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White PapersNew White Paper: Conditional Text See also: Convert easily from a modular WinHelp System to RoboHelp HTML Conditional TextWhat is conditional text?Conditional text is an extension of the old build tags from earlier versions of RoboHelp. Build tags used to exclude whole topics from a build. This gave the Help author the flexibility to produce different versions and outputs from one set of source files. Now with the new conditional text feature, you can exclude at the paragraph, character and image levels for greater flexibility of multiple versions and outputs. Then Preview lets you view a conditional text build without compiling. With the ability to exclude certain topics, text, and/or graphics from a compile, you have the ability to build any number of different versions and outputs for all sorts of purposes and audiences from one set of source files. And with the ability to save separate versions and outputs with layouts and processing multiple versions and outputs with batch, you have powerful possibilities. Conditional text exampleYou have been assigned to write a human resource guide for three audiences: managers, HR, and everyone else. Most of the information in the HR guide is the same for everyone, however, there is some sensitive information for HR and management. HR is allowed to see all the HR sensitive information but not see the management sensitive information, just as; management can only see management sensitive information, not HR sensitive information. You should use two conditional build tags, one for HR sensitive information and one for the management sensitive information to exclude/include as appropriate. When you build for "everyone else," you will need to exclude both HR and Management conditional tags. Features of conditional text
Create conditional textAdding tags to a whole topic is different than adding a tag to text, character, and graphics within a topic.
Create conditional build tagsThe first step to add conditional text is to make a conditional build tag. The conditional build tag identifies the marked conditional text by color and name. Conditional build tags are created and stored in the Conditional Build Tag folder. Then these tags can be added to one topic at time or multiple topics simultaneously or added to text, character(s) and images within a topic. Create a conditional build tagColor-coded conditional build tags gives the Help author a quick visual cue to identify what tag is attached to the conditional text within a topic; however, when added to exclude a whole topic, it is not visually apparent. (You’d have to check Properties to see if a tag has been added to the whole topic.)
Your screen looks similar to the one shown below:
Add conditional build tags to topicsThere is more than one way to apply tags to a topic or multiple topics, but opening the Topics List on the right and using Properties is an easy way. Either add to one topic at a time or multiple topics simultaneously. Apply a conditional built tag to one topic
Apply a conditional build tag to multiple topics simultaneously
Apply conditional build tags within a topic
Benefits and limitations of conditional text
Preview tagged conditional textThis new feature let’s you preview topics with conditional text applied within a topic so you do not have to compile (generate). You can even redefine the build on-the-fly while you preview.
Convert easily from a modular WinHelp system to RoboHelp HTMLGood choice to switch to RoboHelp HTML because modular WinHelp systems are typically very large, and HTML Help is approximately 50% smaller. Since you are dealing with multiple Help projects, and are planning to keep the Help system modular, let’s do it as gracefully as possible. Good planning is key. Also remember that WinHelp systems are a lot easier to deploy to the users, HTML Help is going to take more planning for its deployment and its software requirements differ. Let’s start with the structure. Modular Help systems should all be in the same folder (if WinHelp all the CNTs and HLPs or HTML all the CHMs.) Hopefully there are secondary folders for each separate Help project. Then the CNTs & HLPs are added to the main folder when updated. (you should know where one Help project begins and another one starts) so you can add any updated CNTs and HLPs to the main folder for the deliverable files. So you have one primary folder with all applicable CNTs and HLPs from every Help project in the modular Help system and a set of secondary folders—one secondary for each Help project. This structure will be the same for HTML Help (one main folder for the deliverable CHMs and then the secondary folders for each Help project with all the files for that Help project contained). Tip: know where one Help project begins, and another begins. I’m not saying WinHelp modular and HTML modular are the same, they are not. They have their similarities but there are some differences that must be observed. Planning — Before you convert Be aware of the differences between WinHelp and HTML because that helps determine the amount of clean-up work after the conversion You are going to be converting more than one WinHelp project, because of the modularity of the current system. You will need to create HTML Help projects with each .HPJ file separately so all the jumps/links work. You are probably going to have some clean-up work after converting to HTML Help because of the differences between HTML Help and WinHelp. Listed below are some of those differences to keep in mind because time will be required to fix as necessary.
