Texdora User Guide

 

User Guide Version 1.0

 

 

 


Contents

Creating a Book. 4

Introduction to Texdora. 4

Texdora Workflow.. 5

Create a Book. 5

Attach Styleset 5

Attach a Tree Hierarchy. 5

Define the Book Title. 6

Set Up Header and Footer 6

Set Up Page Numbering Display Details. 7

Set Up Page Properties. 7

Create Watermarks and Drafts. 8

Enter Copyright Information. 8

Define the Table of Content (TOC) 8

Select Language. 9

Granting Permissions at Book and Topic Levels. 9

Editing Book Permission. 11

Editing Topic Permission. 11

Reviewing Topics. 12

Review Topics. 12

Understanding the Edit Modes. 12

Hard Edit 12

Soft Edit 12

Creating a Review Group. 12

Adding Members to a Review Group. 13

Specifying Edit Modes for a Reviewer 13

Understanding the Review Flow.. 13

Understanding the Review Scenarios. 14

Send a topic for review to multiple users with mixed edit permissions. 15

Send a topic for review with only soft edit mode. 15

Recalling a topic from Review.. 16

Performing Hard Edit Review.. 16

Performing Soft Edit Review.. 18

Managing Approvals. 19

Accepting and Rejecting Edits. 19

Viewing Approval Status. 19

Marking a topic for publishing. 20

Creating Content 20

Formatting Tasks. 20

Inserting Text 20

Formatting Text 20

Inserting Tables. 21

Formatting Tables. 22

Inserting Images. 22

Inserting Hyperlinks. 22

Understanding Version Control 23

Checking-in and checking-out topics. 23

Reviewing Version History. 24

Marking a previous version as active version. 24

Publishing Content 24

Publishing a book to Microsoft Word, PDF, and HTML Outputs. 24

Publishing a topic. 25

Publish a book to Texdora Web Application (TRAC) 25

Viewing Publish History. 26

Using Publish Map. 26

About Publish Map in Texdora. 26

Reusing topics to publish a book instantly. 26

Managing Concurrent Releases. 27

About Concurrent Release management 27

Concurrent release management scenarios. 27

Implementing Concurrent release management using Publish Map. 27

Performing Project Management Tasks Using Dashboard. 28

Reviewing Book Details. 28

Viewing Review Status by Reviewer or Topic. 28

Viewing Review Data by Topic. 28

Viewing Topics in Review Queue of the Writer 28

Viewing the List of Accepted and Rejected Comments. 29

Performing Audit Trails. 29

Working with Texdora Web Application. 30

About Texdora Web Application (TRAC) 30

Configuring the Desktop Application to Publish in TRAC. 30

Publishing Desktop Content to Texdora Web Application or TRAC. 31

Accessing Texdora Web Application. 31

Creating a user account 31

Entering Comments. 31

Managing comments. 32

Performing Analytics Using TWA Dashboard. 32

 


Creating a Book

Introduction to Texdora

Texdora is a content authoring system for creating enterprise level learning assets, such as user guides, tutorials, training solutions, and marketing collaterals. Texdora is built around information blocks called topics. A set of topics are bundled into a book. User access is granted both at the book and topic level. Authors can send individual topics for review and define a different review group for each topic. Topics can be reused by pulling them into a book and publishing the book in Microsoft Word, PDF, HTML, or in Texdora Documentation Platform (TDP).

 

The key tasks in Texdora include:


Texdora Workflow

 

Create a Book

To create a new book:

  1. Go to File > New > Book.
  2. The Doc Wizard dialog displays.
  3. Enter the name of the book and description.
  4. Click Next.

Attach Styleset

The styles available in a book are determined by the styleset configured in the Administration module.

Select a styleset from the dropdown list.

Attach a Tree Hierarchy

A tree hierarchy determines if the structure of the book is two level or multi-level.

  1. Select Tree Hierarchy from the dropdown list to specify the type of hierarchy.
  2. Click Next.

 

Content in Texdora is managed using containers called books and topics. Books are top level containers which hold topics. Texdora provides the flexibility to create a simple two level hierarchy: book > topics or a multi level hierarchy: books > chapters > lessons > topics.

