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Category: Content creation and design (Page 55 of 70)

Technologies and strategies for authoring and editing, including word processors, structured editors, web and page layout and formatting, content conversion and migration, multichannel content, structured and unstructured  data integration, and metadata creation. 

Syncro Soft Updates Oxygen XML Editor and XML Author

Syncro Soft Ltd announced the immediate availability of version 11.1 of its XML Editor and XML Author. Oxygen combines content author features like the CSS driven Visual XML editor with a fully featured XML development environment. It has ready-to-use support for the main document frameworks DITA, DocBook, TEI and XHTML and also includes support for all XML Schema languages, XSLT/XQuery Debuggers, WSDL analyzer, XML Databases, XML Diff and Merge, Subversion client and more. Version 11.1 of <oXygen/> XML Editor improves the XML authoring capabilities, the support for XML development and also a number of core features. The visual XML authoring now uses schema information to provide intelligent editing actions that help keep the document valid and provide a better editing experience. The new compact representation of tags and the quick up/down navigation features improve the ergonomics and the usability. <oXygen/> can use any XQJ compliant XQuery processor for XQuery transformations, different error levels and external references can be specified for Schematron messages and the XProc support was improved with better editing and execution. The XML format and indent operation can use DTD/schema information to provide better formatting and the find and replace is now XML-aware and can accept XPath filtering to delimit the search scope. Starting with version 11.1 the diff and merge support from oXygen is available also as a separate application, oXygen XML Diff. Oxygen XML Editor and XSLT Debugger is available immediately in three editions: Multi-platform Academic/Personal license costs USD 64.00 (includes the one year support and maintenance pack). Multi-platform Professional license costs USD 349.00; Multi-platform Enterprise license costs USD 449.00. Oxygen XML Author is available immediately in two editions: Multi-platform Professional license costs USD 199.00; Multi-platform Enterprise license costs USD 269.00. http://www.oxygenxml.comhttp://www.syncrosvnclient.com

Design Science Announces MathType 6.6

Design Science announced the release of MathType 6.6 for Windows, featuring support for Windows 7’s handwriting recognition feature as well as extending its support to over 350 applications and websites in areas such as education, elearning, calculation, word processing, presentation, email, blogs and wikis. Among the newly supported applications and websites are Google Docs, Gmail, Blackboard and many others. For the last year, the company has been implementing its Equations Everywhere and Anywhere! initiative, enhancing MathType to eventually work with virtually all the applications and websites used by students, teachers, professors, elearning authors, scientists and engineers. With this new release, MathType now works with over 350 applications and websites. It also features an accompanying “Works With …” web application that shows detailed instructions on how best to use MathType with each product. MathType is US $57 for academic users, $97 for non-academic users; upgrades are US $37 for academic users, $49 for non-academic users. Anyone can download MathType from the Design Science website and try it free for 30 days. http://www.dessci.com

Inmedius Releases iConvert for Conversion of Complex Technical Documents

Inmedius, Inc. announced the general release of iConvert, a comprehensive environment for the conversion of documents into structured eXtensible Markup Language (XML). The software supports conversion from legacy paper, Microsoft Word or PDF files. iConvert also comes pre-configured for XML conversion of original S1000D, 40051B and ATA documents, and supports any Document Type Definition (DTD) or XML schema. iConvert synchronizes the original document with the converted XML document in a multi-pane, on-screen display. This approach to XML conversion should allow for the continuous fine-tuning of document conversion rules for increased automated transfer. iConvert’s has modified its user environment and workflow design that guides the user through the XML conversion process. At the same time, iConvert provides a visual inspection of the original document that is synchronized with the configured XML output. During this step, the end-user should be able to drag and drop both unconverted pieces of data, as well as content that has been transformed properly. User defined rules files applied to create the original conversion are updated, allowing for a second pass with increased accuracy. http://inmedius.com/

