Bluestream XDocs DITA CCMS solves problems faced by software and hardware companies. Products are under constant development and the documentation needs regular updates to stay aligned. It also needs translating and to be available on various platforms to various types of users. These include Customers, Customer Support Staff, and potential buyers.

IT documentation is an ideal candidate for DITA. IBM conceived DITA for their own hardware and software before passing it to the open source community via OASIS.

Why XDocs?

XDocs DITA CCMS solves problems, providing a central repository for all information types including video. It enhances the creation of software documentation in several key areas:

Complete Control Over Multiple Versions of Documentation

With the next release always on the horizon, developers are constantly updating and evolving their documentation. And they are often running multiple variants of the same documentation.

For example version 2.0 of a product being developed while version 1.9 is still being worked on. The document sets for version 1.9 and version 2.0 would share many topics, but there will be some variations.

XDocs branch and merge capability addresses this issue by allowing users to run instant comparison of the two document sets. It highlights where changes have been made, indicating where older content on either the branch or trunk should be updated/replaced. Changes made to both the original topic and on the branch, users can review changes in a track changes view. Here they can decide whether to keep or reject changes or maintain two separate topics.

Easily find content

As content repositories grow exponentially each year and content reuse grows more complex, content management challenges are also increasing. XDocs Extended Metadata Module provides a system to help you transform content tags into information operatives. Therefore, helping you retrieve and deliver your content with greater precision.

XDocs Extended Metadata Module allows you to harvest glossary terminology from your DITA directly into XDocs. The Extended Metadata Thesaurus can then organize the terms according to your classification structure.

Harvested terms can also be used to Browse and Search through content, and you can associate non DITA files with the terminology.

Greater Control

Companies are under pressure to get products to market as soon as possible but have many ‘moving parts’ both within the Technical Publications Department and across the company.

The best way to take control of this is to utilise a designated workflow. This controls when the various contributors need to be involved, notifies then accordingly and tracks all processes and actions.

The XDocs Workflow Module is based on the BPMN 2.0 industry standard and the de facto standard Activiti workflow engine. Also, XDocs workflow process definitions can be created using other tools or within the system and the potential is limitless.

Subject Matter Expert Contribution

The in-depth product expertise does not typically reside within the Technical Publications Department; rather, it is spread across the organization and multiple roles. Historically, bringing SMEs into the document production process has often proved difficult. Time is tight and there is no appetite to learn new software. To address this, Bluestream has developed WEX — a web-based application. WEX is used to review, amend and even create DITA content from scratch without the need for any training.

Linking WEX with XDocs Workflow means SMEs are notified by email when content needs their attention. Clicking on a link takes them to a web page. Here, functionality mirroring MS Word or Google Docs will let them accept the content, add notes or suggest changes. As a result, the intuitive, easy-to-use interface speeds up the process. Once their task is complete, the workflow engine advances the project to the next task. For example notifying the originating author that the review has been completed.

Multiple Languages Easily Managed

Software used globally, needs documentation that reflects this. Delivered in the relevant language and on the correct device.

Bluestream XDocs Localization Module provides you with a range of powerful features to help you comprehensively manage your localization projects.

XDocs streamlines the process and gives you dexterity in managing the task files in your project. The diagram below shows a simple localization workflow process.

localization diagram

Publishing Everywhere

In today’s modern world it is no longer enough to deliver just printed docs. With a growing move to mobile devices PDFs have become a hindrance more than a help. Users want to be able to find answers to their problems quickly. In addition, they often prefer a self-service portal over long waits on the telephone. Service Engineers require instant access to the latest documentation delivered to a mobile device. Also, potential customers want to see how a product might meet their needs. Often outside normal office hours and on a mobile device.

Bluestream’s XDocs Dynamic Delivery Platform lets you simultaneously deliver approved content to multiple devices and platforms. This includes websites and self-service portals. Configure the DDP for a wide range of solutions. In addition, the content comes directly from the XDocs CCMS and so proved content is published instantly.

Unlike some rival systems, we build open systems. As a result, your own staff can be fully configure and maintain XDocs DDP. There is no need to come back to Bluestream every time you want a change.