Workflow 101: Managing Content and Teamwork with SharePointOn November 9, 2019 by Raul Dinwiddie
Hello and welcome. Today, we are going to
look at how you can use SharePoint to manage your content and teamwork when working in
Doc-To-Help. Basically speaking, you use a SharePoint library
as the repository for your content. There are two ways you can do this: You can upload the content in your project
to an existing SharePoint document library. Or You can download content that already exists
in a SharePoint library to your Doc-To-Help project.
In either case, this integrations allows you to take advantage of SharePoint’s management
features. This is typically used to manage content and facilitate review and contributions
from people who aren’t working in Doc-To-Help. Note that Doc-To-Help can also publish output
to SharePoint, but that is covered in a different video. Let’s start with one of Doc-To-Help’s
sample Word projects. It is open on the screen you see here. By the way, SharePoint integration works with
both HTML and Word projects. To get started, we just need to click the
Share button on the main toolbar. The SharePoint Library Wizard will open to guide us through
the process. Here, we can type the URL to our document
library or we can click the browse button to browse the SharePoint site and select or
create a new library. Let’s create a new library.
Here, you see the structure of our SharePoint site. To create a new library, I just need
to create a new folder. We will call this Repository. Select my new folder… OK…
and Doc-To-Help will create that library for me. When I click next, I can pick and choose which
files I want to share. I want to share them all, so I will click next again.
Once I confirm, my content will be uploaded. Notice that I can also choose to manage my
media files, which are usually screen shots. I want to include them too, so I will click
OK. Now, we have icons next to our document files
that indicate that our project is being shared. The most fundamental feature here is check
in and out. When I am ready to work on a document, I will check it out so nobody else can edit
it. Notice the green check. It indicates that
I have the document checked out and it is OK to edit. If someone else had the document
checked out, the check mark would be red and the document would be locked. Let’s see what this looks like in SharePoint. Notice that the same document, Developing
Software Documentation, is checked out. I will check it in.
Since these documents are in SharePoint, anybody can access, review, and contribute. For instance,
let’s say a reviewer wants to leave me a comment. I will pretend I am the reviewer,
open a document, and leave a comment. First, I should check it out. A reviewer can come in and open the document
and contribute content or leave comments. Let’s say I want a newer screen shot to
be used. I will leave a Word comment, save the document,
and then since Word and SharePoint are integrated, when I close the document, it will ask me
if I want to check it in. I will do that. Now my commented document
is saved in SharePoint. Now, let’s see what this look like in Doc-To-Help.
When I come back to Doc-To-Help, you see it is in the state I left it in. That is because
the project is not yet synchronized. To synchronize it, I just use the button and Doc-To-Help
will tell me what’s been changed. I can accept the changes and click OK. Now you see the document I had checked into
SharePoint is checked in here too. Let’s look at the document that the reviewer
left a comment in. I can now see the comments resolve them, delete
them, and resynchronize the content. That was a quick overview of how Doc-To-Help’s
integration with SharePoint works. You can do much more, such as review version histories,
look at comparisons, and assign document tasks. Also, remember this works for content created
in Doc-To-Help’s editor as well. To learn more and download a free trial, go
to DocToHelp.com. Thanks for watching, and thanks for choosing Doc-To-Help.