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Requirements for Successful FrameMaker/Acrobat Implementation…
Tags: ave sw, content development, document publication, document settings, electronic publishing solutions, experience requirements, framemaker, implementation plan, paragraph, powerful solutions, publication system, publishing systems, pubs, scenarios, seattle wa, selection criteria, smooth transition, sw suite, unnecessary complications, written word,Pages: 13
Language: english
Created: Wed Apr 15 08:17:08 1998
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Requirements for Successful
FrameMaker/Acrobat
Implementation
April 15, 1998
The Written Word, Inc.
Requirements for
Successful
FrameMaker/Acrobat
Implementation
This paper reviews the implementation of documentation and publishing systems that
use Adobe's FrameMakerTM and Acrobat® software in the business setting. Issues
covered in this report include:
· Selection criteria for FrameMaker and Acrobat: When to use these products.
· Requirements for successful implementation: The planning and experience
requirements for a smooth transition to Adobe's large-document and electronic
publishing solutions.
· The Written Word, Inc.: How our company approaches FrameMaker/Acrobat
Implementation.
This paper is designed to provide a simple overview of the implementation process -- if
you have any questions about FrameMaker or Acrobat implementation, or would like to
prepare an implementation plan, please contact The Written Word, Inc.:
The Written Word, Inc.
4037 41st Ave SW, Suite 480
Seattle, WA 98116
Phone: 206.938.0990
Email: pubs@writtenword.com
Web: www.writtenword.com
Selection Criteria
SELECTION CRITERIA
FrameMaker and Acrobat are not end-all solutions. Both products are powerful
solutions targeted at specific content development and publication scenarios --
however, both may add unnecessary complications to a project.
The first key to successful implementation is knowing when to use these products, and
when not to.
FrameMaker FrameMaker is a powerful long-document publication system. It includes a complete
tool set for managing paragraph, character, page and document settings. Most
important, FrameMaker includes the ability to `import' formats from one document to
another. This allows document-wide reformatting at the click of a button, even in multi-
file documents.
In addition. FrameMaker has an excellent tool set for management of multiple-file
books. The toolset provides control of page numbering stop and start, TOC generation
and page numbering prefixes. In addition, all format import options can be applied to an
entire book.
Finally FrameMaker includes powerful conditional text, text flow, hypertext and cross-
referencing features.
These features, and others, make FrameMaker ideally suited to:
· Documents longer than 15 pages.
· Multiple-file documents.
· Documents with complex layout and formatting requirements, such as newsletters.
· Single-source publication: Generation of on-line and hardcopy documents from a
single source document.
FrameMaker is not suited to short documents, such as brief memoranda or one-page
letters. It enforces a rigorous set of rules for style and content management that, while
beneficial in long, complex projects, add unnecessary overhead to shorter documents.
Acrobat Adobe Acrobat is a flexible solution for cross-platform distribution of electronic
documents. With built-in hypertext, compression and forms capabilities, Acrobat is an
excellent solution for `print on demand' or on-line materials.
In addition, Acrobat is tightly integrated with FrameMaker and Acrobat work together
to automatically generate or convert the following hypertext features when generating
the Acrobat file:
· Bookmarks.
· Hyperlinked table of contents and index entries.
Requirements for Successful FrameMaker/Acrobat Implementation 1
Requirements for Successful Implementation
· Hyperlinked cross references.
· Most FrameMaker hypertext features.
Acrobat exactly preserves page formatting and fonts from the original document. This
makes it well-suited to distribution of print-on-demand documents, either from the
WWW or CD-ROM.
Generating Acrobat documents is a simple, one or two step process. The Acrobat
product suite also includes tools for indexing large document collections, scanning and
converting documents to Acrobat format, and converting PostScript files directly to
Acrobat format.
Consider Adobe Acrobat where:
· You are using Adobe FrameMaker: Acrobat is always worth consideration when
FrameMaker is the selected content development tool, because of the level of
integration between the two products.
· You must distribute many different documents to multiple platforms: Acrobat's ease
of use and cross-platform compatibility make it an ideal solution for large
collections.
· You are creating print-on-demand documentation: Acrobat is ideally suited to
creation of print-on-demand materials, because it preserves formatting.
· You are distributing materials designed for print on the WWW: Acrobat's
compression features, combined with its ability to preserve page layout, make it an
excellent tool for web distribution.
· You need a searchable document collection: Acrobat Catalog, included in the
Acrobat product suite, allows you to build a searchable collection of PDFs for search
and retrieval from a CD-ROM or LAN.
Acrobat is not a good solution for systems where fonts and page layouts must be
dynamic. For example, if you want your users to be able to set their font size to `large'
or `small', you will need to use a proprietary help system, such as Windows Help, or
HTML.
