The Logical Blog by IconLogic

Adobe RoboHelp 2022: Reusing Image Alt Text and Titles

When adding images to a RoboHelp project, it's a best practice to add Alternate Text and an Image title to every image.

Alternate Text serves two purposes. The alternate text appears in the published output if the image cannot be displayed to the user for any reason. For visually impaired users, assistive devices such as screen readers read the Alternate Text out loud, making alternate text critical if you're trying to meet or exceed Section 508 standards.

An Image title is a brief description of the image. This title appears when the user runs their mouse over the image.

If you plan to reuse an image in multiple project topics, I've created a short video demonstrating how to repurpose the image, the image title, and its alternate text all in one shot. (Spoiler alert: the copy and paste command is your best friend!)

Looking for RoboHelp training or support? We've got you covered with our classes and virtual mentoring.

Adobe FrameMaker: Symbols, Superscripts, and Character Formats

I recently mentored someone on Adobe FrameMaker. As a follow-up, I received the following request for help regarding working with symbols and baseline shifts.

I hope this email finds you well. I’m still improving upon my FrameMaker skills, thanks to you! I’ve been searching for a way to change the baseline of a character. In the legal copyright and trademark statement, I want a symbol such as a copyright but have it large enough for the general public to read. I can set my character designer at a larger font; however, it is too high. Does Framemaker have the ability to change the baseline of a character?

Here is one quick solution:

Choose Format > Character > Designer and set the window to As-Is. (The As-Is option will let you select which specific attributes get included with the new style.)

From the lower left of the dialog box, select Superscript.

Create a new style called something like Copyright symbol.

Type some text in the FrameMaker document and then go to the Insert menu and choose Symbols > Copyright.

For the moment, the symbol is aligned with the text. But not for long.

Choose Format > Character > Catalog.

Select the symbol and then, from the Character Catalog, click your new Copyright symbol character style.

The selected symbol is now raised above the baseline.

Adobe RoboHelp: Searching Made Even Better

When I teach RoboHelp, I tell my students and the three main areas users will rely on to get help in a help system are the table of contents (TOC), Index, and Search. Of the three, Search wins the award for being the most used feature.

One thing to avoid in a TOC is bloat--a TOC that has so much content that it's difficult, if not impossible, to find anything quickly. Because users will first rely on Search, keeping the content on the TOC streamlined is a great idea. However, if a topic is not on the TOC or referenced by a link or cross reference by something on the TOC, the topic won't be searchable. This presents a conundrum. If you want to keep your TOC streamlined, but the TOC is tied to Search, what's a RoboHelp developer to do?

The solution is to create an extra section on the TOC. Put anything you want to be searchable in that section. (You can add all of your topics if you'd like.)

On the Content Properties panel, select Hide in output.

Generate the output. The "hidden" TOC content will not appear on the TOC, but will be searchable.

Check out this video demonstration of the process.

ADOBE ROBOHELP: Publish to SharePoint

by Willam Van Weelden, COTP

You can host output from Adobe RoboHelp on multiple hosting platforms. When your company uses SharePoint, you can even leverage the power of SharePoint to host your help.

 

Leveraging SharePoint has a major benefit: Access control. Using SharePoint’s access control of document libraries, you can control who in your organisation can view your help system. Note that access is limited to people who have access to SharePoint, so that generally rules out clients and customers without a login to your corporate network.

 

Before you publish to SharePoint, make sure you have a Document Library in SharePoint where you have read and write rights.

 

Set up a SharePoint output

 

To create an output for SharePoint, the best results are achieved with Responsive HTML5 special SharePoint output. In the Single Source Layout settings, go to the SharePoint page. At the bottom, expand the Advanced Options section and select Generate SharePoint Native Output before Publishing.

 

 

Simply generate your output. RoboHelp will create two folders: the normal output and the SharePoint output:

 

 

Publish to SharePoint

 

RoboHelp has a built-in feature for publishing to SharePoint. Unfortunately, it only supports SharePoint 2007 and 2010/2013 on premises. If you are using SharePoint Online, the best option is to open the document library, and drag and drop the RoboHelp output. Alternatively, use the Upload Folder feature in SharePoint to upload the project.