SDL XySoft Releases Significant New Version of SDL Contenta S1000D Software

SDL XySoft announced a new release of its SDL Contenta CSDB software designed to support the latest version of the S1000D specification, Issue 4.0. This new release manages multiple versions of the specification in one CSDB. This capability is meant to help eliminate the costly step of converting legacy S1000D data modules and is a tool for aerospace or defense programs that are required to maintain multiple versions of the specification at the same time. SDL Contenta S1000D is integrated with SDL’s publishing technology, which supports the generation and delivery of both Type 1 and Type 2 IETPs. The SDL Contenta S1000D 4.0 solution package comes complete with sample publication formatting styles and IETP skins. The new release of SDL Contenta S1000D also provides support for the new SCORM content package and Learning Data modules. SDL Contenta 4.0 also takes advantage of the new S1000D 4.0 data model/schema that makes it easier to author content, provides more intuitive XML tags, and adds more consistency and coherence to the specification. This added level of flexibility makes the S1000D specification an option to businesses outside of aerospace and defense, particularly in markets such as manufacturing, transportation and heavy machinery. http://www.sdlxysoft.com

Once Upon a Time…

… there was SVG. People were excited about it. Adobe and others supported it. Pundits saw a whole new graphical web that would leverage SVG heavily. Heck, I even wrote a book about it. 

Then things got quiet for a long time…

However, there are some signs that SVG might be experiencing a bit of a renaissance, if the quality of presentations at a recent conference is a strong indication. It’s notable that Google hosted the conference and even more notable that Google is trying to bigfoot Microsoft into supporting SVG in IE, a move that would substantially boost SVG as an option for Web developers.

So a question for those out there interested in SVG. Where are some big projects out there? Are there organizations creating large bases of illustrations and other graphical content with SVG? I would love to talk to you and learn about your projects. You can email me or comment below.

UPDATE: Brad Neuberg of Google, who is quoted in the InfoWorld article linked above, sent along a link to a project at Google, SVG Web, a JavaScript library that supports SVG on many browsers, including Internet Explorer, Firefox, and Safari. According to the tool’s website, using the library plus native SVG support, you can instantly target ~95% of the existing installed web base.

UPDATE: Ruud Steltenpool, the organizer for SVG Open 2009, sent a link to an incredibly useful compendium of links to SVG projects, tools, and other resources though he warns it is a little outdated.

JustSystems Announces XMetaL Author Enterprise and XMetaL Reviewer 6.0

JustSystems announced the availability of XMetaL Author Enterprise 6.0 and XMetaL Reviewer 6.0, the latest versions of the company’s collaborative XML structured authoring and document reviewing software tools. New in this release is an integration between the two products that unifies the XML authoring process with real-time, distributed web-based reviewing to accelerate documentation cycle. The XMetaL Author Enterprise 6.0 and XMetaL Reviewer 6.0 integration is designed for unified authoring and reviewing, so that authors have tools to initiate and manage reviews as well as a set of specialized editing commands that help them directly act upon suggestions. This integration works with the Darwin Information Typing Architecture (DITA) standard as well as other industry standards. Other key features of the new release include– an unlimited number of documents can now be managed within the realm of a single project; a rendition can be associated with the project and used for direct navigation from the place in the final document’s layout to the originating topic that is under review; and arbitrary attachments can be associated in any number with projects, project cycles and drafts. http://www.justsystems.com

SharePoint 2010 – The Big Story

I spent a couple of days at the SharePoint conference two weeks ago with about 8000 others. Many attendees were customers, but the majority seemed to be Microsoft partners. It would be difficult to overstate the enthusiasm of the attendees. The partners especially, since they make their living off SharePoint. There has been a lot of useful reporting and commentary on the conference and what was announced as part of SharePoint 2010, which you can find on the web, #spc09 is also still active on Twitter, and videos of the keynotes are still available at: http://www.mssharepointconference.com.

As the conference program and commentary illustrate, SharePoint 2010 is a major release in terms of functionality. But the messaging surrounding the release provides some important insights into Microsoft’s strategy. Those of you who were at Gilbane San Francisco last June got an early taste of Microsoft’s plans to push beyond the firewall with SharePoint – and that is the big story. It is big because it is a way for Microsoft to accelerate an already rapidly growing SharePoint business. It is big for a large number of enterprises (as well as the SharePoint developer/partner ecosystem) because it is a way for them to leverage some of their existing investment in SharePoint for building competitively critical internet applications – leverage in expertise, financial investment, and data.

