Intranet documentsIntranet documentsn Intranet = a tool for document delivery
– deliver documents “on demand” / “just in time”– guarantee accurateness / timeliness of information
n Types of Intranet documents:– native = documents in original format– HTML = documents with full Web functionality– dead = document contents is created only once– live = document contents changes very frequently
n Documents are the foundation for groupware– integration with e-mail and newsgroups, workflow support, ...
Native format documentsNative format documentsnn What?What?
–– documents in their proprietary formatdocuments in their proprietary format–– using closed vendor formatsusing closed vendor formats
nn Why?Why?–– familiar document production toolsfamiliar document production tools–– no training or support costsno training or support costs–– guaranteed deliveryguaranteed delivery
nn Why not?Why not?–– limitedlimited configurabilityconfigurability and no extensibility and no extensibility –– do not exploit full Web functionalitydo not exploit full Web functionality–– held hostage by the vendorheld hostage by the vendor
Document viewers and plugDocument viewers and plug--insinsnn document viewersdocument viewers
–– Adobe Adobe Acrobat ReaderAcrobat Reader, MS , MS ViewersViewers for Word,for Word, PowerpointPowerpoint, ..., ...CC complete viewing, annotation, printing functionalitycomplete viewing, annotation, printing functionalityDD not optimized for onnot optimized for on--line deliveryline delivery
nn document plugdocument plug--insins–– Adobe Adobe AmberAmber, Tumbleweed , Tumbleweed Envoy, ...Envoy, ...CC optimized for onoptimized for on--line deliveryline deliveryDD not standnot stand--alone, but dependent upon Web browseralone, but dependent upon Web browser
nn considerations:considerations:–– document delivery is freedocument delivery is free–– document creation can be expensivedocument creation can be expensive–– timetime--consuming installation & maintenanceconsuming installation & maintenance
HTML format documentsHTML format documentsnn What?What?
–– Web documents in their “standard” formatWeb documents in their “standard” format–– using open Internet standardsusing open Internet standards
nn Why?Why?–– support full Web functionalitysupport full Web functionality
ll hyperlinks, multimedia, interactivity, …hyperlinks, multimedia, interactivity, …–– simple and intuitive graphical user interfacesimple and intuitive graphical user interface–– free or inexpensive clients / servers for document deliveryfree or inexpensive clients / servers for document delivery
nn Why not?Why not?–– HTML is a moving targetHTML is a moving target
ll NS Navigator extensions, MS Internet Explorer extensions, ...NS Navigator extensions, MS Internet Explorer extensions, ...–– HTML is a presentation format, not a real data storage formatHTML is a presentation format, not a real data storage format
Viewing HTML format documentsViewing HTML format documentsnn contentscontents == HTMLHTML ((HHyperyperttext ext MMarkup arkup LLanguage)anguage)
–– recently approved version 3.2recently approved version 3.2–– improved image and table supportimproved image and table support–– in the future: embedding / controlling objectsin the future: embedding / controlling objects
nn presentationpresentation == CSSCSS ((CCascading ascading SStyle tyle SSheets)heets)–– new standard for Web style sheetsnew standard for Web style sheets–– specify fonts, set margins, changespecify fonts, set margins, change colourscolours, ..., ...–– in the future: control page layout (columns, margin text, …)in the future: control page layout (columns, margin text, …)
nn hyperlinkinghyperlinking == URLsURLs ((UUniversal niversal RResource esource LLocators)ocators)–– remains a simple addressing mechanismremains a simple addressing mechanism–– still no support for serious hyperlink managementstill no support for serious hyperlink management–– in the future: hopefully results from the work onin the future: hopefully results from the work on URIsURIs
Web browsersWeb browsersnn Netscape Navigator 3.0Netscape Navigator 3.0CC availability of more than 50 plugavailability of more than 50 plug--insinsCC support for Java and JavaScriptsupport for Java and JavaScriptCC more than 80% market sharemore than 80% market shareDD lost their HTML focuslost their HTML focusèè the present de facto standardthe present de facto standard
nn Microsoft Internet Explorer 3.0Microsoft Internet Explorer 3.0CC support for ActiveX and Visual Basic Scriptsupport for ActiveX and Visual Basic ScriptCC future support for Java and JavaScriptfuture support for Java and JavaScriptCC support for CSS and layout controlsupport for CSS and layout controlDD only 10% market shareonly 10% market shareèè the future de facto standard?the future de facto standard?