REQUIREMENTS FOR SUCCESSFUL
IMPLEMENTATION
A successful implementation requires, at its root, that the responsible parties understand
the two products. It is equally important the responsible parties understand the context
in which the implementation will take place. Finally, the responsible parties must have a
developed plan for training and supporting new users of FrameMaker and Acrobat.
2 Requirements for Successful FrameMaker/Acrobat Implementation
Requirements for Successful Implementation
Product Expertise Product knowledge is obviously essential to a successful FrameMaker or Acrobat
implementation. Both products are complex, and can be optimized to individual
documentation contexts. A smooth implementation requires that the responsible parties
understand potential problems and integration issues.
Most important, a smooth implementation requires that the responsible parties are able
to provide continuing support and training for staff as they use move to the new
software. Without training and support, new users cannot learn how to best take
advantage of FrameMaker or Acrobat.
Context The responsible parties must understand the context into which FrameMaker and
Acrobat will be introduced. At a minimum, they must understand:
· Client document workflow.
· Client goals in implementing FrameMaker or Acrobat.
· Content development, including graphic design and writing.
· Production, including hardcopy publication and on-line distribution.
· Web technologies and the implications of distributing documents on-line.
The larger context influences how a documentation group applies FrameMaker and
Acrobat to their development and publication process. Understanding this context and
the technologies which must be integrated with FrameMaker and Acrobat insure a
successful implementation of either product.
Training and Support Finally, no FrameMaker or Acrobat implementation can succeed without training and
continuing support of new users. Current documentation thoroughly explores the
features of the products. However, it is not sufficient for new users for several reasons:
· User documentation does not discuss the best methods for applying the tools --
manuals typically provide procedures, instead.
· Different users have different learning styles -- most are not comfortable learning
new software products from user manuals.
· User documentation is ideally suited to use as a reference guide by novice users,
rather than as a training guide for new users.
· The documentation may not discuss shortcuts, or how to best use a set of tools to
obtain a specific result.
· User manuals are necessarily context-neutral -- they cannot deal with the specific
issues of a specific documentation team.
Initial training should provide users with a clear picture of what each product can do.
Users need not learn every detail of a product -- if they know that the product can
accomplish a given task, and can refer to a manual or contact support staff to fill in any
gaps in their knowledge, they can rapidly become effect users.
Requirements for Successful FrameMaker/Acrobat Implementation 3
The Written Word, Inc.
After training, continuing support is essential -- training sessions tend to be dense and
fast-paced. As the user works with the product over the following weeks, new questions
are bound to arise. Continuing support guarantees answers to these questions.
THE WRITTEN WORD, INC.
The Written Word, Inc. offers complete FrameMaker and Acrobat implementation
solutions, from initial training to continuing support and consulting services. We are an
information design firm whose staff is experienced in all aspects of content
development and delivery.
Our Approach The Written Word provides start-to-finish implementation support, including:
· Needs assessment: We meet with staff at a client to determine current and intended
document workflow, and perceived shortcomings/advantages of current tools and
methods. At this stage, we determine whether Acrobat or FrameMaker will provide
a good return on investment, and whether integration with third party tools, such as
Allaire's Cold Fusion, might add value. Finally, we use the needs assessment to plan
training and ongoing support. We make our recommendations based on this needs
assessment.
· Training: We deliver on-site training in two or three day sessions for Adobe
FrameMaker, and one or two day sessions for Adobe Acrobat. All training is tailored
to the specific requirements of the client, as determined in the needs assessment.
· Consulting and support services: We provide continuing support after training, as
well as full consulting services for FrameMaker and Acrobat implementation.
Consulting services might include workflow design, recommendations for integrated
web publishing and forms solutions, or archival system design.
· Document production and conversion: Finally, the Written Word, Inc. provides
complete production and conversion services. FrameMaker and Acrobat
implementation typically entails an initial `burst' of document reformatting, as
existing manuals and other materials must be converted to the new standard. We can
help you handle the large initial workload and use the conversion/production
projects as an opportunity to ensure transfer of knowledge to your staff.
Product Expertise Ian Lurie, our FrameMaker and Acrobat trainer and consultant, is an Adobe Certified
Expert in Adobe FrameMaker 5.5x. He has used Adobe Acrobat to distribute documents
on-line and on the World Wide Web for over four years. See the attached CV for a list of
training clients and other projects.
He is supported by a staff of designers and content developers who ensure that training
and implementation solutions focus on the needs and goals of the client.
