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Advanced FrameMaker Techniques: Templates, Variables, and Conditional Text

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Migrating from Word to Adobe FrameMaker — Step-by-Step PlanMigrating documentation from Microsoft Word to Adobe FrameMaker can feel like moving from a family sedan to a heavy-duty truck: once you master the controls, you can haul much larger loads, standardize output, and automate complex publishing tasks. This step-by-step plan covers planning, preparation, conversion, cleanup, template and style setup, automation, QA, and rollout so your team can migrate with minimal disruption and long-term gain.

1. Why migrate (and when not to)

  • When to migrate: you manage large structured documents (multi-hundred-page manuals), publish to multiple outputs (PDF, HTML, WebHelp), need single-source publishing, or require robust conditional text, cross-references, and complex indexing.
  • When not to migrate: your docs are short, few in number, and simple; or your team lacks budget/time to learn FrameMaker and adjust workflows.

2. Project planning and stakeholder alignment

  1. Inventory content: list all Word files, sizes, linked assets (images, charts), and output formats.
  2. Set objectives: define target outputs (print PDF, responsive HTML5, EPUB), quality metrics, and timeline.
  3. Stakeholders: technical writers, developers, product owners, localization managers, and IT — identify responsibilities.
  4. Budget & tools: FrameMaker licenses, possible plugins (Structured FrameMaker, FM->HTML5 converters), and training.
  5. Risk assessment: note potential issues (complex Word formatting, macros, tracked changes, embedded OLE objects).

3. Choose FrameMaker flavor and workflow

  • Unstructured FrameMaker: best for large print-oriented manuals with less strict structure. Easier learning curve for authors coming from Word.
  • Structured FrameMaker (DITA/DocBook/Custom XML): needed when strict tagging, reuse, and multi-channel single-source publishing are priorities.
  • Decide on a single-source strategy: structured authoring (XML), or unstructured with templates and conditional text. This choice drives conversion and template design.

4. Prepare your Word source

  1. Clean up documents:
    • Remove unused styles and direct manual formatting where possible.
    • Accept/reject tracked changes; resolve comments.
    • Consolidate repeated styles into named paragraph and character styles.
  2. Consolidate content:
    • Combine smaller documents into logical book-level groupings if they form a single manual.
    • Centralize images and assets in organized folders; use descriptive filenames.
  3. Identify structural elements to preserve:
    • Chapter headings, section headings, numbered lists, captions, tables, cross-references, footnotes/endnotes, TOC, index items, and styles used for code blocks or notes.
  4. Create a style mapping plan:
    • Map Word styles (Heading 1, Body Text, Code, Caption) to FrameMaker paragraph/character styles and tags.
    • Define naming conventions for images, tables, and anchors.

5. Set up FrameMaker environment and templates

  1. Create or adapt templates:
    • For unstructured FM: design paragraph/character/table formats, master pages, running heads, page layouts, and table of contents styles.
    • For structured FM: define element types, constraints, element formats, and Conversational templates (or import DTDs/DTDs-to-Template).
  2. Create style and tag mapping documentation for authors.
  3. Configure book files (.book) to manage multi-file manuals, numbering, and cross-file references.
  4. Establish asset folders and naming rules to match the Word source prep.

6. Conversion approaches

Options, pros & cons:

  • Manual copy-paste (fast for tiny projects; high manual cleanup).
  • Use FrameMaker’s import for Word (.doc/.docx) (built-in, preserves many styles but may import unwanted direct formatting).
  • Use intermediary conversions (save as filtered HTML or tagged RTF) to get cleaner structure.
  • Use third-party migration tools or scripts (can automate style mapping and batch conversion; cost/time for setup).

Recommended approach for medium/large projects:

  1. Start with FrameMaker’s direct import for one pilot document to see how styles, lists, tables, and images behave.
  2. Iterate style mappings and template adjustments.
  3. For complex or many files, automate using a combination of saved-as-filtered-HTML and batch scripts or third-party tools to preserve consistency.

