Category: Help Authoring

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Adobe RoboHelp: Using Multiple Twisty Styles

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn

In a previous article, I showed you how to use Twisties (images) with RoboHelp drop-down menus. The Twisties indicate to a user if a drop-down menu is open or closed.

Adobe RoboHelp: Example of Twisties

By default, all drop-downs will use the Twisties you defined for the style Drop-down hotspot. With Adobe RoboHelp 10, you can use multiple styles for your drop-downs and thus use different Twisties for different drop-downs.

To use multiple Twisties, you must create a new style in your style sheet and apply the new style to the drop-downs.

Setting up Multiple Twisties

  1. Open a RoboHelp project.
  2. Go to the Project Manager pod (View > Pods > Project Manager).
  3. Double-click your project's style sheet to open it for editing.
  4. In the Styles dialog box, click the New button and choose Hyperlink Style.
    Adobe RoboHelp: Create a new Hyperlink Style.
  5. Give the new style a name. In this example I named the new style Twisty.
  6. Click the Set Twisties button to define the look of the Twisty.

  7. In the Select Twisties Images dialog box, select the images you want to use as the Twisty.

    8. Adobe RoboHelp: Define Images for the Twisty

  8. Click OK to close each of the open dialog boxes.

Your alternative twisties are now set. You can now proceed to applying the twisty to a drop-down menu within a topic.

Applying Twisties to a Drop-down

  1. Open the topic containing a drop-down menu.
  2. Click within the drop-down text.
  3. Go to the Styles and Formatting pod (View > Pods > Styles and Formatting).
  4. Find the alternative hyperlink style you created.
  5. Right click the style and choose Apply.

    6. Adobe RoboHelp: Styles and Formatting pod.

  6. Save your project.

The alternative twisty style is now applied to the drop-down. Repeat these steps for every drop down menu where you want to set an alternative Twisty.

Adobe RoboHelp: Alternate Twisty Applied.

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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once each month. Feel free to contact us to learn other ways to meet your RoboHelp training requirements.
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Localization & eLearning: The Translation Process

by Jen Weaver View our profile on LinkedIn

You are ready to move forward with your translation project, but despite your preparation you still feel a bit in the dark about what steps will be involved in creating your translation. The 'unknowns' can make you feel a bit fearful about moving forward. So let's bring some light to the situation, and uncover those foggy areas of the translation process. We have broken out the steps to a typical e-learning project below to help you better understand what will occur with your project.

Project Scope: Translation of an e-learning module from US English into Chinese

Evaluation

  1. Analysis of material from the technical and cultural viewpoint to determine objectives, target audience and culture-specific content.
  2. Evaluation of source material, layout, as well as the quantity and type of graphics used.
  3. Project assessment to determine frequently used vocabulary, register, file format, etc.
  4. Selection of team components, tools and software to be used.
  5. Overall project assessment including identification of Professional Voice Talents comparable to project goals.
  6. Research and provision of Voice Talent demo recordings from voice bank.
  7. Casting of Voice Talents based on client approval.

Preparation

  1. Extracting of the text from its original file format in (InDesign, PPT, etc). This includes preparation of graphics, graphs, and charts.
  2. Transcribing (if it is not already done) the audio script for recording to include time stamp.

Translation, Editing, & Proofreading

  1. Translation of the text from the source file.
  2. Editing and Proofreading by professional target language (native speaker) editors.

Client Review

  1. Delivery of proofs to Client for internal review.
  2. Review and one round of input of client changes.

Voice Over Recording

  1. Approved voice talent will record in a studio and will be directed by a studio director who is also a native in the language.
  2. Use of fully digital, industrial strength Pro Tools recording system.
  3. SP capabilities, time coded DAT, Neumann microphones, Industrial Acoustics sound booth.

Audio Client Review

Implementation of one round of client changes pre-delivery of completed files (edits can be pronunciation preference, slower speed, faster speed, error in script, etc).

Voice Over Recording of requested changes

Requested changes will be implemented and finalized, following the same process as Voice Over Recording.