 

This image shows a two level book hierarchy: book and many topics within the book:

 

This image shows a multi-level book hierarchy: book >chapter > Lesson > topic:

 

 

Books and topics allow tight security implementation and flexible content management. Books are configured to be accessed by a limited user set and topics support targeted actions, such as concurrent release management, printing and publishing.

Define the Book Title

Enter the book title, chapter name, version number, and the publish date.

 

Note: The version number can in any numerical format. For example, 12.4.10 or 777.000.2151

Set Up Header and Footer

Specify the header details:

  1. Specify a value for the margin.
  2. Indicate if you want the header to appear on the title page.
  3. Indicate if the header needs to be on different odd and even pages.
  4. Specify if the book title and chapter should appear on the odd and even pages.

In this image, the book title will show up on all odd pages and the chapter title will show up on all even pages:

 

 

Specify the footer details:

  1. Specify a value for the margin.
  2. Indicate if you want the footer to appear on the title page.
  3. Indicate if the footer needs to be on different odd and even pages.
  4. Specify if the book title and chapter should appear on the odd and even pages.
  5. Click Next.

Set Up Page Numbering Display Details

Specify page number display details:

  1. Specify if the page numbering should appear in the footer.
  2. Specify the alignment of the page numbering in the footer.
  3. Specify the style of the page numbering.
  4. Select the Include Chapter number checkbox if you want the chapter number to show up in the footer.
  5. Click Next.

Set Up Page Properties

Specify the page properties:

  1. Enter the margins for the page. This page appears at the topic level.
  2. Specify the orientation: Portrait and Landscape.
  3. Select the page size. By default, it is A4.
  4. Click Next.

Create Watermarks and Drafts

Enter the watermark text, if applicable:

  1. Select the page border, page width, border color, and page color.
  2. Enter text that you want to make it appear as watermark.
  3. Specify if the text should appear in horizontally or diagonally across the page.
  4. Select the Picture radio button if you want an image to appear on all the topic pages.
  5. Click Next to continue.   

Enter Copyright Information

Enter the copyright information in this page. For example, Copyright@ACME 2010, 2017 and click Next to continue.

Define the Table of Content (TOC)

Specify the details to ensure that the table of content to appears in the book.

  1. Select Include table of contents checkbox.
  2. Select Include table of images checkbox to create the table of images after the table of contents.
  3. Select Include table of tables checkbox to create the table of tables after the table of images.

You can change how these tables appear in the book by moving the tables up and down in the Configure Position list box.

  1. Select the levels to include in the table of contents. To make heading level four content to show up on the table of content, select 4
  2. Select Show page numbers checkbox to display page numbers on the table of content.
  3. Select Right align page numbers to make the page numbers appear on the right in the table of content.

 

Defining Variables

Define and use variables for common terms and usages, such as book title, publish date, and other details that are used frequently in the book. You can change information in a variable used multiple times in the books simply by changing the information once in the Edit Variable properties box.

 

To create a new variable:

  1. Enter a name and value for the variable.
  2. Click Create.
  3. The new value appears in the Existing Variables list.
  4. Select a variable and move it to the Book variable list by using the Move to arrows.
  5. Double-click to edit the variable from the Book list.
  6. Click Next to continue.

 

 

This image shows the book variable list:

 

Select Language

 

By default, Texdora supports in US English language option currently.

  1. Select the Display spelling and grammar errors checkbox to see the squiggly red marking when you misspell a word or the green squiggly when you make grammatical errors.
  2. Select the styles on which you do not want the spelling and grammar errors to run in the Exclude styles list box.
  3. Click Next to continue.

Granting Permissions at Book and Topic Levels

 

To implement security in Texdora, roles are created and attached to users. Each of these roles are assigned permissions to perform various tasks within Texdora, such as create users, create user groups, write, review, publish and so on. To allow specific users to access your book, you must grant permission to these users by including them in the Users list on the Set Permissions window in the Doc Wizard.

 

A user must be already created and attached to roles in the Administration module before you can grant them access to your book.

 

You can grant permission both at the book and topic levels. A user must have access to a book before being granted permission to a topic within the book. 