 

 

To access the Help system from within SharePoint, open index.aspx. The help looks and works just like a regular help output. You can copy the URL of the index.aspx file to allow others to open the help immediately.

 

 

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Willam van Weelden is a Certified Online Training Professional (COTP), veteran Help Author, RoboHelp consultant, and technical writer based in the Netherlands. He is an Adobe Community Professional, ranking him among the world's leading experts on RoboHelp. Willam’s specialties are HTML5 and RoboHelp automation. Apart from RoboHelp, Willam also has experience with other technical communications applications such as Adobe Captivate and Adobe FrameMaker.

 

Adobe Announces Major Updates its Technical Communication Suite

Adobe annnounced a major update to its Technical Communcaiton suite on January 31. The suite, which is available now, is a collection of tools including FrameMaker, RoboHelp, Captivate, Presenter, and Acrobat. Here's a brief overview of the tools that make up the suite:

 

Adobe FrameMaker 2017

 

Author and publish multilingual technical content across mobile, web, desktop, and print with FrameMaker. Easily work with unstructured and structured content in the same documentation. Work faster and smarter with advanced XML/DITA capabilities. Explore FrameMaker’s endless possibilities faster with reorganized and more logial menus and the new Command Search. Publish content as Responsive HTML5, Mobile App, PDF, EPUB, and more. And all this in the brand new high-dpi screen compatible interface.

 

Adobe RoboHelp 2017

 

Create and deliver policy and knowledge base content for any device. Publish next-generation Responsive HTML5 layouts. Help users find relevant content faster with best-in-class search, including search auto-complete. Dynamically filter content for personalized Help experiences. Generate content-centric mobile apps.

 

Adobe Captivate 9

 

Captivate helps you create attractive and instructionally sound eLearning. Go from storyboarding to Responsive eLearning using a single tool. Dip into the exclusive asset store to enrich your content. Create amazing courses that run seamlessly across desktops and mobile devices.

 

Adobe Acrobat Pro DC 2015

 

Acrobat changes the way you work with important business documents. Create, edit, and sign PDFs anywhere with the new Acrobat DC mobile app. Protect important documents. Send, track, and confirm delivery of documents electronically.

 

Adobe Presenter 11

 

Presenter transforms your PowerPoint slides into interactive eLearning with stunning assets and quizzes. Leverage HTML5 publishing to deliver courses to desktops and tablets. Track learner performance with the integration of leading LMSs.

 

Learn more about the Technical Communication Suite

PDF Forms: Part 3

by Sally Cox  

During the first article in this series, I covered the process of creating a PDF. In the second article you learned how to add text fields to a postcard PDF. (You can download the PDF from that article if you want to follow along.)

This time I'd like to show you how to add a drop-down menu to the PDF form.

Below is an image of the postcard you learned to modify last time. There are three text fields and I've named them: "Date," "Name," and "City." 

 

When the user submits the form, the data you get back is "Name=Value." If you leave fields unnamed and the user enters "Reno" as their city, you will receive "Text Field 3=Reno." It would make sense to receive "City=Reno." So please, name those text fields!

Adding a Dropdown Menu

I need a drop-down menu for the user to pick their state. In this example, I will just include a few states, but you will get the idea.

Note: Because I already turned the PDF into a form and I am just editing it, I chose Prepare Form and was taken directly to the form tools.

I clicked the Dropdown List tool from the Forms toolbar (6th from the left--blue when it's selected).

 

Click and drag to positon the drop-down object. 

Editing the Properties

Double-click or right-click the object to edit its Properties.

On the General tab, name the drop-down list and add a Tooltip.

 

 

 

Tooltips are helpful in two key scenarios: 

1. If the user is disabled and is using a screen reader to read the content. The screen reader cannot read images but the tooltip will be read, so the user can know what content is intended there. You want your content to be accessible to everyone, don't you?
2. If images are disabled by the user (some people do it for speed, although images are important to me!)