Localization Engineering/Desktop publishing

  1. Localization engineers/desktop publishers will ensure all components of the project have been fully localized.
  2. All graphics/visuals will be formatted into the target language.
  3. Localization engineers will sync audio files to the animations, ensuring all files are running properly.
  4. Language tester will do a final QA of the end product, checking that all audio clips are clear and running to match the animation on screen.

Delivery

Delivery of final file (Java, XML, HTML, other formats), tested to ensure all localized components are in working order (audio is synced with animation, etc).

Reliable translation providers will use a translation process that adheres to basic industry quality best practices. Don't be afraid to ask your vendor about their internal translation and quality management processes. A reputable vendor will be proud to share this information with you.

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If you would like to learn best practices for managing translation projects, contact Jen at Carmazzi Global Solutions.

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Adobe RoboHelp: Working with Twisties

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn

Twisties are images you include with DHTML drop-downs and DHTML expanding texts. The twisties indicate whether a drop-down is opened or closed. This gives a visual indication to readers that they can get more information. For example:

Adobe RoboHelp: Example of Twisties


Setting up Twisties
  1. Open or create a RoboHelp project.
  2. Go to the Project Manager pod (View > Pods > Project Manager).
  3. Double-click the project's style sheet to open it for editing.
  4. In the Styles dialog box, choose Hyperlink > Drop-down hotspot.
  5. Click the Set Twisties button.
    Adobe RoboHelp: Drop-down hotspot
  6. In the Select Twisties Images dialog box, browse and open the images you want to use as twisties.

    Adobe RoboHelp: Twisties Image

  7. Click OK to close the Select Twisties Images dialog box.
  8. Click OK to close the Styles dialog box and save the edited style sheet.

And that's it. Once you have set up the twisties, they will automatically be applied to all of your project drop-downs.

Note: If you want to apply twisties to your project's expanding text and the drop-down hotspots, simply Set Twisties for the style Expanding text in your style sheet as you were shown above for the Drop-down hotspots.

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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once each month. Feel free to contact us to learn other ways to meet your RoboHelp training requirements.

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Localization & eLearning: What Languages Should You Use?

by Jen Weaver View our profile on LinkedIn

Congratulations! Your English eLearning course has achieved such tremendous success that your company is ready to produce the materials in additional languages. Often this request flows from a grand vision–your products and services spanning the globe with clients and students in every continent and every country.

As inspiring as your vision may be, getting there requires careful planning, time, money and strategic execution. Step one for expanding your global market means answering the following question: what language should we translate into?

Here are some tips for getting started:

  1. Start with the present need. Do you have a client or potential client that is already requesting materials be provided in another language? This is the ideal place to start because the ROI on your translation investment is guaranteed.
  2. Start with the pending need. This is the next best option when you don't have a client already requesting translation. This is where research and development play a critical role in your company's growth. Knowing which countries and cultures you want to target with your eLearning courses will help narrow and focus your translation goals.
  3. Consider marketing materials. Selling translated eLearning programs is much simpler when the sales and marketing approaches are united. Many clients start with the translation of their marketing materials (including website) and then proceed to translate the eLearning program once the sale is finalized.
  4. Roll out languages in phases. The transition into multi-lingual production is quite an undertaking and is best accomplished when rolled out in phases. Begin with the language of most pressing need or benefit, and then roll out additional languages once the first phase has completed. Attempting to roll out too many languages at once can slow down your production times and increase the risk of errors. If this is your first foray in translation, you can evaluate the successes of the project and implement improvements for future languages when the first phase is complete.
  5. Choose a translation approach. Will you handle written translations with internal resources or will you utilize an outside language provider? While it may be less expensive to handle translation needs internally, a language vendor will possess the experience and expertise necessary to help you foresee and overcome potential translation obstacles.

With some deliberate planning, you can see your vision for global reach realized.

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If you would like to learn best practices for managing translation projects, contact Jen at Carmazzi Global Solutions.

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Adobe RoboHelp: SharePoint Shared Review

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn

A few weeks ago I wrote about Shared Reviews using Adobe RoboHelp. The Shared Review works by creating a PDF and importing the reviewed PDF into RoboHelp. This method works if only one or two others need to review your content. If you want multiple people to review your content, it is easier to use a server to collect reviews centrally.

