Skip to main content
Participant
November 30, 2021
Question

Can FM easily sync whole text blocks (without having to create 20 files for each block?)

  • November 30, 2021
  • 3 replies
  • 380 views

Hey,

I spent all day fiddling with the trial version and watching YouTube videos.
I got a good hang of inserts, cross references, references & master pages.


Still not sure if FM is good for my use case, so I need some help:

I'm creating 3 manuals for 3 products

I have:

  • Baseline text, which is the same across all manuals
  • ~20-30 unique text blocks for EACH product

 

I want to insert text blocks for product 1 inside the baseline text at the respective spot
Then I only want to change the text blocks for product 2 + 3 - so I don't have to touch the baseline text at all any more.

 

Do I:

  • Create a master sheet with 20-30 inserts, also meaning 20-30 reference files?
  • Create 20-30 paragraph styles from frames on the reference page? 


This is probably not a super special use case, so any tips welcome!

 

This topic has been closed for replies.

3 replies

QuintinSeegers
Legend
November 30, 2021

It really depends on how you're going to use the content.

 

If, like us, the product-specific content could potentially be used later in other manuals, you're better off creating the product-specific content as separate FM documents, then use them as text inserts where needed. Or, you could do it the other way around, with the baseline text inserted into each product's manual as a text insert - if you're creating a separate manual for each product. (That's the beauty of FrameMaker - there are numerous options. It's a matter of what works best for your requirements.)

 

On the other hand, if that is never going to be the case, frameexport and 4everJang's suggestion of using Conditional Text is the better option. I would strongly recommend putting the time and effort into 'designing' your Conditional Text Tags, how they will be applied to your content, testing every possible combination of the Conditional Text Tags to ensure the correct content is shown. They should also be consistent across all your documents. (Conditional Tags are case sensitive, so Prod2 and prod2 are not the same.) It will save you a lot of headache later one if you need to change the way you used them. (Lesson learned from experience.) You can use Expressions to specify the conditions under which Conditional Text should be shown/hidden, but I've found it to become cumbersome and convoluted fairly quickly and hard to maintain. To keep our Conditional Text Tags consistent, we created and maintain a Master Conditional Text Tags Template - an empty FM document - that contains all the Conditional Text Tags we use in our documents. We then use the Import Formats option to import the Conditional Text Settings into new documents, then show/hide the appropriate content.

Participant
November 30, 2021

Wow, thanks for the thorough reply, will take a deeper look into this - sounds like the thing I need.

First day working with the software and haven't heard about Conditional Tags yet, most tutorials a very focused on all the formatting options and less about automation. But FM is a big beast, looking forward to diving into it. 

QuintinSeegers
Legend
November 30, 2021

Yes, FrameMaker can be a beast. But once you get to know it, you'll never go back. It is well-worth the investment in getting to know FM and having a play to see how things work/fit together. Don't be shy to ask questions here as well - there are a lot of people here with a wealth of knowledge, willing to share. Even as a FM user of 10+ years, I don't consider myself an expert by any means, but have learned lots of tips and tricks (some self-taught, some learned from others here on the forum) over the years.

4everJang
Legend
November 30, 2021

You don't need insets at all. And what you intend to do with paragraph styles on the reference pages is completely unclear to me. That will not be a good strategy for anything you would want to do.

Check out the perfect options FrameMaker has for conditional text. Open the Conditional Tags panel and apply conditions for product 1, 2 or 3 to the parts that you are thinking of pushing into text insets. You can even apply multiple tags to the same content (e.g. a paragraph that is valid for both product 2 and 3). Then use the Show/Hide Conditional Text panel to show and hide the parts as required.

If you produce web-based output you can even give control over visibility of conditional content to the user: they simply click a set of check boxes to show or hide content for specific products.

Participant
November 30, 2021

Sorry for confusing you, first day using the software - thanks for the tip! 

frameexpert
Community Expert
Community Expert
November 30, 2021

I wonder if it is better to flip it around and have a single manual for all three products. You would have your baseline text as native text in the manual. Then you would use Conditional Text for the information that is specific to each product.

4everJang
Legend
November 30, 2021

Hah, you beat me to it. Same thought here.