From the Appearance tab, choose a Fill and Stroke. I reduced the text size a bit, too (the default is 12, which is gigantic). You can preview the form and make changes as needed.

 

I usually skip the Position tab, but you can use this section to accurately pinpoint the drop-down's location on the page.

I added my responses via the the Options tab. (I tend to make Item and Export Value the same but you can name the Item differently if you wish.)

Tip: I typically add a final response called "Select One." It appears at the bottom of the list and I want it to be the default, so I move it up the list by selecting it and tapping the "Up" button.

 

The response that is highlighted will be the default--in the example above, the user will see Select One as the default.

Here is the Final drop-down List

Here is the postcard with the drop-down list added.

 

Next time: Submit buttons.

Development Corner: Image Formats

by Sally Cox  

When it comes to adding images to websites, PowerPoint presentations, or eLearning projects, you will likely be given JPEGs, GIFs, or PNGs. Let's review the three most common image formats and why/when to use them.

JPEG

JPEG is short for "Joint Photographer's Experts Group." It is one of the most popular formats used on the web and in eLearning. JPEG compression (the act of making the image as small as possible while retaining as much quality as possible) is "lossy" compression, which means every time you save an image as a JPEG, it loses quality.

 

The first image above is a JPEG taken with my iPhone. In the second image, I have opened the file in Photoshop and zoomed in on the child's face.

 

 

 

  

 

The little squares you see in the closeup image are called "pixels." Every time you save an image as a JPEG, it loses some quality by throwing out pixels. So if you are editing an image in Photoshop, always save it as the native format first, which is a PSD (Photoshop Document).

 

In the Save As dialog box in Photoshop, choose "Photoshop" as the file format. This saves as a PSD and preserves all details. Then after you finish your edits, do another Save As and choose "JPEG." The original PSD remains fully intact.

 

The image below is an example of the same photo saved multiple times as a low-quality JPEG. Notice that that there is a squarish effect happening and details are lost. This effect is known as "JPEG artifact."

 

 

 

JPEGs use the "RGB colorspace," which has more than 16 million colors. This allows for beautiful continuous-tone images with fluid gradations and a full range of colors. It's a good choice for continuous-tone, but does not allow transparency or animation.

GIF

The "Graphic Interchange Format" (GIF) works in the "Indexed colorspace," so its color palette is quite limited--just 256 colors. GIFs do, however, support transparency and animation (the once-hated animated GIF is making a comeback; I see it every day on Facebook). The oldest format on the web (created in 1989), GIFs are saved as "lossless" compression.

In the image below, I have saved the image as a GIF and it contains just 256 colors. You can see that the image has lost some of its detail.

 

 

Here is an example of an image containing just 8 colors--all detail is gone and the image has a "posterized" effect.

 

 

 

GIFs are perfect for "flat color," i.e., logos or flat design graphics that don't have gradations or continuous-tone (remember: only 256 colors). 

 

PNG

 

The "Portable Network Graphic" was created (approved as a web standard in 1996) to provide high quality continuous-tone but also allow for transparency and animation.

PNGs are saved in the RGB colorspace, so they have the full range of 16 million+ colors. What I like best about PNGs is the ability to save transparency, which I use every day in my workflow. I save my graphics as high-quality PNGs and allow transparency (a checkbox I choose in Adobe Illustrator when I export a graphic to PNG).

In a recent project I wanted to use an image of a headset, and I needed the background to be transparent. I opened the image in Adobe Illustrator and set the Export PNG options to High Quality and set the Background Color to Transparency.

 

 

 

Thanks to the Transparency option, I had the freedom to overlay the headset on the green background shown below.

 

To Recap:

	JPEG	GIF	"PNG"
COLORS	16 MILLION +	256	16 MILLION +
TRANSPARENCY	NO	YES	YES
ANIMATION	NO	YES	YES
CONTINUOUS-TONE	YES	NO	YES
FLAT COLOR	NO	YES	YES

 

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If you'd like to attend some awesome 3-hour mini courses that focus on eLearning, check these out.

Adobe RoboHelp 2015: New Book Now Shipping

Adobe RoboHelp 2015: The Essentials

 

We are proud to announce that our "Adobe RoboHelp 2015: The Essentials" workbook is now shipping.