Many companies use SharePoint for team collaboration. And with Adobe's Technical Communication Suite, you can use SharePoint to centrally store all reviews. The advantage of using a server is that everyone has his or her own copy of the document and all comments and changes are synchronized.

Note: As the person starting the review, you will need Adobe Acrobat on your computer (Acrobat is part of the Technical Communication Suite). Reviewers can use the free Adobe Reader 9 or newer.

Prepare SharePoint

Before you can use SharePoint for Shared Review, you have to create a workspace with at least one document library to store the reviews. All reviewers must have edit permissions for this library. Your SharePoint administrator can help you with this.

Creating a review using SharePoint

  1. Open or create a RoboHelp project.
  2. Choose Review > Create PDF for Review.
  3. In the Create PDF for review dialog box, select any (or all) of the topics, snippets and master pages you want to include in the review.
  4. From the PDF Settings area, select Send for shared review.
    Adobe RoboHelp: Send for shared review
  5. Click OK to create the PDF.
  6. In the Send for Shared Review dialog box, choose Automatically collect comments on my own internal server.

    Adobe RoboHelp: Collect Comments drop-down menu.

  7. Click Next to continue.
  8. In the Send for Shared Review dialog box, select SharePoint workspace for your review.
  9. Add the URL for the site that contains the workspace in the URL field. Note: You must add the URL of the parent site of the workspace, not the URL of the workspace or document library.

    Adobe RoboHelp: SharePoint Workspace.

  10. Click Get Workspaces to select the workspace and document library for the review.
  11. In the Get Workspaces dialog box, select the workspace and document library you want to use and then click OK.

    Adobe RoboHelp: Get Workspaces.

  12. In the Send for Shared Review dialog box, click Next to continue.
  13. In the Send for Shared Review dialog box, select the method for distributing the review. For this example I am saving the document locally so I can send it to reviewers manually. Note: This only determines how you send the PDF for review. It has no impact on the SharePoint workspace or where the comments will be stored.

    Adobe RoboHelp: Save Locally

  14. Click Next to continue.
  15. Set a name for the review settings. This allows you to use the same settings for other reviews.

    Adobe RoboHelp: Nave the server.

  16. Click Next to continue and then click Finish.

Important: Once you have created the review PDF from RoboHelp, don't edit the RoboHelp topics, snippets and master pages that are included in the PDF. The only way you can reliably import comments back into the RoboHelp project is when the content remains unchanged.

Document Review

You can now send the PDF to your reviewers. The reviewers add their comments to their version of the PDF. When they are done, they publish their comments to the server.

Adobe RoboHelp: Publish Comments.

Import Review Comments

Once all reviewers have published their comments to the server, you can import the review into RoboHelp.

  1. Open your copy of the review PDF.
  2. Click Check for New Comments to get all comments from the server.
    Adobe RoboHelp: Check for New Comments.
  3. Save the PDF and close it.
  4. Open the reviewed RoboHelp project.
  5. Choose Review > Import Comments from PDF.
  6. Click Yes from within the Import comments from PDF dialog box and then open the PDF.

Once the import is complete, RoboHelp displays the comments, inserts and deletions similar to the Track Changes feature in Microsoft Word. At this point, you can use a Review toolbar to accept or reject suggested changes within your project.

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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once each month. Feel free to contact us to learn other ways to meet your RoboHelp training requirements.
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Localization: Writing for Translation

by Jen Weaver View our profile on LinkedIn

Have you ever borrowed someone else's notes to try to study for an exam or understand a topic? You probably found that it was more difficult to fully grasp a concept when using someone else's thoughts. You might have spent a great deal of time trying to navigate new abbreviations, note-taking styles and the nuances of the author–and missed a key concept. Translated materials can have the same uncomfortable feel to the Limited English Proficient (LEP) reader when the source document is not written with an LEP audience in mind.