The numbers are telling. According to an IDC report Microsoft Office and SharePoint Traction: An Updated Look at Customer Adoption and Future Plans, IDC # 220237, October 2009, of “262 American corporate IT users, just 8% of respondents said they were using SharePoint for their Web sites, compared to 36% using it for internal portals and 51% using it for collaborative team sites.” (the report isn’t free, but ComputerWorld published some of the numbers).

Can Microsoft increase the use of SharePoint for Web sites from 8% to 36% or 51% or more? Whether they can or not, it is too big an opportunity for them to ignore, and you can expect the market for web applications like content management to look a little different as a result. Of course SharePoint won’t be the right solution for every web application, but Microsoft needs scale, not feature or market niche dominance.

There are more pieces to this, especially integration with Office 2010, which will have a major impact on the scale of penetration. We’ll look at that issue in another post.

You can see why SharePoint is a major topic at Gilbane Boston this year. Join us next month to continue the discussion and learn more.

SharePoint – Migrating the Office Franchise to the Web

Microsoft has a lot to lose if they are unable to coax customers to continue to use and invest in Office.  Google is trying to woo people away by providing a complete online experience with Google Docs, Email, and Wave.  Microsoft is taking a different tact.  They are easing Office users into a Web 2.0-like experience by creating a hybrid environment, in which people can continue to use the rich Office tools they know and love, and mix this with a browser experience.  I use the term Web 2.0 here to mean that users can contribute important content to the site.

SharePoint leverages Office to allow users to create, modify, and display “deep[1]” content, while leveraging the browser to navigate, view, discover, and modify “shallow[1]” content.  SharePoint is not limited to this narrow hybrid feature set, but in this post I  examine and illustrate how Microsoft is focusing its attention on the Office users.  The feature set that I concentrate on in this post is referred to as the “Collaboration” portion of SharePoint.  This is depicted in Microsoft’s canonical six segmented wheel shown in Figure 1.  This is the most mature part of SharePoint and works quite well, as long as the client machine requirements outlined below are met.

Microsoft Office Sharepoint Server 2007

Figure 1: The canonical SharePoint Marketing Tool – Today’s post focuses on the Collaboration Segment

Preliminaries:   Client Machine Requirements

SharePoint out-of-the-box works well if all client machines adhere to the following constraints:

  1. The client machines must be running Windows OS (XP, Vista, or WIndows 7)
    NOTE: The experience for users who are using MAC OS, Linux, iPhones, and Google phones is poor. [2]
  2. The only truly supported browser is Internet Explorer (7 and 8.) [2]
    NOTE: Firefox, Safari, and Opera can be used, but the experience is poor.
  3. The client machines need to have Office installed, and  as implied by bullet 1 above, the MAC version of Office doesn’t work well with SharePoint 2007.
  4. All the clients should have the same version of Office.  Office 2007 is optimal, but Office 2003 can be used.  A mixed version of Office can cause issues.
  5. A number of tweaks need to be made to the security settings of the browser so that the client machine works seamlessly with SharePoint.

I refer to this as a “Microsoft Friendly Client Environment.”

Some consequences of these constraints are:

  • SharePoint is not a good choice for a publicly facing Web 2.0 environment (More on this below)
  • SharePoint can be okay for a publicly facing brochureware site, but it wouldn’t be my first choice.
  • SharePoint works well as an extranet environment, if all the users are in a Microsoft Friendly Client Environment, and significant attention has been paid to securing the site.

A key take-away of these constraints is that a polished end user experience relies on:

  1. A carefully managed computing environment for end users (Microsoft Friendly Client Environment)
    and / or
  2. A great deal of customization to SharePoint.

This is not to say that one cannot deploy a publicly facing site with SharePoint.  In fact, Microsoft has made a point of showcasing numerous publicly facing SharePoint sites [3].

