RH 11 Version Control with Sharepoint Not Restricting Project Access; Only Topic Access

Question

Help please. What am I doing wrong?We have RH11 and publish output as webhelp. Someone in the company gave me permission for a sharepoint site so I could implement version control, but we are having all sorts of trouble. I am not a sharepoint user, so I'm fumbling in the dark. My RH and Doc-To-Help version control experience is based on using a system someone else has already created for me.I thought this would be easy and sold my team on the idea, but now team members are overwriting each other all the time. We cannot seem to lock a project so that no one else can edit/overwrite. We get messages on a topic level that we do not have permission to work on them, but we want the entire project to be locked. Also, another team member keeps opening files from SharePoint site instead of from their local drive.Where is detailed information on best practices for setting up and using RH version control system with SharePoint? Are there options I need to turn on or off? Are there options on the Sharepoint side I should turn on or off? I need more hand-holding than I've found - thanks!

Willam van Weelden · Accepted Answer

Fixed the phone.

If I understand correctly, you want to lock the entire project and want to avoid overwriting one anothers changes, right?

For locking the project, click 'Check out all' in the Collaboration tab in the Ribbon. This will check out the entire project exclusively to you. So no one can make any changes.

For overwriting changes, this probably happens because authors have outdated versions on their desktop. The easiest way around this (especially effective as you will be checking out the entire project) is by setting 2 options:

In the options under Version Control, check the option to always get the latest version of a project before opening. This way, whenever you open a project, you will always have the latest version and won't overwrite one anothers content.
In the options, check 'Clear CPD before opening project' to make sure you will nave have old stuff in your local cache.

johndaigle · Answer

Hi,

I would suggest the following article by Willam van Weelden as a good starting place for information on RoboHelp and SharePoint.

https://www.wvanweelden.eu/blog/2013/08/17/adobe-robohelp-using-sharepoint-version-control

Thanks

John Daigle

Adobe Certified RoboHelp and Captivate Instructor

Evergreen, Colorado

www.showmethedemo.com

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