 PM | Permalink | Comments (0)