What you should know about these SharePoint sites is:

  • A nice looking publicly facing SharePoint site that works well on multiple Operating Systems and browsers has been carefully tuned with custom CSS files and master pages.  This type of work tends to be expensive, because it is difficult to find people who have a good eye for aesthetics, understand CSS, and understand SharePoint master pages and publishing.
  • A publicly facing SharePoint site that provides rich Web 2.0 functionality requires a good deal of custom .NET code and probably some third party vendor software.  This can add up to considerably more costs than originally budgeted.

An important consideration, before investing in custom UI (CSS & master pages) , third party tools, and custom .NET code is that they will most likely be painful to migrate when the underlying SharePoint platform is upgraded to the next version, SharePoint 2010. [4]

By the sound of these introductory paragraphs, you might get the wrong idea that I am opposed to using SharePoint.  I actually think SharePoint can be a very useful tool, assuming that one applies it to the appropriate business problems.  In this post I will describe how Microsoft is transitioning people from a pure Office environment to an integrated Office and browser (SharePoint) environment.

So, What is SharePoint Good at?

When SharePoint is coupled closely with a Microsoft Friendly Client Environment, non-technical users can increase their productivity significantly by leveraging the Web 2.0 additive nature of SharePoint to their Office documents.

Two big problems exist with the deep content stored inside Office documents (Word, Excel, PowerPoint, and Access,)

  • Hidden Content: Office documents can pack a great deal of complex content in them.  Accessing the content can be done by opening each file individually or by executing a well formulated search. This is an issue!  The former is human intensive, and the latter is not guaranteed to show consistent results.
  • Many Versions of the Truth: There are many versions of the same files floating around.  It is difficult if not impossible to know which file represents the “truth.”

SharePoint 2007 can make a significant impact on these issues.

Document Taxonomies

Go into any organization with more than 5 people, and chances are there will be a shared drive with thousands of files, Microsoft and non-Microsoft format, (Word, Excel, Acrobat, PowerPoint, Illustrator, JPEG, InfoPath etc..) that have important content.  Yet the content is difficult to discover as well as extract in an aggregate fashion.  For example, a folder that contains sales documents, may contain a number of key pieces of information that would be nice to have in a report:

  • Customer
  • Date of sale
  • Items sold
  • Total Sale in $’s

Categorizing documents by these attributes is often referred to as defining a taxonomy.  SharePoint provides a spectrum of ways to associate taxonomies with documents.  I mention spectrum here, because non-microsoft file formats can have this information loosely coupled, while some Office 2007 file formats can have this information bound tightly to the contents of the document.  This is a deep subject, and it is not my goal to provide a tutorial, but I will shine some light on the topic.

SharePoint uses the term “Document Library” to be a metaphor for a folder on a shared drive.  It was Microsoft’s intent that a business user should be able to create a document library and add a taxonomy for important contents.  In the vernacular of SharePoint, the taxonomy is stored in “columns” and they allow users to extract important information from files that reside inside the library.  For example, “Customer”,  “Date of Sale,” or “Total Sale in $’s” in the previous example.  The document library can then be sorted or filtered based on values that are present in these columns.  One can even provide aggregate computations based the column values, for example total sales can be added for a specific date or customer.

The reason I carefully worded this as a “spectrum”  is because the quality of the solution that Microsoft offers is dependent upon the document file format and its associated application.  The solution is most elegant for Word 2007 and InfoPath 2007, less so for Excel and PowerPoint 2007 formats, and even less for the remainder of the formats that are non-Microsoft products..  The degree to which the taxonomy can be bound to actual file contents is not SharePoint dependent, rather it is dependent upon how well the application has implemented the SharePoint standard around “file properties.”

I believe that Microsoft had intended for the solution to be deployed equally well for all the Office applications, but time ran out for the Office team.  I expect to see a much better implementation when Office 2010 arrives. As mentioned above, the implementation is best for Word 2007.  It is possible to tag any content inside a Word document or template as one that should “bleed” through to the SharePoint taxonomy.  Thus key pieces of content in Word 2007 documents can actually be viewed in aggregate by users without having to open individual Word documents.

