Globally change font (Structured FM2019)

Question

Here's our scenario:We typically produce our training documentation in PDF. Occasionally, we agree to provide a client with an MS Word version of the documentation so they can add client-/process-specific details for their internal use. In the later case, we produce the document to PDF as normal, then use Adobe Pro to convert it to MS Word. (There is a bit of tidy-up in the MS Word version to do, but let's ignore that for now).When we produce the documentation to PDF, we use a corporate (commercially bought) font (let's call it Font A). When we will be converting the PDF to MS Word, we currently have to go through and update all the paragraph styles in MS Word to use a common (free) font (let's call it Font B).We don't use DITA or XML. We don't want to go down the route of using Paragraph Styles in FM - we moved away from that because our writers would constantly change the properties on the Paragraph Styles to how 'they like things to look', instead of keeping with our corporate style guides. We have a Base Paragraph Style (FormatChangeList) specified in our EDD. The formatting of every other Element is based off this Style (with modifications where needed) thought the use of FormatChangeLists.Is there a way to specify which font to use based on the 'output' via the EDD (without having a separate EDD for the eventual MS Word version)? I envisage something like an Attribute at Book level that states if the output is PDF, use Font A, if the output is MS Word, use Font B.

Lynne A. Price · Accepted Answer

Quintin,

There are several ways you can defined your EDD and templates to work together to support using different font families for different books:

1. If you always specify fonts in paragraph, character, or table formats, you can maintain two parallel templates, one using Font A and the other Font B. To switch between the fonts, import formats from the appropriate template into a structured document. No need to change the EDD.

2. As you suggest, you can add an attribute that indicates which font set you want to use to the root element for each type of book. In this case, your EDD can assign fonts based on the attribute value. Remember that the format rules can specify paragraph or character formats or individual properties (a combination of the two approaches is also possible). If your format rules only specify properties, it is sufficient to specify the font family in a rule for the root element so that all elements inherit the correct font family. If you apply paragraph and character formats throughout the EDD, you may need to reassign the font family after applying formats from the catalogs.

3. You can maintain parallel EDDs for the two outputs. If the only difference between the two is in the fonts, you can use one or more variables in the EDD to refer to needed fonts or font families. Instead of maintaining two complete EDDs, for each variation, you can create a short file that defines the variables that variation. Then import variable definitions from one of these separate files into the EDD to creatte another version of the EDD. This approah is a little more complicated but gives you more flexibility. A script or FDK client can help maintain such sets of EDDs.

Let me know if you'd like more detail on any of the above.

--Lynne

Dave Creamer of IDEAS · Answer

How can you be using an EDD and elements, but not XML or DITA? Are you using SGML?[Edited--I was passing a brain stone...] I think there are a few ways to do it.One way would be to use different root elements (with all the descendent elements being the same). Swap them out as needed; it can apply the base Body format settings. Or you can use attributes and contextual format options.  A completely different route is to remind the writers that they are professionals and to leave the settings alone if they value their jobs!

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