Dead or live Intranet documentsDead or live Intranet documentsnn “dead” Intranet documents“dead” Intranet documents
–– Intranet is a means of accessing a document repositoryIntranet is a means of accessing a document repository–– documents are created once and then stored foreverdocuments are created once and then stored forever–– focus is on focus is on consultingconsulting documentsdocumentsexamples: newsletters, tutorials, procedure manuals, ...examples: newsletters, tutorials, procedure manuals, ...
nn “live” Intranet documents“live” Intranet documents–– Intranet is a means of keeping track of business processesIntranet is a means of keeping track of business processes–– documents are continuously created, modified, deleteddocuments are continuously created, modified, deleted–– focus is on focus is on sharingsharing documentsdocumentsexamples: project reports, design specs, product sheets, ...examples: project reports, design specs, product sheets, ...
nn in practice: in practice: a mix between “dead” and “live”a mix between “dead” and “live”
n conversion–– getting existing documents on the Webgetting existing documents on the Web–– uptranslationuptranslation: from poorer to richer format: from poorer to richer format
ll legacy documents, OCR documents, ...legacy documents, OCR documents, ...–– downtranslationdowntranslation: from richer to poorer format: from richer to poorer format
Authoring of Intranet documentsAuthoring of Intranet documentsnn DoDo--itit--yourself HTML editorsyourself HTML editors
–– SausageSausage HotDogHotDog ProPro, Nesbitt Software, Nesbitt Software WebEditWebEditèè lowlow--level tag editing, authors have to know HTML welllevel tag editing, authors have to know HTML well
nn WysiwygWysiwyg HTML editorsHTML editors–– AdobeAdobe PageMillPageMill,, SoftQuad SoftQuad HoTMetaLHoTMetaL ProProèèWeb desktop publishing, hide HTML from the authorsWeb desktop publishing, hide HTML from the authors
nn Web site HTML editorsWeb site HTML editors–– AdobeAdobe SiteMillSiteMill–– MS MS FrontPageFrontPage
Conversion to Intranet documentsConversion to Intranet documentsnn addadd--onsons to conventional document applicationsto conventional document applications
–– MS MS Internet AssistantsInternet Assistants for Word, Excel,for Word, Excel, PowerpointPowerpoint, ..., ...CC hardwired conversion of simple business documentshardwired conversion of simple business documentsDD “quick and dirty” conversion“quick and dirty” conversion
nn offoff--thethe--shelf conversion applicationsshelf conversion applications–– InfoAccessInfoAccess HTML TransitHTML Transit,, Stattech Stattech EpublishEpublish InternetInternetCC interactive conversion ofinteractive conversion of wordprocessorwordprocessor documentsdocumentsDD “best try” conversion“best try” conversion
nn customcustom--built conversion toolsbuilt conversion tools–– Exoterica Exoterica OmniMarkOmniMark, AIS, AIS BaliseBalise,, SemaSema MarkMark--ItIt, ..., ...CC batch conversion of large amounts of legacy documentsbatch conversion of large amounts of legacy documentsDD “do it yourself” conversion“do it yourself” conversion
nn managing presentationmanaging presentation–– maintain a consistent look for the whole sitemaintain a consistent look for the whole site–– associate a specific look to specific documentsassociate a specific look to specific documents–– create site maps, what’s new, what’s changed, ...create site maps, what’s new, what’s changed, ...
nn managingmanaging hyperlinkinghyperlinking–– avoid undefined or “dangling” linksavoid undefined or “dangling” links–– allow migration of documents and Web sitesallow migration of documents and Web sites–– support abstract naming and addressing conventionssupport abstract naming and addressing conventions
Corrective Web site managementCorrective Web site managementnn What?What?
–– manage contents and verify hyperlinks “postmanage contents and verify hyperlinks “post--mortem”mortem”–– on top of existing Web server file systemon top of existing Web server file system–– edit HTML files, view thumbnail imagesedit HTML files, view thumbnail images–– hyperlink verification enginehyperlink verification engine
nn Used where?Used where?–– fastfast--growing, highgrowing, high--turnaround Web sitesturnaround Web sites–– documents created manuallydocuments created manually
nn ProductsProducts–– InContext InContext WebAnalyzerWebAnalyzer
Preventive Web site managementPreventive Web site managementnn What?What?
–– manage contents and verify hyperlinks “before birth”manage contents and verify hyperlinks “before birth”–– on top of (objecton top of (object--)relational document database)relational document database–– dragdrag--andand--drop editing, version control, redrop editing, version control, re--useuse–– hyperlink resolution enginehyperlink resolution engine
nn Used where?Used where?–– missionmission--critical document applicationscritical document applications–– documents created ondocuments created on--thethe--flyfly
nn ProductsProducts–– Electronic Book TechnologiesElectronic Book Technologies DynaBaseDynaBase–– Inforium Inforium LivePage WebMasterLivePage WebMaster, Arachnid Software, Arachnid Software WebPowerWebPower
–– build a collection of Intranet documents for a specific usebuild a collection of Intranet documents for a specific use–– index every Intranet document in that collectionindex every Intranet document in that collection
nn Used where?Used where?–– centralized Web infrastructurecentralized Web infrastructure–– single publishing sitesingle publishing site–– “top“top--down” Intranetsdown” Intranets
nn ProductsProducts–– Verity Verity TopicTopic
ll topicACCESStopicACCESS,, topicSEARCHtopicSEARCH,, topicAGENTStopicAGENTS–– Open TextOpen Text LivelinkLivelink SearchSearch,, Fullcrum Fullcrum SearchServerSearchServer, MS , MS TripoliTripoli
–– traverse the Intranet by following hyperlinkstraverse the Intranet by following hyperlinks–– index every Intranet document foundindex every Intranet document found
nn Used where?Used where?–– distributed Web infrastructuredistributed Web infrastructure–– multiple publishing sitesmultiple publishing sites–– “bottom“bottom--up” Intranetsup” Intranets
nn ProductsProducts–– Digital Digital AltaVista SearchAltaVista Search
ll Enterprise, Workgroup, Personal editionEnterprise, Workgroup, Personal edition–– Open TextOpen Text LivelinkLivelink SpiderSpider
HTML or SGML?HTML or SGML?nn What is SGML?What is SGML?