 

"Adobe RoboHelp 2015: The Essentials" is a self-paced, step-by-step workbook that will teach you the essential skills needed to create and deliver user assistance (Help systems, policies and procedures, and knowledgebases). By following step-by-step instructions, you will learn to create RoboHelp projects from scratch and how to add content via importing from Microsoft Word, Adobe FrameMaker, PDFs, and HTML.

 

You will learn to enhance your content with graphics, dynamic effects (DHTML), and multimedia (eLearning content created using Adobe Captivate). Enhance the navigation of your Help content by adding hyperlinks, indexes and glossaries. Improve your production efficiency by learning about cascading style sheets, variables, snippets, and master pages. Learn how to control the look of the final WebHelp output via Skins.

 

The output files you learn to generate (Single Source Layouts) will allow you to deliver content to the iPad and other tablets, smartphones, and desktops using output formats such as Responsive HTML5, WebHelp, Microsoft HTML Help, Adobe AIR Help, PDF and eBooks.

 

More information.

Adobe RoboHelp: Merging WebHelp

by Willam van Weelden  

I've previously taught you how to create links between Merged HTML Help projects. This time, let's tackle merged WebHelp. Merging WebHelp differs from merging HTML Help in that you select the RoboHelp project to merge instead of the output.

Prepare a Master Project

1. Open the master project's table of contents and click New Merged Project.
     
2. On the FlashHelp/WebHelp/Multiscreen/Adobe AIR tab, click the Browse button and open the RoboHelp project you want to merge.
     
3. Click the OK button to merge the project. (The child project will appear in the master project's TOC.)
     
4. Save your project and generate your master project.

Generate Merged Projects

Once you've created the master project, you need to generate the merged projects to the correct folder in the master project's output folder.

When you generated the master project, RoboHelp created the following folder structure:

   

For every child project, place the WebHelp output into the mergedProjects\<project name> folder. (Meaning that the child project called Child 1 has to be placed in the folder WebHelp\mergedProjects\Child 1.)

Once you generate all child projects to the correct location, open the master project output to see the results:

 

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

eLearning: Become a Pedagogical Agent

by Jennie Ruby 

If you've taken any of our Adobe Captivate, Adobe Presenter, or Articulate Storyline classes, you are probably aware that these programs provide a selection of screen characters--cut-out pictures of professional actors in business, medical, or business-casual clothing posed as if they are talking to you. They are intended for use as a kind of avatar of the trainer.

There is research that shows that using a screen character as a pedagogical agent or learning coach, who speaks informally and appears to be giving the lesson, increases learning. (My reference for this is Ruth Colvin Clark and Richard E. Mayer, eLearning and the Science of Instruction.)

Over the past few weeks, I've had multiple students ask how hard it would be to use themselves as the learning coach. Believe it or not, becoming a pedagogical agent is easier than you think.

 

Put Your Picture into the Lesson. Place a professional head shot of yourself, your trainer, or expert on the introductory slide (including job title, credentials, etc.), and then have that individual record the audio narration for the project.

 

Create your own screen characters. Photograph your expert on a green screen background for a full set of screen characters in various poses. The IconLogic Blog has a whole series of articles on how to do this:

 

Green Screen Part I

Green Screen Part II

Green Screen Part III

Green Screen Part IV

 

Create cartoons of yourself or your in-house experts. You can use the images over and over in on-going training videos. Here is one article to get you started: Using Bitstrips Characters.

If you don't have specific, known individuals in your company to act as your learning coaches, you are not stuck with the same four or five actors that come with your software. You can purchase additional screen characters from The eLearning Brothers. Or you can just make good use of some inexpensive clip art. By trimming out the background in ordinary office photographs, you can get some nice effects.

 

Whether you use generic actors or your own home-grown experts, screen characters are an excellent way to add the personalization, engagement, and local feel that will bring your eLearning to the next level.

 

Once you have your screen characters, how do you know what to make them say? Join me for an afternoon mini course on writing voiceovers to find out.