Experienced translation professionals know that sculpting written content into another language is best accomplished with documents written with the understanding that they will eventually be translated into other languages. Here are some tips on creating content ready for translation:

  • Use numbered or bulleted lists rather than lengthy paragraphs of text.
  • Avoid using slang. It will not often translate well between languages and will date your materials when used in the future.
  • Break up lengthy phrases.
  • Avoid embedding text in graphics when possible. Embedded text requires that the graphics are recreated when translated, resulting in a higher cost. When possible, it's better to place text labels under graphics rather than inside of them.
  • Limit the use of screen shots unless you want to have those re-created and translated as well.
  • Try and use location and cultural neutral images. This includes ambiguous ethnicity for people and locales that can relate to many countries or areas.
  • Leave white space in the English files to allow for text expansion when the file is translated.
  • Concise, straightforward content is best. Plus, translation is billed per word, so short simple text will also save you money in translation.
  • If reading level is a concern, keep this in mind when writing the English copy. It is very difficult to translate materials into a different reading level than the source copy.

Following these simple guidelines for translation will allow your LEP audience to focus on the important things you have to say.

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If you would like to learn best practices for managing translation projects, contact Jen at Carmazzi Global Solutions.

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Adobe RoboHelp: Shared Review

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn

When creating content within my Help System, I often put my content through a review process. Reviews help to ensure my content is correct and easy to understand.

A recurring question by RoboHelp users is how they can use RoboHelp to gather reviews efficiently. Fortunately, RoboHelp has a review option that allows reviewers who don't own Adobe RoboHelp to review your RoboHelp content. The only thing reviewers need is a PDF of your RoboHelp content, Adobe Acrobat or the free Adobe Reader.

Working with shared reviews consists of three stages:

  1. Creating a PDF for review
  2. The review
  3. Importing the reviewer comments into RoboHelp

Create a PDF for Review from Within RoboHelp

In the steps that follow, I will show you how to create a review PDF locally. Saving locally is the easiest way to start a review because you don't have to set up a server or accounts.

  1. Open or create a RoboHelp project.
  2. Choose Review > Create PDF for Review.
  3. In the Create PDF for review dialog box, select any (or all) of the topics, snippets and master pages you want to include in the PDF.
  4. From the PDF Settings area, select Save locally.
  5. Select Enable commenting in Adobe Reader.

    6. (Note: You will only be able to select this option if you have Adobe Acrobat 10 installed on your computer.)

    Adobe RoboHelp: Create a PDF for Review

  6. Click OK to create the PDF.

    7. RoboHelp creates the PDF document and opens the document in Acrobat. (If Acrobat notifies you that it will enable commenting, click OK and save the document.)

The PDF is now ready for review. You can now send the PDF to all of your reviewers.

Important: After you create the PDF, don't edit the RoboHelp topics, snippets and master pages that are included in the PDF. The only way you can reliably import comments back into the RoboHelp project is when the content remains unchanged.

Reviewing

Reviewers can review your content using Adobe Acrobat or the free Adobe Reader. Using the Annotation tools, reviewers can add comments, remove text, insert text and replace text. When the review is finished, the reviewer simply sends the annotated PDF back to you.

Import Review Comments

Once you receive the review PDF, you can import the comments and changes suggested within the PDF directly into the RoboHelp project.

  1. Open the reviewed RoboHelp project.
  2. Choose Review > Import Comments from PDF.
  3. Click Yes from within the Import comments from PDF dialog box and then open the reviewer's PDF.

Once the import is complete, RoboHelp displays the comments, inserts and deletions similar to the Track Changes feature in Microsoft Word.

At this point, you can use a Review toolbar to accept or reject suggested changes within your project.

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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once each month.
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Adobe RoboHelp 10: Add a Logo to an HTML5 Catalog Layout

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn

A few weeks ago I showed you how to adjust the search highlight color in Multiscreen HTML5. This week, let's look at how you add your logo to the Multiscreen HTML5 Catalog Layout.

Not all Screen Layouts support logos by default. Fortunately, it is easy to add your logo to the Catalog Layout. To begin, ensure that your logo image meets these requirements:

  • No more than 80 pixels tall
  • No more than 400 pixels wide

Ensure that the Catalog Layout is Available in the Project:

  1. With a RoboHelp project open, go to the Project Set-up pod.
  2. Open Screen Layouts. If the Desktop_Catalog layout is in the list, you are ready to add your logo. If not, continue with the next few steps.
    Adobe RoboHelp: Desktop Layout among the Screen Layouts
  3. Right-click Screen Layouts and choose New Screen Layout.
  4. From the Gallery list at the left, select Desktop_Catalog.