7. Import and initial cleanup (step-by-step)

  1. Back up originals.
  2. Import one representative document into FrameMaker:
    • File > Open > choose Word document.
    • Test both .doc and .docx if issues appear.
  3. Inspect structure:
    • Check headings, lists, tables, captions, image placements, footnotes, and cross-references.
  4. Apply global style mappings:
    • Convert Word styles to FrameMaker paragraph/character formats. For structured FM, map Word styles to XML elements/tags.
  5. Remove direct formatting:
    • Use Find/Change to replace direct font and size overrides with named styles.
  6. Fix images:
    • Re-link or relink images to centralized asset folder; convert incompatible formats (e.g., EMF) to high-quality PNG/EPS as appropriate.
  7. Recreate cross-references and TOC:
    • Convert or recreate anchors and cross-reference links to use FrameMaker’s cross-ref system.
  8. Clean tables:
    • Verify table frames, column widths, header rows, and table styles. Convert complex Word tables into FrameMaker table formats when needed.

8. Structured-specific steps

  • Convert Word to XML-aware format:
    • Use Word styles as mapping hooks to map to XML elements.
    • Consider exporting Word to XML/HTML and using an XSLT or conversion tool to generate FrameMaker XML (tagged) files.
  • Validate tag usage, element nesting, and constraints with the structure view.
  • Create reusable components (snippets, variables, conditional processing attributes) and content references (conrefs) for single-sourcing.

9. Automation and batch processing

  1. Create Find/Change lists and scripts (ExtendScript/JavaScript) to automate repetitive cleanup tasks.
  2. Use batch conversion tools for large numbers of files. Test thoroughly on a subset first.
  3. Implement build scripts for publishing (FrameMaker Server, command-line flm scripts, or third-party publishing engines) that output PDF, HTML5, and other formats.

10. Quality assurance

  • Create a QA checklist:
    • Styles applied consistently, correct TOC, working cross-references, figure/table numbering, captions, footnotes, page numbering, and layout fidelity.
  • Proofread visually and with automated checks:
    • Use FrameMaker’s built-in search and the Preflight report tools (or third-party QA tools) to check missing links, orphaned anchors, and style violations.
  • Test outputs:
    • Produce PDFs, HTML5, and other target outputs and validate appearance, hyperlinks, anchors, and accessibility (tagged PDF for screen readers if required).

11. Localization and version control

  • Prepare for localization:
    • Separate translatable content from UI/variable content, externalize strings and variables where possible. Use XLIFF or other translation pipelines if structured.
  • Use version control:
    • For structured FM, store source files (XML, templates) in Git/SVN. For unstructured FM, use file-based versioning combined with strict naming and book files. Consider Framemaker-friendly VCS workflows (check-in/check-out, locking).

12. Training and rollout

  1. Train authors on new templates, style rules, and structured authoring practices. Use live workshops and short reference guides.
  2. Provide conversion playbooks: step-by-step checklists for converting new Word content.
  3. Run a pilot with a small group to validate the process and iterate on templates and mappings.
  4. Roll out across teams with support channels for questions and issue tracking.

13. Common pitfalls and how to avoid them

  • Retaining direct formatting from Word — enforce style mapping and use Find/Change to strip overrides.
  • Poor asset management — centralize images before import.
  • Over-customizing templates too early — start with a minimal, consistent set then expand.
  • Ignoring structured vs. unstructured decision — pick based on reuse needs.
  • Skipping QA on outputs — always validate generated PDFs/HTML before final release.

14. Example timeline (for a medium-size manual set)

  • Week 1–2: Inventory, planning, and template design.
  • Week 3: Pilot conversion and iterative template refinement.
  • Week 4–6: Bulk conversion and automated cleanup.
  • Week 7: QA, fixes, and localization prep.
  • Week 8: Author training and rollout.

15. Quick checklist (one-page)

  • Inventory files and assets.
  • Choose FrameMaker flavor (structured vs unstructured).
  • Clean Word files: styles, tracked changes, and assets.
  • Create FrameMaker templates and style mappings.
  • Pilot-import and iterate.
  • Batch-convert remaining files.
  • Cleanup, relink assets, recreate cross-refs.
  • Run QA and test outputs.
  • Train authors and roll out.

Migrating from Word to FrameMaker takes upfront effort but pays off for large, reusable, and multi-channel documentation. Follow this plan, run a small pilot, and iterate on templates and mappings to reduce rework and accelerate long-term productivity.

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