It seems clear that Microsoft had the same intention for the other Office products, because the product documentation states that you can do the same for most Office products.  However, my own research into this shows that only Word 2007 works.  A surprising work-around for Excel is that if one sticks to the Excel 2003 file format, then one can also get the same functionality to work!

The next level of the spectrum operates as designed for all Office 2007 applications.  In this case, all columns that are added as part of the SharePoint taxonomy can penetrate through to a panel of the office application.  Thus users can be forced to fill in information about the document before saving the document.  Figure 2 illustrates this.  Microsoft  refers to this as the “Document Information Panel” (DIP).  Figure 3 shows how a mixture of document formats (Word, Excel, and PowerPoint) have all the columns populated with information.  The disadvantage of this type of content binding is that a user must explicitly fill out the information in the DIP, instead of the information being bound and automatically populating based on the content available inside the document.

 

Figure 2: Illustrates the “Document Information Panel” that is visible in PowerPoint.  This panel shows up because there are three columns that have been setup in the Document library: Title, testText, and testNum.  testText and testNum have been populated by the user and can be seen in the Document Library, see figure 3.

 

Figure 3: Illustrates that the SharePoint Document Library showing the data from the Document Information Panel  (DIP)  “bleeding through.”  For example the PowerPoint document has testText = fifty eight, testNum = 58.

 

Finally the last level on the taxonomy feature spectrum is for Non-Microsoft documents.  SharePoint allows one to associate column values with any kind of document.  For example, a jpeg file can have SharePoint metadata that indicates who the copyright owner is of the jpeg.  However this metadata is not embedded in the document itself.  Thus if the file is moved to another document library or downloaded from SharePoint, the metadata is lost.

A Single Version of the Truth

This is the feature set that SharePoint implements the best.  A key issue in organizations is that files are often emailed around and no one knows where the truly current version is and what the history of a file was.  SharePoint Document libraries allow organizations to improve this process significantly by making it easy for a user to email a link to  a document, rather than email the actual document.  (See figure 4.)

 

Figure 4: Illustrates how easy it is to send someone a link to the document, instead of the document itself.

 

In addition to supporting good practices around reducing content proliferation, SharePoint also promotes good versioning practices.  As figure 5 illustrates any document library can easily be setup to handle file versions and file locking.  Thus it is easy to ensure that only one person is modifying a file at a time and that the there is only one true version of the file.

 

Figure 5: Illustrates how one can look at the version history of a document in a SharePoint Document Library..

Summary

In this post I focus on the feature set of SharePoint that Microsoft uses to motivate Office users to migrate to SharePoint.  These features are often termed the “Collaboration” features in the six segmented MOSS wheel. (See figure 1)  The collaboration features of MOSS are the most mature part of SharePoint and thus the most .  Another key take-away is the “Microsoft Friendly Client Environment.”  I have worked with numerous clients that were taken by surprise, when they realized the tight restrictions on the client machines.

Finally, on  a positive note, the features that I have discussed in this post are all available in the free version of SharePoint (WSS), no need to buy MOSS.  In future posts, I will elaborate on MOSS only features.

—————————————–

[1] The terms “deep” and “shallow” are my creation, and not a standard.  By “deep” content I am referring to the complex content such as a Word documents (contracts, manuscripts) or Excel documents (complex mathematical models, actuarial models, etc…)

[2] Microsoft has addressed this by stating that SharePoint 2010 would support some of these environments.  I am somewhat skeptical.

[3] Public Facing internet sItes on MOSS,  http://blogs.microsoft.nl/blogs/bartwe/archive/2007/12/12/public-facing-internet-sites-on-moss.aspx

[4] Microsoft has stated frequently that as long as one adheres to best practices, the migration to SharePoint 2010 will not be bad.  However, Microsoft does not have a good track record on this account for the SharePoint 2003 to 2007 upgrade, as well as many other products.

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