Implementing a structured workflow
If you decide to establish a structured workflow, expect a lengthy and probably painful transition. In an environment where formatting templates are already established and enforced consistently, the addition of structured templates should be relatively straightforward. A workgroup making a transition from a “free-form” authoring environment where templates aren’t used to structured authoring should expect major disruption. Structured authoring will -completely change the authoring experience.
A minimal implementation process requires that you do all of the following:
- Analyze content and develop structure definitions
- Design a new publishing workflow
- Roll out the new workflow
- Train users
- Set up a maintenance process
Analyzing content and developing structure definitions
Document analysis requires different skills from template design. Instead of creating formatting tags based on a document’s appearance, the document architect must identify content elements. Often, formatting is a visual indicator of structure (for example, headings are usually larger than surrounding text), but structure elements may be needed in areas where formatting does not provide a cue.
The document architect begins by reviewing existing documents and analyzing their structure. Any structure that’s developed must also take into account new document types that might be needed.
Analysis should also include consideration of how well content meshes with industry-standard structures. Adopting a standard means significantly less development time because DTDs and schemas are often available at no cost.
| NOTE: | Some established standards are DITA for topic-based technical documentation (http://dita.xml.org ), S1000D for military equipment (http://www.s1000d.org), and SPL for pharmaceutical labeling (http://www.fda.gov/oc/datacouncil/spl.html). |
Designing a new publishing workflow
Once a structure definition is established, it’s time for the most controversial part of the implementation process—choosing tools. The following tools will be needed:
- Authoring tool for creating structured documents
- Formatting tool in which automated formatting definitions are set up
- Content management system to keep track of content
A detailed discussion of tools is beyond the scope of this document. The content management system is likely to be by far the most expensive component of a structured workflow and requires the most extensive analysis.
Rolling out the new workflow
A rollout will require two major tasks: notifying users about what’s coming and installing the software, servers, and systems that make everything work. Larger numbers of users will add complexity, as will different location types. For example, rolling out a new system to users in two offices would be relatively simple. Integrating hundreds of users in remote home offices adds a degree of difficulty.
Training users
Users need training in several different knowledge areas:
- Structured authoring concepts
- Basic XML concepts
- Creating usable metadata
- Working with a content management system
If writers are not accustomed to creating content for multiple output formats, they may also need training on how to write modular, delivery-neutral information.
Setting up a maintenance process
Once the structured workflow is established, it’s critical to set up a process that allows authors to request changes to the structure and the metadata framework.
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