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Rolling Out DITA by Rolling In
SharePoint and DITA Exchange
Sheila D’Annunzio, STMicroelectronics
Steffen Frederiksen, DITA Exchange
Content Strategies/DITA NA, Baltimore April 2011
About STMicroelectronics
 STMicroelectronics is a global leader serving customers
across the spectrum of electronics applications with
innovative semiconductor solutions.
 In 2010, the Company’s net revenues were $10.35 billion.
Further information on ST can be found at www.st.com.
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DITA
SharePoint
Word
About DITA Exchange




DITA on Microsoft SharePoint & Office
Open (use any other tool)
Key part of the Microsoft “Intelligent Content Framework”
Customers in:
 Semiconductors
 Pharma & Life sciences
 Hi-Tech manufacturing
 www.dita-exchange.com / [email protected]
>< DITA Exchange ApS
Katrinebjerg Science Park
Aabogade 15
DK-8200 Aarhus N
DENMARK
>< DITA Exchange Inc.
900 E. Hamilton
Campbell
California 95008
USA
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Contents
 The business drivers
 SharePoint as a CCMS with DITA Exchange
 Word as an XML editor and publishing engine.
 Overcoming challenges in the implementation process
 Publishing process
 Metadata
 The future roadmap
 Connecting to the corporate web site
 Implementing workflows via SharePoint
 Handling translation
 Exchanging data with joint-venture-partners.
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The business drivers
Introduction - DITA in ST
 Ran pilot in 2008 / 2009
 Used only versioning system for pilot – no CCMS
 Stopped as files soon became unmanageable

Put in CCMS DITA Exchange in 2010
Managing the hundreds of files converted in the pilot caused a lot of pain!
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Basic CCMS requirements
File management (file names, versions, links and metadata)
Link management (where topics are used)
Map download and upload (with all linked files)
Workflows
Integrate publication process
Integrate conditional processing
Related topics (branch/clone)
Access rights
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Extra CCMS requirements
Within budget
IT department approval
Collaboration tool easy to
deploy to SMEs
Scale up to hundreds of SMEs
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How Dx met these needs
IT deployed SharePoint, in-line with
company policy
SMEs know SharePoint
DITA Word editor easy to use for SMEs
Cost reasonable, SharePoint already
budgeted, only buy Dx part
Can easily scale up due to
reasonable cost
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DITA Word editor
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DITA Word editor
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DITA Word editor
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Additional benefits
No need to buy editor
Word-based output process
Can tweak output for things like page breaks
Can easily change output format (change the Word template)
Can add custom stylesheet for more complex transformations
Easy to integrate with other business systems (out-of-the-box SharePoint)
TopicPicker - allows any employee to reuse DITA content in classic Word docs
Can produce OpenXML – use as input to other processes (e.g. IP-XACT database)
We got up and running very quickly as we started with a hosted (cloud) solution 
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Overcoming challenges in the
implementation process
The publishing process
 In pilot had customized the DITA-OT and
integrated it into XMetaL
 Dx has choice of DITA-OT or Dx Word publisher
 DITAWord (OpenXML)PDF
 Was skeptical about using the Dx Word publisher
but decided to try…………………….
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Dx Word publisher benefits
Uses a .dotm template
which is very easy to
modify without any
programming
knowledge!
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Dx Word publisher benefits
 Going through Microsoft Word gives you some “artistic license” with
the layout
 For example you can force tables to start at the top of a page or
insert a page break
 This avoids the criticism of ugly PDFs – a common complaint from
customers after moving to XML!
 But beware – tech writers must not update the content here!!!!
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And it worked…………………..
Word output
PDF

Save as
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DITA Exchange Word Publisher
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DITA Exchange Word Publisher
 Other “Use Cases”:
 Publish from DITA to Word template, with instructional
text, optional text, standard required text, drop-down
lists, etc.
 Publish hybrid DITA content: DITA topics and Word
documents mixed in a DITA map
 “Word Washer” publishing: Standardize all styling
 Checking for document policies/business rules
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Metadata
 Underestimated the importance
 Thought could just use out-of-box metadata
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Metadata
 Dx has no folder structure
 If metadata is not well defined cannot find
anything
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Why Folders Are “Bad”
Topic 1
?
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Why Folders Are “Bad”
Topic 1
!
Topic 1
Topic 1
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Why Metadata are Great
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Customized metadata
 Customized the metadata without
specializing DITA
 Used <data> element
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Metadata mapping, Word editor
 Easy to fill-in, even for SMEs who make the first draft
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Metadata mapping, CCMS
 Easy to search and filter
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Dynamic Metadata Configuration
SharePoint “Content Types”
With built-in inheritance
Document
Dx
Document
DITA
Office
Map
Topic
DITAVAL
Task
Concept
Reference
Publication
Word
Excel
Media
PowerPoint
Image
Video
Math
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Dynamic Metadata Configuration
Document
Dx
Document
DITA
Office
Map
Topic
DITAVAL
Task
Concept
Reference
Publication
Word
Excel
Media
PowerPoint
Image
Video
Math
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Dynamic Metadata Configuration
Document
Dx
Document
DITA
Office
Map
Topic
DITAVAL
Task
Concept
Reference
Publication
Word
Excel
Media
PowerPoint
Image
Video
Math
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Dynamic Metadata Configuration
Document
Dx
Document
DITA
Office
Map
Topic
DITAVAL
Task
Concept
Reference
Publication
Word
Excel
Media
PowerPoint
Image
Video
Math
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Dynamic Metadata Configuration
Document
Dx
Document
DITA
Office
Map
Topic
DITAVAL
Task
Concept
Reference
Publication
Word
Excel
Media
PowerPoint
Image
Video
Math
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Metadata Mapping To DITA XML
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Metadata Mapping To DITA XML
//prolog/metadata/data[@name=“DrugDosageForm”]/@value
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Dynamic Metadata Configuration
1. Create a metadata field
2. Attach to a content type
3. Define XML mapping (for XML files)
4. DONE!
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Dynamic Metadata Configuration
1. Create a metadata field
2. Attach to a content type
And BTW, as a side effect of
this, you get “Where Used”,
“Family
Tree”,(for
andXML
link files)
3. Define XML
mapping
management for all Office files
too…
4. DONE!
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The future roadmap
Next steps
 Bring tool in-house
 Connect to internal tools
Translation
memory
Product
catalog
Web
CMS
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Connect to internal tools

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Connect to internal tools
1. (Open external content (with IPXACT/SIDSC) in
Word editor)
2. Insert or edit (in Word) IPXACT/SIDSC building
blocks
3. Publish (Word Publisher) with embedded
IPXACT tagging
4. Extract IPXACT from published document
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Workflows
 DITA Exchange workflows = SharePoint workflows
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Collaboration?
Collaboration!
Customer
Customer
Shared Content Collaboration Platform
Sub-contractor
Sub-contractor
Sub-contractor
DITA
I
Love
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SharePoint
Loves
Dita
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THANK YOU!
DITA Exchange
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