This image shows users with System Administration roles granted permission to a new book:

 

 

To grant permission for a book:

  1. Select a role.
  2. Select the users within the role in the Users list box.
  3. Click Finish.

 

This creates a new book in Texdora. You can view the book by navigating to the Book pane on the list. You new book appears on the bottom of the list.

 

To grant permission at the topic level:

  1. Select a topic and right-click to bring up the menu. The menu displays:

 

 

  1. Select Access Control. This displays all the users at the book level.
  2. Select the users you want to grant access.

 

 

  1. Click Save.

 

Editing Book Permission

To edit book level permission:

  1. Select a book title from the Book List pane.
  2. Right-click and select Properties. The Book Properties dialog displays.
  3. Select the Permissions tab.
  4. Select Roles.
  5. Click Edit.
  6. Select or deselect the checkboxes for the users you want to add or remove permissions.
  7. Click Save to continue editing.
  8. Click Save & Exit to close the Book Properties window.

 

Editing Topic Permission

To edit topic level permission:

  1. Select a topic from the Book List pane.
  2. Right-click and select Access Control.
  3. Select or deselect the checkboxes for the users you want to add or remove permissions.
  4. Click Save.

Reviewing Topics

 

Review Topics

You can send each topic for review in Texdora. Currently, you cannot send a book for review. Before you send a topic for review, you must create a review group. You can add users to the review group only if they have access to the book and the topic.

 

Understanding the Edit Modes

Reviewers can edit the content sent to them for review in two modes: hard and soft.

Hard Edit

In Hard Edit mode, reviewers can edit the content in track change mode as shown below:

Soft Edit

In Soft Edit mode, reviewers can only comment on the content and cannot edit the content. 

Creating a Review Group

To create a review group:

  1. Select a topic > right-click > Create/Modify review group.
  2. The Create/Modify Review Group dialog is displayed.
  3. Click the Existing Review Groups dropdown list.
  4. Select Create New Group.

Adding Members to a Review Group

To add members to the review group you created:

  1. Select the users from the Available Reviewers list.
  2.  Select a user and click the  arrow to move the reviewer to the Review group members list.
  3. Enter a name for the review group in the Review Group Name field.
  4. Click Save.

Specifying Edit Modes for a Reviewer

Reviewer names with the Hard Edit checkbox selected indicate that these reviewers can edit the source content. If you want the reviewers to only make comments on the content and not edit the content, then deselect the checkboxes. Such reviewers are marked for soft edit review mode.

 

This image shows reviewer Allison King with Hard Edit review permission while reviewers Steve Maddox and Christine Madisson have Soft Edit review permission:

 

 

You can change the edit permissions anytime you want by accessing the Create / Modify Review Group for a topic.

Understanding the Review Flow

Reviews in Texdora are done at a topic level and flow from the writer to the reviewers. Both hard and soft edit reviews can be automatically merged with the main content in a topic.

 

A topic in review is marked in blue as shown below:

 

 

 

 

Recommendation: We strongly recommend that a topic is sent for hard edit review to only one reviewer in a review group.

 

Refer to the review rules below to understand what happens when a topic is sent for hard and soft edit reviews.

 

Review rules for Hard edit reviews:

 

Review rules for soft edit reviews:

Understanding the Review Scenarios

There are seven possible review scenarios supported by Texdora:

  1. Send a topic to multiple reviewers only with Hard edit review permission.
  2. Send a topic to multiple reviewers with Hard and Soft edit review permissions.
  3. Send a topic to multiple reviewers only with Soft edit review permission.
  4. Send a topic to multiple reviewers with one Hard edit and multiple Soft edit review permissions.
  5. Send a topic to multiple reviewers with one Soft edit and multiple Hard edit review permissions.
  6. Send a topic to a single reviewer with Hard edit review permission.
  7. Send a topic to a single reviewer with Soft edit review permission.

 

Send a topic for review to multiple users with mixed edit permissions

When you send a topic to multiple reviewers with mixed review permissions, you have to wait until all the hard edit reviewers have completed their reviews to access the topic. You cannot access the topic even if one Hard edit review remains pending. Use the Dashboard to view the review status of a topic.

 

See Viewing Review Data by Topics.

Discuss the flow

Use case: A writer sends the topic for review to 5 reviewers with Hard edit permission and 16 reviewers with soft edit permission.