–– ISO international standard for electronic document interchangeISO international standard for electronic document interchange–– a metaa meta--language for specifying different markup languageslanguage for specifying different markup languages–– HTML is just a (simple) example of such a languageHTML is just a (simple) example of such a language
nn Limitations of HTMLLimitations of HTML–– no validation of document structureno validation of document structure–– navigational links are difficult to generatenavigational links are difficult to generate–– document dependencies are hard to maintaindocument dependencies are hard to maintain–– tools are hardwired to a particular version of HTMLtools are hardwired to a particular version of HTML
nn “HTML is like a baby SGML,“HTML is like a baby SGML,but it is a baby born without a brain”but it is a baby born without a brain”
HTML or SGML?HTML or SGML?<HTML><HTML><HEAD><HEAD> … … </HEAD></HEAD><BODY><BODY><P><P>From: From: <B><B>GDTGDT</B></P></B></P><P><P>To: To: <B><B>MDLMDL</B></P></B></P><P><P>Subject: Subject: <I><I>StrategyStrategy</I></P></I></P><P><P>Keyword:Keyword:
</A></A><HR><HR><P><P>I believe our strategy in I believe our strategy in
selling the X2000 … selling the X2000 … </P></P></BODY></BODY></HTML></HTML>
<MEMO><MEMO><HEAD><HEAD> ……<NAMELOC ID=id123><NAMELOC ID=id123><NMLIST><NMLIST>catalogproductscatalogproducts</NMLIST></NMLIST></NAMELOC></NAMELOC></HEAD></HEAD><BODY><BODY><FROM><FROM>GDTGDT</FROM></FROM><TO><TO>MDLMDL</TO></TO><SUBJECT><SUBJECT>StrategyStrategy</SUBJECT></SUBJECT><KEYWORD LINKEND=id123><KEYWORD LINKEND=id123>X2000X2000</KEYWORD></KEYWORD><P><P>I believe our strategy in I believe our strategy in
selling the X2000 … selling the X2000 … </P></P></BODY></BODY></MEMO></MEMO>
HTML or SGML?HTML or SGML?nn Advantages of SGMLAdvantages of SGML
–– standard immune to present and future Internet politicsstandard immune to present and future Internet politics–– markup under markup under youryour control, suited to control, suited to youryour documentsdocuments–– simplifies administration of document repositoriessimplifies administration of document repositories–– documents can be reused for different purposesdocuments can be reused for different purposes–– different versions of a document can be builtdifferent versions of a document can be built–– industrialindustrial--strength tools are readily availablestrength tools are readily available
nn The best of both worlds:The best of both worlds:–– SGMLSGML = the “back= the “back--end” end” content markup content markup languagelanguage–– HTMLHTML = the “front= the “front--end” end” presentation markup presentation markup languagelanguage–– batch conversion or onbatch conversion or on--thethe--fly generationfly generation
Guidelines for Intranet documentsGuidelines for Intranet documentsnn analyseanalyse your documentsyour documents
–– which documents are really businesswhich documents are really business--critical?critical?–– what is your optimal document mix?what is your optimal document mix?–– authoring or conversion?authoring or conversion?
nn analyseanalyse your information flowsyour information flows–– toptop--down or bidown or bi--directional?directional?–– documents for consultation or for sharing?documents for consultation or for sharing?–– formally approved or “publishformally approved or “publish--asas--youyou--please” documents?please” documents?
nn analyseanalyse your production processesyour production processes–– writing / editing / validating / publishingwriting / editing / validating / publishing–– different persons with different responsibilities?different persons with different responsibilities?–– separate Web sites with distinct document functionalities?separate Web sites with distinct document functionalities?
The future of Intranet documentsThe future of Intranet documentsnn “information at your fingertips”“information at your fingertips”
–– the computer on your desk is important not for the datathe computer on your desk is important not for the datait can process, but for the information it can give access toit can process, but for the information it can give access to
–– Intranet document engineering possibilities are exciting, butIntranet document engineering possibilities are exciting, butoffoff--thethe--shelf industrialshelf industrial--strength tools are only just appearingstrength tools are only just appearing
nn the browser = the operating systemthe browser = the operating system–– the Netscape model: browser the Netscape model: browser ≥≥ operating systemoperating system–– the Microsoft model: operating system the Microsoft model: operating system ≥≥ browserbrowser–– Microsoft owns the desktop (Windows 95)Microsoft owns the desktop (Windows 95)
and is now conquering the network (Windows NT)and is now conquering the network (Windows NT)èè will Microsoft own the Intranet too?will Microsoft own the Intranet too?
nn Intranet documents are the windows to your business Intranet documents are the windows to your business