4 Requirements for Successful FrameMaker/Acrobat Implementation
Complete Solutions
Training and Support Our FrameMaker and Acrobat training programs are based on Adobe's proven
Classroom in a Book curriculum. However, we have reorganized the curriculum to
include lessons learned in day-to-day use, plus methods and systems to make the best
use of Adobe's tools. See the attached course outlines for sample curriculum.
In addition, we have reorganized the Adobe curriculum to match the task orientation of
most documentation groups. This allows for a logical progression from topic to topic,
even when training is spread over several weeks.
We understand that FrameMaker and Acrobat are complex tools that cannot be learned
in three days: We are available for as-needed phone and email support, as well as
follow-up visits and training, if required.
Context The Written Word, Inc. is not purely a Adobe consulting firm -- we also provide web
design and database integration services, as well as technical content development.
From document creation to Cold Fusion database integration, we are aware of the
practical issues faced by document and information management departments -- we
provide honest recommendations and training designed with the larger picture in mind.
COMPLETE SOLUTIONS
The Written Word, Inc. applies top industry talent to create comprehensive Adobe
Acrobat and FrameMaker solutions for web, on-line and paper publications.
Our staff have expertise in Adobe Acrobat and FrameMaker, as well as web site design,
multimedia development, web database integration, training development and technical
documentation. We also draw on key partners with expertise in Visual Basic
programming, database development, CGI and high-speed scanning and document
conversion to ensure adequate staffing for projects.
As active participants in the Puget Sound FrameMaker Users Group and the Society for
Technical Communications, we work to remain abreast of developments in the tools and
methods we implement, and to contribute to their continued development.
Contact The Written Word, Inc. today, to find out what we can do for you.
The Written Word, Inc.
4700 42nd Ave., SW Suite 480
Seattle, WA 98116
Web: http://www.writtenword.com
Email: wrttnwrd@nwlink.com
Phone: 206.938.0990
Fax: 206.938.1159
Requirements for Successful FrameMaker/Acrobat Implementation 5
The Written Word, Inc.
Course syllabus for Adobe Acrobat 3.0
1) Introduction To Exchange 3.0
a) About Adobe Acrobat
b) Publishing PDF Documents
c) Opening the work file
d) Looking at the work area
e) Navigating the document
f) Following a link
g) Retracing your viewing path
h) Using bookmarks and thumbnails
i) Watching a movie
j) Looking at a note
k) Searching for a word
l) Filling out a form
2) Navigating and Linking
a) About navigation
b) Opening the work file
c) About on-screen display
d) Navigating the magazine
e) Using and creating links
3) Creating PDF documents
a) Creating PDF documents
b) When to use PDF Writer/Distiller
c) Some General Pointers
d) Creating a PDF file with PDF Writer
e) Opening the work file
f) Using PDF Writer
g) Viewing the PDF file
h) Creating PDF with Distiller
i) Viewing and comparing the PDF files
j) Creating a PostScript file
k) Creating a PDF file in two steps
l) Distiller Assistant the good and the bad
m) Capturing a fax image file
n) Correcting suspects
4) Electronic Publishing with Acrobat
a) On-Screen versus print-on-demand
b) What you'll need
c) Publishing on the Web
d) Design considerations
5) Using and creating navigational structures
a) Using bookmarks
The Written Word, Inc. www.writtenword.com April, 1998
b) Using thumbnails
c) Creating a cross-document link
d) Replacing a page
e) Using articles
f) Using links and bookmarks to play actions
6) Modifying PDF
a) Automatically generating links and bookmarks
b) Editing pages
c) Editing text
7) Souping it up
a) Using movie and sound files
b) Using page actions
c) Using movies
d) Using sounds
8) Creating forms
a) Working with forms online
b) Buttons
c) Adding form fields
d) Creating a Submit button
e) Creating a Reset button
f) Filling out fields
g) Using the Forms Update Plug-Ins
h) Forms examples
9) Using Exchange in the review cycle
a) Using notes
b) Setting file security
c) Tools: Re:Mark
10) Indexing with Catalog
a) Building an index
b) Searching an index
c) Using document info fields to search
d) Searching with Boolean expressions
e) Web searches and tools
11) Additional tools
12) Advanced Topics: Form Data Handling
a) Basic principles
b) FDF Definition
c) Importing and Exporting FDF
d) Connecting to a CGI script
e) Connecting using a third-party tool
f) When to use PDF data handling
g) When not to
h) Resources
The Written Word, Inc. www.writtenword.com April, 1998
The Written Word, Inc.