 

What happens: Writer can access the topic only when all 5 hard edit reviewers have sent back their reviews.

Send a topic for review with only soft edit mode

When you send a topic to multiple reviewers with only soft edit permission, you can access the topic through the duration of the review cycle. However, it is highly recommended that you do not access the topic until all the reviews are complete. Use the Dashboard to view the review status of a topic.

 

See View Topic Details, Dashboard.

Discuss the flow

Use case: A writer sends the topic for review to 5 reviewers with Soft edit permission only.

 

What happens: Writer can access the topic through the duration of the review cycle but it is recommended not do open the topic until all reviews are complete. Once a reviewer sends back a topic, the topic disappears from the reviewer’s Pending Tasks pane and appears on the writer’s Pending Tasks pane.


Recalling a topic from Review

 

A topic in review can be recalled as shown below:

 

 

If you choose to call the topic from review, you’ll be shown this message:

 

Note: Topics that are recalled from review with contain track changes and comments if the reviewers already started reviewing the topic. You cannot accept or reject such edits. You have to manually clean it up.

Performing Hard Edit Review

When a topic is sent to a reviewer, that topic will appear on the left pane of the reviewer’s window under the Pending Tasks list. Only a user with review permission can review topics. Review permission is tied to the role attached to a user in the Administration module.

 

See Roles and Permissions, Texdora Administration module.

 

This image shows the Texdora window with the topics in the queue for review in the Pending Tasks pane:

 

 

 

To start reviewing a topic:

 

  1. Double-click the topic to open the review window. The Hard Edit review window displays:

 

 

  1. To view the edit details, click Refresh Markup.

 

The edit details are shown on the MarkUp pane.

 

  1. Click Save to save your edits.
  2. Click Save & Close if you want to send the edits later to the writer.
  3. Click Show MarkUp if you want to view edits by other reviewers.
  4. Click New Comment if you want to simply add a note without making changes to the content.
  5. Click the Send Back to Writer dropdown list and select an approval status and enter a comment.
  6. Click Submit to send the topic back to the writer.

 

 

Note: If you do not use the Send Back to Writer dropdown list and select an approval status, the topic will not go back to the writer. It will continue to show up on your Pending Tasks list.

 

Performing Soft Edit Review

In the Soft edit mode, a reviewer cannot edit the source content but only comment on the content by creating notes.

 

To review content in Soft edit mode:

  1. Double-click the topic you wish to review from the Pending Tasks pane on the left. This opens up the Soft Edit review window.
  2. Select a word, phrase or paragraph and right-click to open the Comments box.
  3. Enter you comment and click Save. If you do not click Save, your comments will disappear.
  4. Click Assign if you wish to assign the comment to another reviewer who might be an expert on that part of the content.
  5. Click the Send Back to Writer dropdown list and select an approval status, and enter a comment.
  6. Click Submit to send the topic back to the writer. 

Managing Approvals

In Texdora, you can specifically mark a topic as approved or request another review. Writers can view the approval status in their window and also in the Dashboard. This feature is important if your organization wants to implement audit trail.

 

To approve or request another review:

  1. Click the Send Back to Writer dropdown list.
  2. Select an approval status and enter a comment when you are done editing.
  3. Click Submit to send the topic back to the writer. This sends the topic back to the writer.

Accepting and Rejecting Edits

Once a reviewer sends back a topic, the topic disappears from the reviewer’s Pending Tasks pane and appears on the writer’s Pending Tasks pane.

 

To accept or reject the edits:

  1. Double-click the topic. This opens the FrmWriterHardEdit window.
  2. Click Accept to incorporate the edits one by one.
  3. Click Accept All to incorporate all the edits at once.
  4. Click Reject to reject a comment.
  5. Click Reject All to reject all the comments.
  6. Click Reject and select the Provide Justification checkbox if you want to enter a justification.
  7. Rejection justifications can be viewed in the Dashboard

 

Viewing Approval Status

To view the approval status of the topic:

  1. Click Show Approval Comments.
  2. Click Show markup to view the edit details.

 

Marking a topic for publishing

To mark a topic as ready for publishing, click Ready for Publish.

