July 2015
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Using DRM at Infor
Presenter, Title, Company [email protected]@infor.com
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Agenda • Usage
• Problems solved
• Lessons learned
• Best practices
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We build beautiful business applications with last mile functionality and scientific insights for select industries delivered as a cloud service.
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73,000 customers
3rd largest ERP company
200+ countries & territories
14,000 employees
2.8B revenue
$100B trade in commerce
cloud
25,000 suppliers in
commerce cloud
30 banks in
commerce cloud
1,248+ go lives last year
Infor’s global presence
4,700+ cloud customers
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Usage • Our documentation team manages a growing number of products across
multiple release cycles – Products: 52 – Libraries: 2 – Releases: 81 – Versions: 120 – Maps: 1280
• Number of objects (en-us): 66,000, (all): 150,000
• Number of DITA CMS users: 84
• Number of language translations: 36
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Language Translations Tier 1 (11)
• English (source)
• Brazilian Portuguese
• Dutch
• French
• German
• Italian
• Japanese
• Russian
• Simplified Chinese
• Spanish
• Swedish
Tier 2 (25)
• Arabic
• Bulgarian
• Canadian French
• Croatian
• Czech
• Danish
• Finnish
• Greek
• Hebrew
• Hindi
• Hungarian
• Indonesian
• Korean
• Latvian
• Lithuanian
• Norwegian
• Polish
• Portuguese
• Romanian
• Slovak
• Thai
• Traditional Chinese
• Turkish
• Ukrainian
• Vietnamese
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What we needed to do • Identify centrally-defined set of product, release, and version metadata tags
• Create scheme that is meaningful – Intuitive for writers – No arbitrary version numbers assigned by the CCMS
• Associate objects (maps, topics, and images) with specific products, releases, and versions
• Search for objects associated within a specific product version, across all versions of a product, or across multiple products
• Identify where objects are reused across products and versions
• Concurrently update objects associated with multiple releases
• Publish deliverables by version
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Solution: DRM • New types of file objects were added to the DITA CMS, product, release, and
version map specializations, to support the release management feature
• A DRM administration role was created to use the DRM view to maintain products, releases, and versions
• Detailed product, release, and version information about a topic or image was added to the Information view
• A DRM search panel was added to allow for filtering on product, release, and version
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Maintaining multiple versions
• Ability to maintain multiple versions is key to our success
• For example, maintaining three sets of source content for the same product – Release 9.9—already released
• Republish version 9.9 content based on changes made in 10.0
– Release 10.0—scheduled for release in two weeks • Some content updates will be applied to version 9.9 • Some updates are unique to this version
– Release 10.1— scheduled for release next quarter • Work is concurrent with 10.0 release • 80% of topics are shared with earlier versions
• Source content uses a common file for product names – Not release-specific – Reused from release to release
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Lessons learned Determine your DRM structure first
DRM Description Product The unit that a customer purchases and implements, and has one or
more associated releases. Release The level that is used to group together versions of a product. DITA maps
and topics are not directly associated with the DRM release. Version The level that is used to associate DITA maps, topics, and images. When
you define a map, you must associate it with a version. A version contains the actual documentation objects. A project coordinator must set up a version for the release versions before you can create content for that version. When you create content, you must associate it with a version. You can use the same content object in more than one version.
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Lessons learned • Plan how release and version information are identified in your output – Cover page – Publication information such as month, day and year – Product name – Publication channels
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Lessons learned • Do not underestimate the complexity of explaining the DRM to your users
• Provide a variety of training methods for the CMS users on the DRM concept – Self-learning videos – User guide with chapter on DRM concepts and usage – Classroom training
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Best practices • Assign a central point person to maintain the DRM versioning
• Meet with the product teams to discuss the DRM at least one month prior to importing content into the DITA CMS
• Write a standard for naming your DRM versions – What is a major release? – What is a minor release?
• Understand the release schedule and how you want to associate it to the DRM
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Best practices • Determine if you need to re-publish all deliverables for every DRM version
• Determine whether or not one product should be set up as multiple products in the DRM
• Understand how the product’s version scheme is represented to customers
• Understand the setup of key documentation deliverables
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Future considerations • Evaluate the impact of multiple languages in the DRM (best practices)
• Evaluate the workflow process for localizations
• Provide administrative tools that allow us to: – Rename DRM version including container objects – Search for containers associated with a DRM product and version
• Associate a secondary product DRM for specific type of maps. For example, two DRM products with one integration guide
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Questions?
Contact Information Chris Morrison – [email protected] Dianne Duffy - [email protected]
Corporate website www.infor.com
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