Rolling Out DITA by Rolling In SharePoint and DITA Exchange Sheila D Annunzio, STMicroelectronics Steffen Frederiksen, DITA Exchange

Transcription

1 Rolling Out DITA by Rolling In SharePoint and DITA Exchange Sheila D Annunzio, STMicroelectronics Steffen Frederiksen, DITA Exchange Content Strategies/DITA NA, Baltimore April 2011

2 2 About STMicroelectronics STMicroelectronics is a global leader serving customers across the spectrum of electronics applications with innovative semiconductor solutions. In 2010, the Company s net revenues were $10.35 billion. Further information on ST can be found at

3 DITA SharePoint Word

4 4 About DITA Exchange DITA on Microsoft SharePoint & Office Open (use any other tool) Key part of the Microsoft Intelligent Content Framework Customers in: Semiconductors Pharma & Life sciences Hi-Tech manufacturing / srf@dita-exchange.com >< DITA Exchange ApS Katrinebjerg Science Park Aabogade 15 DK-8200 Aarhus N DENMARK >< DITA Exchange Inc. 900 E. Hamilton Campbell California USA

5 5 Contents The business drivers SharePoint as a CCMS with DITA Exchange Word as an XML editor and publishing engine. Overcoming challenges in the implementation process Publishing process Metadata The future roadmap Connecting to the corporate web site Implementing workflows via SharePoint Handling translation Exchanging data with joint-venture-partners.

6 The business drivers

7 7 Introduction - DITA in ST Ran pilot in 2008 / 2009 Used only versioning system for pilot no CCMS Stopped as files soon became unmanageable Put in CCMS DITA Exchange in 2010 Managing the hundreds of files converted in the pilot caused a lot of pain!

8 8 Basic CCMS requirements File management (file names, versions, links and metadata) Link management (where topics are used) Map download and upload (with all linked files) Workflows Integrate publication process Integrate conditional processing Related topics (branch/clone) Access rights

9 9 Extra CCMS requirements IT department approval Within budget Collaboration tool easy to deploy to SMEs Scale up to hundreds of SMEs

10 10 How Dx met these needs IT deployed SharePoint, in-line with company policy Cost reasonable, SharePoint already budgeted, only buy Dx part SMEs know SharePoint DITA Word editor easy to use for SMEs Can easily scale up due to reasonable cost

11 DITA Word editor 11

12 DITA Word editor 12

13 DITA Word editor 13

14 15 Additional benefits No need to buy editor Word-based output process Can tweak output for things like page breaks Can easily change output format (change the Word template) Can add custom stylesheet for more complex transformations Easy to integrate with other business systems (out-of-the-box SharePoint) TopicPicker - allows any employee to reuse DITA content in classic Word docs Can produce OpenXML use as input to other processes (e.g. IP-XACT database) We got up and running very quickly as we started with a hosted (cloud) solution

15 Overcoming challenges in the implementation process

16 17 The publishing process In pilot had customized the DITA-OT and integrated it into XMetaL Dx has choice of DITA-OT or Dx Word publisher DITA Word (OpenXML) PDF Was skeptical about using the Dx Word publisher but decided to try.

17 18 Dx Word publisher benefits Uses a.dotm template which is very easy to modify without any programming knowledge!

18 19 Dx Word publisher benefits Going through Microsoft Word gives you some artistic license with the layout For example you can force tables to start at the top of a page or insert a page break This avoids the criticism of ugly PDFs a common complaint from customers after moving to XML! But beware tech writers must not update the content here!!!!

19 20 And it worked.. Word output PDF Save as

20 DITA Exchange Word Publisher 21

21 22 DITA Exchange Word Publisher Other Use Cases : Publish from DITA to Word template, with instructional text, optional text, standard required text, drop-down lists, etc. Publish hybrid DITA content: DITA topics and Word documents mixed in a DITA map Word Washer publishing: Standardize all styling Checking for document policies/business rules

22 23 Metadata Underestimated the importance Thought could just use out-of-box metadata

23 24 Metadata Dx has no folder structure If metadata is not well defined cannot find anything

24 25 Why Folders Are Bad Topic 1?

25 26 Why Folders Are Bad Topic 1! Topic 1 Topic 1

26 Why Metadata are Great 27

27 28 Customized metadata Customized the metadata without specializing DITA Used <data> element

28 29 Metadata mapping, Word editor Easy to fill-in, even for SMEs who make the first draft

29 30 Metadata mapping, CCMS Easy to search and filter

30 31 Dynamic Metadata Configuration SharePoint Content Types With built-in inheritance Document Dx Document DITA Office Media Map Topic DITAVAL Publication Word Excel PowerPoint Image Video Math Task Concept Reference

31 32 Dynamic Metadata Configuration Document Dx Document DITA Office Media Map Topic DITAVAL Publication Word Excel PowerPoint Image Video Math Task Concept Reference

32 33 Dynamic Metadata Configuration Document Dx Document DITA Office Media Map Topic DITAVAL Publication Word Excel PowerPoint Image Video Math Task Concept Reference

33 34 Dynamic Metadata Configuration Document Dx Document DITA Office Media Map Topic DITAVAL Publication Word Excel PowerPoint Image Video Math Task Concept Reference

34 35 Dynamic Metadata Configuration Document Dx Document DITA Office Media Map Topic DITAVAL Publication Word Excel PowerPoint Image Video Math Task Concept Reference

35 Metadata Mapping To DITA XML 36

36 37 Metadata Mapping To DITA XML DrugDosageForm

37 38 Dynamic Metadata Configuration 1. Create a metadata field 2. Attach to a content type 3. Define XML mapping (for XML files) 4. DONE!

38 39 Dynamic Metadata Configuration 1. Create a metadata field 2. Attach to a content type 3. Define XML Family mapping Tree, (for and XML link files) 4. DONE! And BTW, as a side effect of this, you get Where Used, management for all Office files too

39 The future roadmap

40 41 Next steps Bring tool in-house Connect to internal tools Translation memory Product catalog Web CMS

41 42 Connect to internal tools

42 43 Connect to internal tools 1. (Open external content (with IPXACT/SIDSC) in Word editor) 2. Insert or edit (in Word) IPXACT/SIDSC building blocks 3. Publish (Word Publisher) with embedded IPXACT tagging 4. Extract IPXACT from published document

43 44 Workflows DITA Exchange workflows = SharePoint workflows

44 Collaboration?

45

46 Collaboration! Customer Customer Shared Content Collaboration Platform Sub-contractor Sub-contractor Sub-contractor

47 DITA I Love 48

48 49 SharePoint Loves Dita

49 THANK YOU! DITA Exchange 50