Important: If you do not mark a topic as ready for publish, you cannot publish the topic or the book in which the topic resides.

Creating Content

Formatting Tasks

Formatting in Texdora is driven by a styleset that is defined in the Administration module. The styleset is attached to the book when creating a new book. Only the styles available in the styleset attached to the book are available for formatting purposes. This is to ensure consistency in styles within a book as multiple writers can work on the same book at the same time.

Inserting Text

To insert new text:

  1. Select a topic and right-click.
  2. Select Check Out.
  3. Click OK.
  4. Enter text.
  5. Click Save.
  6. Right-click on the topic.
  7. Click Check In. This displays the Check In dialog box.

 

 

  1. Enter a description of the change if required.
  2. Select the Major checkbox if you want to mark the updates as major.
  3. Click OK to complete the check-in process.

 

Formatting Text

To format text:

  1. Select the text.
  2. Select the Styles dropdown list.
  3. Select a style. The style gets applied to the selected text.

 

 

You can use these buttons to format the text further as required:

 

 

Inserting Tables

To insert tables:

  1. Go to Table > Insert > Table.
  2. Enter the required rows and columns.
  3. Click OK.
  4. Right-click on the table to add or delete rows and columns.

 

This image shows how to delete table rows and columns:

 

 

Formatting Tables

To format tables:

  1. Go to Tables > Properties. This displays the Table Properties dialog.
  2. Make required changes and click OK.

 

Inserting Images

To insert images:

  1. Go to Insert > Image. The Browser window displays.
  2. Navigate to your local machine and select the image. If you do not see the image,
  3. Select the file type on the right side if you do not see .jpg images.
  4. Click OK. The image appears on the page.
  5. Resize the image as required.

 

Note: It is strongly recommended that you crop your image size to 800 (width) X 600 (height) before inserting it into the editor.

Inserting Hyperlinks

In Texdora, you have to first identify a word, phrase or a heading as a hyperlink target and then mark them as targets. You can then navigate to the topic where you want a hyperlink, select the word or phrase, and point them to the target. Targets won’t show up for linking unless you mark them as target. This allows creating hyperlinks between topic, within topics, and to other books within Texdora ecosystem. You can also create hyperlinks to URLs.

 

To create a hyperlink:

 

  1. Go to Insert > Hyperlink. This opens the Hyperlink Manager.
  2. Go to the topic where the target is located.
  3. Select a word, phrase, or heading as the target.
  4. Go back to the topic from where you want to create the hyperlink.
  5. Select the book and topic.
  6. Select the target.
  7. Click OK.

Understanding Version Control

The version control system in Texdora is based on the check-out and check-in concept where every update to a topic results in a new version of the topic. You can use the versions to identify the changes between two versions. New versions get created when a writer or a reviewer updates a topic.

 

This table lists the version control features supported in Texdora:

 

Features

Supported (Yes/No)

Includes ability to check-in and check-out a document

Yes

Creates versions on every check-in and check-out

Yes. Allows to add description on every check-in

Does automatic numbering of each version

Yes

Captures details of each version such as author name, changes made

Yes. Includes details such as Version #, Modified By, Type of change, description of change, and checked-out by

Creates a lock on a document to prevent content override

Yes. No two users can work on a topic at the same time.

Merges documents

Yes. Authors can merge review comments from multiple reviewers

Maintains Review History

Yes. Includes feature to mark a previous version as current

Supports concurrent release management

Yes. By using the Publish Map feature

Allows branching

No

Provides ability to compare two or more documents

No

 

Checking-in and checking-out topics

Before entering content in a topic, you need to check-out the topic. When you check-out a topic, it is prevented from being updated by any other user in the system. When you are done working on a topic, you need to check it in to commit the changes and make the topic available to other users.

 

Every check-out and check-in activity triggers a new topic version. A topic in checked-out state appears in red. A checked-out topic cannot be sent for review.

 

Each time a topic is checked out, a new version number is created. Version number follows the simple 1.0 format. You can specify the version numbering format in File > New Book > Doc Wizard   – Page 2

Version numbering is done manually when publishing a book using Publish Map. Go to View > Version Control > Select a book and topic to see the version number.

