By Char James-Tanny
Editor's Note: Part 1 of this article, Choosing Help Authoring Tools: What Are Your Choices?, appeared in the November/December issue of the Boston Broadside. It outlined features of different Help authoring tools.
While the other factors play a part in your decision, it's all for naught if your users cannot access what you produce. Consider the following environment issues:
Before considering which output to produce, consider your development environment. Do you already work in Word, FrameMaker, or HTML, or are you planning to switch? Do you use or want to move to a database-driven tool? Are you wondering what else is available?
The following tools use Microsoft Word as their development environment:
If you use FrameMaker, then you can convert the FrameMaker files to an online output with Mif2Go or WebWorks Publisher. In addition, AuthorIT and RoboHelp HTML let you import .mif files. You can design a process where you import the .mif files each time, or you can move from FrameMaker to either of these tools.
To develop in HTML, you can use:
To use a database-driven authoring tool with a built-in word processor, consider:
If you need a special feature that overrides all others, then you may need to search a little further. I've listed some features that tend to be requested most often, and, where possible, the tools that support them.
Pure HTML is output that does not use or require Java, JavaScript, or ActiveX. AuthorIT provides pure HTML navigation by default. Other tools, such as WebWorks Publisher and RoboHelp HTML, can be forced to output pure HTML.
Valid XHTML is HTML that meets the requirements of the World Wide Web Consortium (W3C) when analyzed by the W3C HTML Validator. At the very least, to produce valid HTML or XHTML, topic files must include both a valid DOCTYPE and CHARSET statement. None of the tools provide valid HTML "out of the box" (except for Dreamweaver MX). While it is possible to change the output files so that they validate, it means that a) you must know how to code valid HTML/XHTML and b) you must modify the resulting files every time you generate. You must also learn how your tool codes the HTML. For example, RoboHelp HTML uses proprietary Kadov tags, while WordHelp and AuthorIT apply CSS classes to all styles.
Full-text search lets users type words that they think exist in the output. Full-text search can use Java, JavaScript, or CGI. Most tools on this list use JavaScript for full-text search. However, by default, AuthorIT does not include a search tab, although the Help file does include instructions for hooking up a free CGI search.
Natural language query lets users type questions instead of just words (for example, "How do I format a paragraph?" instead of "format paragraph."). None of the tools listed include natural language query, although it is possible to add it with an external tool (such as WexTech's AnswerWorks), or you can use RoboHelp Enterprise to add natural language query to its HTML-based output.
When it comes to Help Authoring Tools (HATs), you can spend as much or as little as you like. Prices range from free, to inexpensive (less than $300), to mid-range (less than $700), to high-end (more than $700). For the most part, prices do not include support or upgrades, although that varies by vendor.
Note that prices change, which is why I haven't listed them here. You can get more information from the vendor sites. See the URLs in Part 1 of this article, Choosing Help Authoring Tools: What Are Your Choices?, in the November/December issue of the Boston Broadside.
Tools from different vendors that have the same terminology (such as "Enterprise") don't always include the same functionality. For example, AuthorIT's Enterprise Edition uses a SQL Server database, while RoboHelp's Enterprise Edition lets you create server-based WebHelp with natural language query and user reports.
Free tools include Microsoft's Help Compiler Workshop (HCW) and Microsoft's HTML Help Workshop (HHW). Jeremy Griffith of Omni Systems, makers of Mif2Go, has offered a free personal copy of Mif2Go to anyone who is laid off or to any underemployed consultants, with free e-mail tech support and upgrades for life. Visit the Omni Systems Web site at http://www.omsys.com/ for more information.
Inexpensive tools include AuthorIT's Desktop Edition, Deva Tools, FAR, HyperText Studio (Standard and Professional Editions), Mif2Go, and Sevensteps Light.
Mid-range tools include AuthorIT Workgroup and Fixed Enterprise Editions, HyperText Studio Enterprise Edition, Sevensteps Standard, and WebWorks Publisher WordHelp.
High-end tools include AuthorIT's Floating Enterprise Edition, Doc-To-Help, RoboHelp Office, RoboHelp Enterprise, RoboInfo Enterprise, SevenSteps Professional, and WebWorks Publisher.
Typically, the more expensive the tool, the more expensive the support costs, although this isn't always the case. Be aware that tool vendors can change their support policies! At this time, most vendors implement some of the following support plans:
Most tools also have related user groups, where peer-to-peer support is available around the clock. News servers and forums are also available.
One of the most popular user groups is HATT (http://groups.yahoo.com/group/HATT/). With almost 2500 members, this lightly moderated e-mail list provides answers to questions for all tools, although most of the questions relate to RoboHelp.
The following list includes the URLs where you can join the appropriate group.
Some Help developers are looking for additional features in a HAT. For example, if you want to single-source (not repurpose), then you need a tool that supports conditional text.
Multi-authoring support means that more than one developer can access the project at the same time, without having to worry about overwriting someone else's data and without using another tool to help track usage. AuthorIT, The HyperText Studio, and FrameMaker all provide multi-authoring support.
Conditional text lets you mark any amount of text and control which output it is published in. This lets you flag anything from a character to a paragraph and specify if it should be included in the online or printed output. AuthorIT, Doc-To-Help, FrameMaker, The HyperText Studio, WebWorks Publisher, and WebWorks Publisher WordHelp all provide conditional text.
Translation means that you can use the tool to produce your output in multiple languages. You have to design a process that works for you, which typically includes getting the source files or data to a translator and then importing the new information into a new project, but the process depends on the tool.
Work force proficiency and experience are important if you need to hire someone, either permanently or on a consultancy basis. While there are developers proficient in all tools, typically RoboHelp Office and FrameMaker have the greatest number of experienced users.
Management lets you keep an eye on the project as a whole. AuthorIT and Sevensteps include optional project management modules that you can install. AuthorIT also includes built-in content management functionality, letting you use version control or track the history of any object.
Back in the mid-90s, developers never used just one tool to create output. They used whatever tool was right for the job. Then, as the tools matured, many developers started to use only one tool. Current tools offer different functionality. By combining tools, you can play to their strengths and use each tool for what it does best. For example, use:
Learning a particular HAT is easier if you already have some basis in the underlying technology. For example, learning Deva Tools will be easier if you already know Dreamweaver. Learning Doc-To-Help and AuthorIT will be easier if you already know how to structure documents and use consistent styles. Learning WebWorks Pubisher will be easier if you know Frame.
Once you learn one tool, you can usually transfer your skills and knowledge to another. However, if you switch from a Word-based tool to a non-Word tool, be sure to focus! Otherwise, you'll try to use Word functionality where it doesn't exist.
Choosing a HAT is not an easy task. Work your way through the list of factors, ruling out those that don't apply. Compare those that remain and you'll soon have a short list of tools to consider. Then you'll be well on your way to selecting the right tool for you.
Char James-Tanny has more than 20 years of experience as a technical writer and is well known in the Help community for her knowledge of online Help tools and concepts. Author of two books, she speaks frequently at conferences around the world. Char is a senior member of STC's Boston Chapter and a 2003 WinHelp Microsoft MVP. You can reach her at CharJT@helpstuff.com.