Any recommendations for file management with multiple FM users?

In a former position, we had upwards of a dozen writers distributed around the globe often sharing the same *.fm file. This was managed using Ideom's WorldServer CMS.

In my current situation we have a handful of writers who rarelt (if ever) need to work in the same file. There is no CMS in place however we all do have access to shared network drives. FM book files and all chapters are kept in a Framemaker folder and an Images folder stores all images (relative path). Authors are "assigned" work from the main shared server location and copy the book and chapter files local. Work is done local and then copied back to a "check-in" folder on the server and the manager doing the assignment integrates the individual chapter work back into the main shared folder/book.

If there are only going to be two of you, I'm not certain that a similar scheme wouldn't work well for you.

If there is only you, I don't understand why you'd even be bothering with Perforce.

If you aren't using CMS, make sure that you put all the FM documents, and all the resources they require (e.g. imported images & insets) on the same logical drive.

If you have to specify a drive letter in a file path, you're assured to have later problems (usually as soon as a new writer gets a PC and maps the "docs" network drive to some other letter, or the letter gets stolen by a USB stick that beat the network mounts to it).

If you keep everything in the same tree (or get I.T. to set up virtual/symbolic/linked directories to fake it), FM then uses relative file paths, and should be insulated from unpredictable drive letters.

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We may never be free of some of Mr.Bill's dumber decisions.

We have our files on a network server, and have several authors working on the files. Set Network File locking in the FrameMaker Preferences. Have your IT department set the permissions on your folders/files so that only your group has access to them.

HTH,

David

Kurt,

I assume Perforce is a content/document management system (you state you check files in and out). You also state that the files are on your local computer, which I find odd if Perforce is really a CMS. If it is, then have IT move it to a server and give the new writer access to it. When either of you check out a document, the other cannot work on it. I am assuming you do not expect both writers to be physically working on the same document at the same time.

I work in an environment where all the files are on a shared drive (no CMS). There are two writers. The files are locked when either writer opens them ( not sure whether this is a shared drive setting or a Framemaker setting). So, there is no problem because we cannot work on the same file at the same time.

Van

I think the best approach would be to speak to the Perforce Admin. The problem is that Perforce (like every Source Control System I've used) treats .fm files as a binary format. It may be a question of branching (yourself and your nerw writer working on seperate branches) and merging at an appropriate time.

This KB article may help - http://kb.perforce.com/?article=4

Hi Kurt,

If you don't have a DMS I would always recommend, storing files on a server share, even if you are only one user. So your IT does your backup for you automatically. So put all your FM files all referenced graphics and your publication to a server share. Create a suitable folder structure on the server, so you can find you stuff easy and fast. If you did this, you'll be able to work with several users on these files.

If you need local copies of your files you can use synchronization tools, but these have to handle files, which where meanwhile changed by other users in a best way. But there will be no merge process for FM binary files etc.

All other recommendations are depending on your requirements.

If you need versioning try source code management tools like SVN or GIT (open source). But think about how to handle referenced files.

If there is a SharePoint server in your company, check out Sharepoint integration in FM10.

If you think about content management systems like AuthorIT is out of question because of costs, DMS/CMS is out of question anyway.

Even if you use open source solutions like Alfresco costs will come up as they will come up with commercial solutions (customizing, consulting, training, migration a.s.o). The only thing you save are license costs and generally this doesn't mean commercial DMSs are more expensive than open source solutions. And Alfresco isn't the easiest solution, it's designed as an ECMS.

May be http://cinnamon-cms.de/ (open source) and the integration of http://www.finalyser.de/en/finalyser-cmsdms.html (commercial) could be an alternative to Alfresco.

Bye

Markus