Reviewing Version History

To view the revision history of a topic:

  1. Go to View > Version Control.
  2. Select a book and topic to see the version number.

 

Marking a previous version as active version

You can make a previous version of a topic as the active version. For example, if the most recent version of the topic was edited wrongly and the numbers of edits are too large to undo, you can simply the previous version of the topic as the active version. Next, you can check-out the topic and remove any track changes that might still show up and save your work.

 

To mark a previous version as the active version:

  1. Go to View > Version Control. The version control dialog displays.
  2. Click the + icon on a book to expand it.
  3. Navigate to a topic for which you want to view the versions.
  4. Click the topic. The version details show up under the Revision History for: area.
  5. Alternatively, you can also click All Docs and select a topic to view its version details or enter appropriate text in the Enter keyword to search: text field.

 

Note: This field shows up only when you maximize the Version Control window.

Publishing Content

Publishing a book to Microsoft Word, PDF, and HTML Outputs

You can publish content in four output formats – Microsoft Word, PDF, HTML, and Texdora Web Application.

 

By default, Microsoft Word and PDF files are saved in C:/Users/My Documents folder of your local machine. The system will display the path before saving the files. Make sure to note the path to access it later.  

 

 

To publish a book in Microsoft Word and PDF:

  1. Right-click the book.
  2. Select Publish.
  3. Select an output format. A message box will be displayed showing with the path.
  4. Click OK. Your content will open in the selected output format.

 

To publish a book in HTML:

  1. Right-click the book.
  2. Select Publish.
  3. Select HTML.
  4. Specify a path to save your file.
  5. Click Save.

 

Note: You can publish a book only if all the topics within the book are ready for publishing. A topic is considered ready for publishing when a writer clicks the Ready for Publish button after incorporating all edits from all reviewers.

   

Publishing a topic

To publish a topic in Microsoft Word and PDF:

  1. Right-click the topic
  2. Select Publish.
  3. Select an output format.
  4. Click OK.

 

To publish a topic in HTML:

  1. Right-click the topic.
  2. Select Publish.
  3. Select HTML.
  4. Specify a path to save your file.
  5. Click Save.

 

Publish a book to Texdora Web Application (TRAC)

Texdora Web Application is a Cloud based documentation delivery platform where learning assets, such as guides, tutorials, and training materials can be published directly from the Texdora application. You can easily create wiki like pages using Texdora Web Application. See Working with Texdora Web Application

 

Viewing Publish History

You can view publish details of the books and topics published using the Publish Map.

 

To view Publish history:

  1. Go to Publish > Publish History. This displays the Publish History dialog box.
  2. Select a book to view the topics and other publish details, such as date, publish by, and output format. 

Using Publish Map

About Publish Map in Texdora

The Publish Map allows writers to select topics from different books and publish them as part of a new book. This enables writers to put together new books based on existing topics within minutes. Writers and organizations can create and maintain a master list of topics that can be pulled together and published as customized books for specific customers with minor modifications as needed.

 

For example, an automobile company needs to create user guides for five models of the same car. While 70% of the content remains the same across the guides for each model, 30% of the content varies according to the specific model. In this case, writers can create topics which can be used to create 70% of each guide and 30% can be rewritten for specific model thus leading to real content reuse.

 

Publish Map also allows concurrent release management minus the complex tasking of versioning and branching. See Managing Concurrent Releases

Reusing topics to publish a book instantly

To reuse topics and publish a book:

  1. Go to Publish > New Publish Map.
  2. Enter a name for the new book.
  3. Click OK.
  4. Select the newly created book from the Select Publish Map: dropdown list
  5. Select the books from which you want to reuse the topics in the new book. For each book selected, the topics display in the Books topics list.
  6. Select all topics by selecting the Select all checkbox.
  7. Use the à or <- to move single topics or use the up and down arrow to change the order of the topics within the new book in the Included topics list.
  8. Click Save.
  9. Go to Publish > Publish Using Publish Map.
  10. Select the newly created book in the Select Publish Map: dropdown list.
  11. Specify the header and footer, copyright, and version information for the new book.
  12. Select the font.
  13. Click Save.
  14. Click Publish and choose an output format.