    Adobe RoboHelp: Getting the Desktop Catalog to appear.

  5. Click the OK button.

Add Your Logo to the Catalog Layout

  1. With a RoboHelp project open, go to the Project Set-up pod.
  2. Open Screen Layouts > Desktop_Catalog > Topic (Default).
    Adobe RoboHelp: Topic (Default)
  3. On the Topic page, click in the text box located at the top of the page.

    Adobe RoboHelp: Text box at top of page.

  4. Choose Insert > Image and insert your logo as a regular image.

    Adobe RoboHelp: Logo added

    5. You may not see the entire logo while working within the Screen Layout Editor. No worries. When you generate the layout, the logo will display correctly.

  5. Save the Topic page.
  6. Right-click the logo and choose Copy.
  7. Open the Search Results page.
  8. Click in the text box located at the top of the Search Results page.

    Adobe RoboHelp: Text box at top of page.

  9. Right-click in the text box and choose Paste.
  10. Save the project, Generate and then view the results.

    11. Adobe RoboHelp: Logo added

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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once each month.
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Adobe RoboHelp: Pining to Pin?

by Kevin Siegel Follow us on Twitter View our profile on LinkedIn

When I use a program frequently, I tend to pin the program to my Taskbar for quick access. If you've never pinned an application to the Taskbar, it's a simple process. On Windows 7, click the Start button on the Taskbar and find the program you'd like to pin. Instead of starting the application, right-click the application's icon and choose Pin to Taskbar. From that point forward, you will be able to start the application by clicking its shortcut on the Taskbar. 

Pin a application to the Taskbar  

In the image below, you can see icons for applications that I use every day, and have pinned to my Taskbar. (For instance, at the far right you can see Adobe Captivate  and Adobe FrameMaker.)

Some of Kevin's pinned applications.

Of course, I use Adobe RoboHelp every day too. And I was bummed out when I went to pin RoboHelp to my Taskbar and did not see the Pin to Taskbar menu item. What gives? Was there something within RoboHelp's code that prevented pinning? Was my Taskbar somehow inadequate? Perhaps there is a limit to the number of applications I am allowed to pin?

It turns out that the issue is quite simple. According to the folks at Adobe (who I contacted about this), applications containing the word "help" cannot be pinned to the Taskbar. Since RoboHelp is called, well… RoboHelp, that's the end of that.

Not so fast…

While applications with the word "Help" in the name cannot be pinned to the Taskbar, the folks at Adobe told me that it's simple enough to change RoboHelp's name on the computer (without fouling up anything at all).

Find RoboHelp's application icon by clicking Start (just as you would any other application). Once again, don't start the application. Instead, right-click the icon and choose Properties. On the General tab, change the name to something similar to RoboHelp HTML, except don't use Help. I changed my RoboHelp icon to simply RoboHTML.

Change the name of a shortcut. (Don't use Help in the name.)  

After clicking the OK button, I was able to right-click the RoboHTML icon and, eureka, Pin toTaskbar was an available menu item. I am happy to report that RoboHelp (I mean RoboHTML) is now in its rightful home, alongside Captivate and FrameMaker.

RoboHTML pinned to the Taskbar. 

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Looking to learn Adobe RoboHelp quickly? I offer a live, online class covering RoboHelp once each month. It's a two-day class, and provides an awesome jump-start to using this fantastic tool.

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Adobe RoboHelp: Top 10 Mistakes to Avoid When Creating a Help System

Neil Perlin has written a well-rounded white paper covering the top mistakes Help authors make when creating a Help System.

Among the mistakes:

  • Not developing mechanisms to support content consistency
  • Not developing mechanisms to support format consistency
  • Not revisiting project design in light of 'environmental' changes
  • Not planning to test QA (Quality Assurance) and usability
  • Not planning to create an index  

Read more