FrameMaker Training Course Syllabus
I. Session 1: FrameMaker Basics
A. FrameMaker compared to other programs
1. Compared to Word
2. Compared to Pagemaker
B. When to use FrameMaker
1. Large Documents
2. Format-Critical Documents
3. Material to put online (Adobe Acrobat and
FrameViewer/FrameReader)
C. How FrameMaker Works
1. Layers:
2. FrameMaker automates tasks
3. Heeeeelp
D. The FrameMaker Window
1. Ruler
2. Formatting Bar
3. QuickAccess Bar
4. Status Bar
5. Zooming in and out
6. Showing and hiding text symbols, borders
7. Text Flows - how they work
8. Refreshing the screen
E. Setting Preferences
1. Automatic Backup and Save
F. Making Your First Document
1. Before you begin
2. Word Processing tasks -
G. Other Tools and Tricks
1. Page Layout Tricks
H. Paragraph and Character formatting
1. Assigning a predefined character
2. When to use which
3. Why use formats?
I. Page Formatting
1. Right/Left
2. Rotation - just for fun
3. Assigning a Master Page
4. Headers and footers
J. Using Tables
1. Inserting a table.
2. Filling in a table
The Written Word, Inc. www.writtenword.com April, 1998
3. Adding rows and columns
4. Rearranging information
5. Formatting text in table cells
6. Resizing columns
7. Straddling table cells
8. Sorting columns and rows
9. Rotating cells and tables
10. Controlling page breaks in your table
11. Positioning text in a cell
12. Ruling and Shading
13. Controlling where a table appears on the page:
14. Saving a table format you like
15. Redefining a table format so that you like it
16. Deleting a table format you don't like
17. Applying reformatting to more than one table type: Global
Update Options
K. Graphics and Anchored Frames
1. Adobe FrameMaker graphics tools -- why not to use them
2. Importing a graphic your first anchored frame - insert graphic
pic1.tif - for more practice, as WS to table on next page.
3. Where is that frame anchored, anyway? - click view > text
symbols if you haven't already
4. Anchoring graphics in the column
5. Anchoring graphics in the margin
6. Anchoring graphics inline
7. Creating a run-in graphic
8. Copying an anchored frame
9. Reusing anchored frames
10. Bonus: Creating a drop-cap
L. Variables
1. Why use them?
2. Inserting a Variable
3. User vs. System
M. Cross References and Footnotes
1. Inserting a paragraph cross reference
2. Displaying the source of a cross-reference
3. Inserting an external cross reference
4. Inserting a spot cross-reference
5. Resolving cross references
6. Inserting footnotes
7. Changing how footnotes look
N. Indexes
1. Inserting index entries
2. Generating an Index
II. Session 2: Books, Document Templates
The Written Word, Inc. www.writtenword.com April, 1998
A. Working With Book Files
1. Links - Don't break `em, they'll break your heart
2. Storage procedures
3. Building a Book
4. Opening a document in a book file
5. Rearranging a Book
6. Formatting a Book
7. Generated Files
8. Printing a book
B. Working with Templates
1. What a template is
2. How to use one
C. Getting ready
1. Set up the rulers
2. Set up the grid, if you want to
D. Formatting Documents
1. Page numbering & number of pages
2. Smart quotes and spaces
E. Book files revisited: Advanced book file setup options
1. Page numbering, too: Prefixes and Suffixes
F. Formatting Pages
1. Formatting pages
2. Creating and changing master pages
G. Changing and Creating Paragraph and Character Formats
1. Formatting paragraphs
2. Using the Character Designer
3. A few rules to live by
4. What does that "Override Formats" box mean?
5. Deleting unused paragraph formats
H. Changing and Creating Tables
1. A few rules to live by
2. Using the Table Designer
3. Custom ruling & shading, a review
I. Changing and Creating Cross Reference formats
1. Creating a cross-reference format
J. Reference Pages
1. What they're for
2. How to use them
3. Formatting footnotes
4. Creating a reusable framed graphic
5. Table of Contents Layout
K. Changing and Creating Variables
L. Importing formats into individual files
1. Warnings
2. Procedure
M. Importing formats into book files
The Written Word, Inc. www.writtenword.com April, 1998
1. Warnings
2. Procedure
N. Documenting your template
1. Tools that are out there
III. Session 3: Advanced Topics and Review
A. Sending Frame Documents for output
B. Conditional Text
1. Viewing
2. Setting up
3. Creating condition tags
4. Adding conditional text
5. Tagging text as you type
6. Adding a conditional graphic
7. Adding conditional table rows
8. Tricks: Saving different versions using import by reference
C. Other types of imports - Text Insets
1. Tricks to make your import easier
D. Other types of markers
E. More about hypertext markers
1. Creating a hypertext TOC and index
2. Using cross-references as hypertext
3. Testing hypertext
4. Adding navigation buttons
F. Frame-to-Acrobat conversion
G. Frame-to-HTML conversion
H. Two templates, one document
I. Review
The Written Word, Inc. www.writtenword.com April, 1998