Managing Concurrent Releases

About Concurrent Release management

Concurrent Release management is a common scenario in most organizations with multiple products and release trains. While managing concurrent releases with Git, SVN and other version control applications is the industry standard, such application are primarily built for the code and not for software or other kind of documentation projects.

 

Using the Publish Map version of Texdora, organizations can easily create, maintain, and track guides for several release versions of the same product with minimal time spent on versioning and branching.

Concurrent release management scenarios

Here is a scenario that explains how concurrent release management is done in Texdora:

 

Example: Consider a product called ACME Enterprise Accounting. This product released three versions. Customers are using different versions. Some are using release Ver. 1.0, some using 2.0, and some using 3.0. Due to a bug that impacts all three releases, a new topic is created that includes the fix. This new topic has to be pushed to the user guides for all the released versions.

 

Problem Statement: How to push this new topic in to all three release versions?

Implementing Concurrent release management using Publish Map

Steps to implement concurrent release management:

  1. Create a new book with a single level tree hierarchy in the main tree and name it Bug Update Fix for ACME Enterprise Application User Guide, Release 1, 2, and 3.
  2. Add a single topic, Editing Maps in the new book.
  3. Enter the content related to the dev bug fix in the topic.
  4. Go to Publish > Publish History.
  5. Select and open the user guide (book) for each release versions.
  6. Pull the topic, Editing Maps into each release versions.
  7. Save and publish.

 

Explanation: By performing the above steps, you did concurrent updates to three user guides (books) simultaneously. You created the topic, Editing Maps only once and simply pulled it into multiple topics. Within a few steps, you updated the user guides for all the release versions. 

 

Performing Project Management Tasks Using Dashboard

Reviewing Book Details

You can view book and topic details, such as reviewers assigned to topics, progress status, and review status on the Dashboard window in the Texdora user module.  You can use this information to report the status of your documentation projects.

 

To view books and topic details:

  1. Open the Texdora User module (desktop application):
  2. Click Dashboard on the menu bar.
  3. Click Book and topics owned by you.
  4. Select the Books to view data: dropdown list. This displays the list of books and topics created by you.

 

The pie chart on the right provides a graphical representation and number of the topics which are work in progress and the topics where review comments have been incorporated.

Viewing Review Status by Reviewer or Topic

To view review status by reviewer or topic:

  1. Go to Dashboard.
  2. Click + in front of the Review Status link.
  3. Click Reviewer to view details by reviewers. This link displays the topics assigned to a specific reviewer.
  4. Click Topic to view review details for a topic, such as reviewer name, review status, and edit mode.

Viewing Review Data by Topic

To view topic review data, such as review start and end dates, writer, reviewer, status, edit mode, and reason for recall details:

  1. Go to Dashboard.
  2. Click Review Data by Topic.
  3. Select a book and the topic for which you want to view the data.

Viewing Topics in Review Queue of the Writer

To view the topics assigned to the writer for review:

  1. Go to Dashboard.
  2. Click My Review Queue.
  3. Select a book and the topic to view the data.

 

Viewing the List of Accepted and Rejected Comments

You can view the complete list of accepted and rejected edit comments for a topic.

 

To view list of accepted and rejected comments:

  1. Go to Dashboard.
  2. Click List of Accepted and Rejected comments.
  3. Select a book and the topic to view the data.

Performing Audit Trails

You can perform audit trial at the topic level in Texdora. The audit trial shows information on the approval status and the reviewer details.

 

Use the Review Status by Reviewer and Topic + List of accepted and rejected comments links to derive the following information at the topic level:

 

Information

Description

Comments

Writer

Owner of the content. More than one writer can contribute to a topic.

Add each writer to the book using Book > Properties > Permission tab

Reviewer

Person who reviews the content.

Can be multiple reviewers.

Review Status

Statuses can be:

Ongoing

All changes incorporated

Opened for Review

Approved as is

Sent for review

 

Edit Mode

Edit modes can be Hard edit and Soft edit. See Understanding Edit Modes.

 

Changed Text

Exact letter, word or phrase entered or deleted.

 

Type of Change

Deleted or inserted letter, word or phrase.

 

Edit Incorporation Status

Indicates if an edit comment was accepted or rejected.

