The editor will receive files from various sources. Authors are instructed to submit files for inclusion in one of two ways. If the document is relatively short or if it was a revision, authors can either email the file to the editor or up-load the file to //halebopp/gbt ops/upload. In either case, the author will email the editor with a notification that the file is ready for inclusion and, if there is more than one file, to list the files for inclusion in the correct sequence. Any special concerns or instruction on the author's part can be passed along as well.
Files will be submitted in one of three forms; ASCII, Word Documents, and HTML. It is the intent to make file additions to the manual as well as maintenance as simple as possible. To this end, the preferred file format would be HTML and this is what's being promoted. If the file arrives in another format, i.e., Word document or ASCII then it will have to go through a conversion process to enable it to be incorporated into RoboHelp with as little manipulation as possible. This is an outline of the processes for file conversion:
First import them into FrontPage. If the document is terribly long it will have to be broken into smaller files to reduce the need for scrolling in a browser. Keep in mind when breaking files up that the naming conventions need to be considered. If it isn't clear at this stage in the process what the file names should be, this can be manipulated when the files are imported into RoboHELP. Care would have to be taken to ensure that new file names will not duplicate existing file names. Save the files in HTML. The file is now ready to be imported into RoboHELP.
As with ASCII, Word files also need to be converted into HTML before importing them into RoboHELP. You can use the FrontPage File menu then click on Open. In the Open dialogue box, set the file type as needed and click to select and open the document. The HTML is then generated in the background. Save the file as HTML and it is now ready to import into RoboHELP.
Since HTML is the desired format no conversion is needed. Use the RoboHELP File menu and click on Import. This opens a sub-menu. Select "HTML file". A dialogue box will open. "Browse" to the file location. When you have selected the file click "Open".
Authors are encouraged to submit a list of terms along with a short explanation from their documents. This will be as an HTML file and will be included with the primary document files. The text will the be placed in the "Glossary" chapter of the manual and the editor will create hyperlinks within the documents where the words are found to the appropriate text.