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Using DRM at Infor - IXIASOFT User Conference 2016

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Presented by Dianne Duffy & Chris Morrison, Information Architects, Infor at the IXIASOFT User Conference 2016.

This presentation was part of a roundtable session specifically for advanced DRM users and featured DRM case studies presented by Ericsson, Infor, and SAP.

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Using DRM at Infor - IXIASOFT User Conference 2016

  1. 1. 1Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Copyright © 2016. Infor. All Rights Reserved. www.infor.com 1Infor Confidential Using DRM at Infor Presenter, Title, Company Using DRM at Infor chris.morrison@infor.com dianne.duffy@infor.com
  2. 2. 2Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Agenda •  Usage •  Problems solved •  Lessons learned •  Best practices
  3. 3. 3Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential We build beautiful business applications with last mile functionality and scientific insights for select industries delivered as a cloud service.
  4. 4. 4Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential 73,000 customers 3rd largest ERP company 200+ countries & territories 14,000 employees 2.8B revenue $100B trade in commerce cloud 25,000 suppliers in commerce cloud 30 banks in commerce cloud 1,248+ go lives last year Infor’s global presence 4,700+ cloud customers
  5. 5. 5Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Usage •  Our documentation team manages a growing number of products across multiple release cycles –  Products: 52 –  Libraries: 2 –  Releases: 81 –  Versions: 120 –  Maps: 1280 •  Number of objects (en-us): 66,000, (all): 150,000 •  Number of DITA CMS users: 84 •  Number of language translations: 36
  6. 6. 6Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Language Translations Tier 1 (11) •  English (source) •  Brazilian Portuguese •  Dutch •  French •  German •  Italian •  Japanese •  Russian •  Simplified Chinese •  Spanish •  Swedish Tier 2 (25) •  Arabic •  Bulgarian •  Canadian French •  Croatian •  Czech •  Danish •  Finnish •  Greek •  Hebrew •  Hindi •  Hungarian •  Indonesian •  Korean •  Latvian •  Lithuanian •  Norwegian •  Polish •  Portuguese •  Romanian •  Slovak •  Thai •  Traditional Chinese •  Turkish •  Ukrainian •  Vietnamese
  7. 7. 7Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential What we needed to do •  Identify centrally-defined set of product, release, and version metadata tags •  Create scheme that is meaningful –  Intuitive for writers –  No arbitrary version numbers assigned by the CCMS •  Associate objects (maps, topics, and images) with specific products, releases, and versions •  Search for objects associated within a specific product version, across all versions of a product, or across multiple products •  Identify where objects are reused across products and versions •  Concurrently update objects associated with multiple releases •  Publish deliverables by version
  8. 8. 8Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Solution: DRM •  New types of file objects were added to the DITA CMS, product, release, and version map specializations, to support the release management feature •  A DRM administration role was created to use the DRM view to maintain products, releases, and versions •  Detailed product, release, and version information about a topic or image was added to the Information view •  A DRM search panel was added to allow for filtering on product, release, and version
  9. 9. 9Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Maintaining multiple versions •  Ability to maintain multiple versions is key to our success •  For example, maintaining three sets of source content for the same product –  Release 9.9—already released •  Republish version 9.9 content based on changes made in 10.0 –  Release 10.0—scheduled for release in two weeks •  Some content updates will be applied to version 9.9 •  Some updates are unique to this version –  Release 10.1— scheduled for release next quarter •  Work is concurrent with 10.0 release •  80% of topics are shared with earlier versions •  Source content uses a common file for product names –  Not release-specific –  Reused from release to release
  10. 10. 10Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Lessons learned Determine your DRM structure first DRM Description Product The unit that a customer purchases and implements, and has one or more associated releases. Release The level that is used to group together versions of a product. DITA maps and topics are not directly associated with the DRM release. Version The level that is used to associate DITA maps, topics, and images. When you define a map, you must associate it with a version. A version contains the actual documentation objects. A project coordinator must set up a version for the release versions before you can create content for that version. When you create content, you must associate it with a version. You can use the same content object in more than one version.
  11. 11. 11Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Lessons learned •  Plan how release and version information are identified in your output –  Cover page –  Publication information such as month, day and year –  Product name –  Publication channels
  12. 12. 12Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Lessons learned •  Do not underestimate the complexity of explaining the DRM to your users •  Provide a variety of training methods for the CMS users on the DRM concept –  Self-learning videos –  User guide with chapter on DRM concepts and usage –  Classroom training
  13. 13. 13Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Best practices •  Assign a central point person to maintain the DRM versioning •  Meet with the product teams to discuss the DRM at least one month prior to importing content into the DITA CMS •  Write a standard for naming your DRM versions –  What is a major release? –  What is a minor release? •  Understand the release schedule and how you want to associate it to the DRM
  14. 14. 14Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Best practices •  Determine if you need to re-publish all deliverables for every DRM version •  Determine whether or not one product should be set up as multiple products in the DRM •  Understand how the product’s version scheme is represented to customers •  Understand the setup of key documentation deliverables
  15. 15. 15Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Future considerations •  Evaluate the impact of multiple languages in the DRM (best practices) •  Evaluate the workflow process for localizations •  Provide administrative tools that allow us to: –  Rename DRM version including container objects –  Search for containers associated with a DRM product and version •  Associate a secondary product DRM for specific type of maps. For example, two DRM products with one integration guide
  16. 16. 16Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential Questions? Contact Information Chris Morrison – chris.morrison@infor.com Dianne Duffy - dianne.duffy@infor.com Corporate website www.infor.com
  17. 17. 17Copyright © 2016. Infor. All Rights Reserved. www.infor.comInfor Confidential

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