 

Reason

Justification provided if an edit comment was rejected.

 

Date

Date when a letter, word or phrase was inserted or deleted.

 

Working with Texdora Web Application

About Texdora Web Application (TRAC)

Texdora Web Applications or TRAC (track, read, analyze, and comment) allows you to push your Texdora content to the Texdora Cloud based documentation delivery platform directly from the Texdora desktop application with a few clicks.

 

Books and topics appear in TRAC and show up in the same tree structure used in the desktop application.

 

End users and consumers can comment on the content in real time at each paragraph level. Writers or site administrators can moderate the content before it shows up on TRAC.

 

TRAC provides a dashboard to view and analyze the number of hits per topic, details of users who engaged with your topics to help you identify popular topics and topic which receive less traffic.

 

Users can also provide a rating for each topic.

 

This image illustrates how your content appears in TRAC:

 

Configuring the Desktop Application to Publish in TRAC

All books published in TRAC appear under a category and product. You need to create the category and product folders in the desktop application before publishing a book to TRAC.

 

To create categories and products folders in the desktop application:

  1. Go to Publish > Web Application. The Create Category/Product dialog appears.
  2. Select the Select/Create category: dropdown list.
  3. Select Create New Category.
  4. Enter a category name in the Category Name dialog box.
  5. Click Create.
  6. Select the Select/Create Product: dropdown list.
  7. Select Create New Product.
  8. Enter a category name in the Product Name dialog box.
  9. Click Create.

 

By performing the above steps, you created a category and a product folder under which your book will show up on TRAC.

Publishing Desktop Content to Texdora Web Application or TRAC

To publish content to Texdora Web Application (TRAC):

  1. Select a book > Right-click.
  2. Select Publish > Web Application.
  3. Select a category and a product.
  4. Click Publish.
  5. This brings up a message box asking if you want to view the published content in the browser.
  6. Click Yes to view content.
  7. Click No to continue in the desktop application.

Accessing Texdora Web Application

You can access Texdora Web Application (TRAC) from the browser by entering the URL, http://texdora.azurewebsites.net.

 

Create your account. A verification email will be sent to your email ID you provided when creating your account.

Use the user ID and password sent through the email to login.

Creating a user account

To create a user account:

  1. Click on the top right corner.
  2. Click Register.
  3. Enter your details.

A verification email will be sent to your email ID you provided when creating your account.

  1. Use the user ID and password sent through the email to login.

Entering Comments

To enter comments on TRAC:

  1. Go to TRAC URL of the organization for which you want to view the documentation.
  2. Click  and select Register.
  3. Enter you credentials and click Submit.

A verification email will be sent to the email ID you provided when creating the account.

  1. Navigate back to the TRAC URL of the organization for which you want to view the documentation.
  2. Click the white tick mark to show the text fields where you can enter comments.
  3. Enter your comments and click Post. You can enter comments at each paragraph level only.
  4. Click   the X icon to view content without the comments.

 

Your comments need to be approved by the organization before it appears on TRAC.

Managing comments

Users can make comments at each paragraph level in TRAC. As a writer or system administrator, you can choose what user comments you want to show up on track.

 

To moderate the comments:

  1. Go to http://texdora.azurewebsites.net.
  2. Click  and select Enterprise.
  3. The system administrator for your organization must provide the Enterprise login access. This can be done in the Accounts page for your organization.
  4. Enter your user ID and password.
  5. Go to the Manage Comments page.
  6. Select a user to moderate the comments.
  7. Select the radio button for the comments you want to appear on TRAC. The comments will show up below the paragraph where the comment was entered by the user.

Performing Analytics Using TWA Dashboard

You can perform simple analytics using the TRAC Dashboard. The TRAC Dashboard provides information on the number of hits per topic in a day, week, month, or year. You can also view the name of the users who commented and the topic on which they commented.

 

To view the TRAC Dashboard:

  1. Go to http://texdora.azurewebsites.net.
  2. Click  and select Enterprise.
  3. The system administrator for your organization must provide the Enterprise login access. This can be done in the Accounts page for your organization.
  4. Enter your user ID and password.
  5. Go to the Dashboard page.
  6. Select a book and a topic. The data associated with the topic shows up.