Tip: Do not keep the default gray background. Planning to use the HPJ? or HLP? (probably your most important decision) When you convert your WinHelp project into RoboHelp HTML, you have the choice of using either the HPJ file or the HLP file. Each has its advantages and disadvantages. It could be your most important decision. Because this is a modular Help system, you will see that a benefit is to convert from the HPJ to keep external hotspots active in the HTML Help project. Benefits of the using the HPJ
Prototype conversion Because this is a modular WinHelp system I recommend you convert using the HPJ because it would require less cleanup work after the conversion. See advantages above. Before you convert all the WinHelp projects, convert one project that is typical of the entire modular WinHelp project. Try it several different ways with different selections on the conversion wizard. Try the finished project and get a feel of how much clean-up will be needed. Since modular Help systems require no spaces in the file name, you might have to rename the HTML Help system. Rename inside RoboHelp not Windows Explorer. Continue Converting the entire modular system Make a new folder for the HTML Help system. Remember with modular Help systems, all CHMs that are going to work together to be a modular Help system and be delivered to the end users or the Help developer, in the same folder. If this was done correctly in WinHelp, I would certainly mirror the folder structure. More folders will be needed to hold each separate Help project that will later combine the most up-to-date CHM in the main deliverable folder. For example, then when you are out in Windows Explorer, by sorting alphabetical by folder, you can identify all the files that belong to each Help system. You can only open one project at a time. As with any conversion, make sure the WinHelp project is backed up. Use the settings as determined in the prototype. Make sure the Help author who is going to do the work is familiar with the structure of the WinHelp project and possible problems. Convert the remaining Help projects into a new folder for each Help project using the HPJ files for each one. Rename any that have spaces in the name of the MPJ file. This must be done inside RoboHelp HTML. Consider the hardware and software requirements for RoboHelp HTML for the end users: Hardware/Software Requirements for RoboHelp HTML End Users
Standalone Help: Additional Requirements for the end-users
Context Sensitive: Additional Requirements for the end-users Along with the CHMs:
Note: If you cannot find the HHActiveX.dll in Windows Explorer, it is because you have the file set as hidden. Unhide: double-click My Computer on your desktop, click the View menu, click Folder Options, click View tab, check "Show all files, and click OK. You can also find the HHActive X.dll on your RoboHelp Install CD in the REDIST folder. How to create consistent index entries across all Help, if you are working in a multiple authoring environment.Frequently there are multiple Help authors working on the same Help project. This presents the problem of how to make the index consistent. RoboHelp has a number of build-in options to help keep the index consistent, and you must also have good communication among the Help authors. The following is a list of ideas and options to help build a consistent index across Help in a multiple authoring environment for a modular WinHelp system:
Plan early, before you start adding the first index word inside RoboHelp. Not only should the index be built into your timeline, you need time to plan and communicate with the Help authors assigned to the team. Make sure all understand the processes used and agree on project objectives. It is a good idea for one Help author to take responsibility for the index. If this Help author is new to indexing, the Art of Indexing by Larry Bonura is an excellent book to read. A number of decisions need to be made to keep the index consistent, and when possible add a paper or electronic style sheet of index rules for the group. Following is a list of typical questions for the group to ask and resolve:
RoboHelp has a tool called the Smart Index Wizard that helps find and create index entries. The Smart Index Wizard contains a list of default ‘Noise’ words you can add to (words you do not want assigned to the index), and a list where you add words and phrases you do want to add to the index called Custom phrases.
A number of default noise words are listed in the Always Ignore list. You can add words appropriate to your Help system here that you do not want in the Help system. The always Ignore list creates a ALWYSIGN.WLF text-only file that the members of the Help team can view in Notepad. However, only one Help author can edit this file at a time which is a good reason for having one Help author responsible. Add the noise word file to a path where all the Help authors can access the file. RoboHelp also provides the Custom phrase list which can include all words and phrases you want to add to the index. You can add words appropriate to your Help system here that you want in the Help system. It creates a PHRASE.WLF text-only file that the members of the Help team can view in Notepad. However, just like with the Always Ignore list, only one Help author can edit this file at a time. Add the Custom phrase list where all the Help authors can access the file. RoboHelp Classic (WinHelp) has several very helpful reports about the index, these reports can also be printed for the rest of the group or emailed to each group member.
These RoboHelp options for keeping the index consistent are excellent, but these go hand-in-hand with good communication between all members of the Help team as the communication matches the project objectives.
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