Collaboration Tools to Help Improve Documentation Process
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The document discusses several collaboration tools aimed at enhancing the documentation process within teams using Oxygen XML products. It outlines workflows involving issue tracking, content creation, and proofreading, while emphasizing the integration of tools like Jira, Web Author, and Content Fusion to facilitate communication among developers, QA, and end users. The conclusion highlights the need for streamlined collaboration, and automated changes, reducing confusion and enhancing efficiency in content management.
Collaboration Tools to Help Improve Documentation Process
- 1. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. tcworld, 2018 © 2018 Syncro Soft SRL. All rights reserved. Octavian Nadolu, Syncro Soft octavian_nadolu@oxygenxml.com @OctavianNadolu Collaboration Tools to Help Improve Documentation Processes
- 2. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Overview ● Oxygen team's documentation workflow ● Using an issue tracking for collaboration between all departments ● Using Oxygen XML Web Author for collaboration ● Using the Oxygen WebHelp system for collaboration ● Using Oxygen Content Fusion for collaboration
- 3. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Oxygen Team's Documentation Workflow
- 4. Documentation Workflow Need More Info JIRA Issue Gather Info Content Creation Commit Changes Proofreading Doc Review Support Doc Team Sys AdminDev/SME QA Team Publishing End User Report Issue
- 5. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Oxygen Documentation Process Contributors SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 6. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Documentation Process Tools Issue Tracking Atlassian JIRA Content Creation Oxygen XML Editor Oxygen XML Author Collaboration Tools Oxygen Content Fusion Oxygen XML Web Author Oxygen WebHelp File Repository/Version Control System Git Repository GUI oXygen Git plugin/SourceTree
- 7. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Issue Tracking / Project Management Using an issue tracking application (Atlassian JIRA) for collaboration between all departments
- 8. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Jira Issue
- 9. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Issue Workflow
- 10. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. 1.Collaboration with QA SME (Developers) SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 11. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Collaboration Tools Proofreading phase (QA team) Using Oxygen XML Web Author for collaboration between the QA team and the documentation team http://www.oxygenxml.com/xml_web_author.html
- 12. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Link in a Jira Issue
- 13. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Link in the User Manual
- 14. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Commit on Git
- 15. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Conclusion ●Refine the proofreading phase within our issue tracking process (QA team) ●Link in Jira issue ●Edit links in output (HTML, PDF)
- 16. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. 2. Collaboration with End User SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 17. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Collaboration Tools End user notices a problem in the output Using Oxygen WebHelp for collaboration between end- users and the documentation team https://www.oxygenxml.com/xml_webhelp.html
- 18. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Webhelp with Feedback
- 19. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Comments Visible to Everyone
- 20. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Notification by Email
- 21. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Conclusion ●Streamline collaboration between our documentation team and end user ●Webhelp with feedback ●Comments visible to everyone ●Notification by email
- 22. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. 3. Collaboration with SME SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 23. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Collaboration Tools Improve efficiency and quality of the collaboration Using Oxygen Content Fusion for collaboration between the documentation team and subject matter experts http://www.oxygenxml.com/content_fusion.html
- 24. Collaboration Scenario ● During the content creation phase, the documentation team needs to send content to a developer or SME to: ● Request an addition ● Get feedback ● More information ● etc.
- 25. Improve efficiency and quality of the collaboration during the content creation phases CHALLENGES ● Most SME didn't have access to the current documentation project ● Sending fragments often led to confusion since the SME couldn't see the whole context ● If the documents aren't easy to access, the SME was less likely to offer good feedback ● In some cases, SME was in a different location or worked different hours than the technical writer
- 26. Improve efficiency and quality of the collaboration during the content creation phases SOLUTION GOALS 1. Provide an efficient way for documents to be passed back and forth, regardless of where the contributor is located 2. Provide an easily accessible tool where reviewers can view and edit the source documents without needing access to the current project 3. Provide an intuitive way for collaborators to communicate 4. Make the process incremental and notify the documentation team when the process progresses to a new stage 5. Enable the documentation team to automatically merge the changes and comments back into their project 6. Provide a server solution so that users can control their own configuration and content, and have the ability to use custom frameworks.
- 28. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Review ●Two ways to make a review −With track changes on −With track changes off
- 29. Enterprise Server ● You control where your content is stored (on your own server) ● You control your own server configuration and settings ● You control the data security and access to the server ● You can use your own custom frameworks ● You have endless customization possibilities Benefits
- 30. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Conclusion ●Content Fusion facilitates the collaboration ●Web-based editor to proofread ●Merges the changes back ●Enterprise server
- 31. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. 4. Collaboration with Support SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 32. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Collaboration Tools Support team propose change Using Oxygen XML Web Author for collaboration between the support team and the documentation team http://www.oxygenxml.com/xml_web_author.html
- 33. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Link in the User Manual
- 34. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Propose Changes Send pull request Accept changes
- 35. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Automatic Publishing
- 36. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Conclusion ●Edit directly the source ●Changes can be published automatically ●Less support generated
- 37. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. Oxygen Documentation Process Contributors SME (Developers) Quality Assurance Support End Users Documentation Team Proofreading Review Provide info Send feedback Send feedback Ask questions Report a problem Propose change
- 38. Collaboration Tools to Improve the Documentation Process Copyright @ Syncro Soft, 2018. All rights reserved. <oXygen/> XML Editor http://www.oxygenxml.com octavian_nadolu@oxygenxml.com @OctavianNadolu THANK YOU! Any questions?