Distributing Output

1. Work with the software developer to determine where you will place the output files for the online output. For example, this can be a public folder on your company's network drive or in a version control program such as SourceSafe. It simply depends on how your company works and how the software developer prefers to retrieve your files.
2. After you determine a location for the output files, create a publishing destination.
3. Associate the publishing destination with the target that you are using.
4. Build the final output.
5. Publish the output to the destination.
6. Inform the software developer:
   • That the output files are now in the appropriate location.
   • That all output files and folders (if more than one file) must be included with the software application. The number of files and folders included in the final output depends on which output type you are using.

     • DotNet Help This output type requires that all files and folders in your project file be included for your end users.

       DotNet Help is designed to be used on a desktop, rather than being accessed from a Web server.

       Note: If you distribute DotNet Help, you also need to provide the MadCap Help Viewer to users. This is a free download from MadCap Software.

     • HTML Help There is only one file that needs to be included—the CHM file, which is [Name of your project].chm (e.g., DoohickeyPro.chm).

       HTML Help is designed to be used on a desktop, rather than being accessed from a Web server.

     • WebHelp This output type requires that all files and folders in your project file be included for your end users.

       WebHelp is designed primarily to be published on a Web server, but it can be stored locally as well.

     • WebHelp AIR There is only one file that needs to be included—the AIR file, which is [Name of your project].air (e.g., DoohickeyPro.air).

       WebHelp AIR is designed to be used on a desktop, rather than being accessed from a Web server.

       Note: WebHelp AIR also requires users to install Adobe AIR, which can be downloaded from http://get.adobe.com/air/.

     • WebHelp Plus This output type requires that all files and folders in your project file be included for your end users.

       WebHelp Plus is designed to be published to a Web server running Microsoft Internet Information Services (IIS), rather than attached to an application or distributed otherwise. For information about WebHelp Plus and making it available to users, see About WebHelp Plus Output and Enabling WebHelp Plus Output.

   • Which file is the main entry file for the online Help. See Determining the Output Type.

     The main entry file depends on which output type you are using and the file name for the output (specified in the Target Editor). For example, if you use the "Empty" template, the default main entry file for each output type is as follows: Manual.mchelp for DotNet Help, Manual.chm for HTML Help; Default.htm for WebHelp, WebHelp Plus, and WebHelp Mobile; and Default.air for WebHelp AIR. You can change the main entry file name for a particular output by opening the target and typing the name in the Output File field of the Target Editor.

7. At this point, it is up to the software developer to "attach" the online output to the application. After the developer creates a build of the application containing the online output, you should test it thoroughly.

   See the following for more details about the information that you need to provide for the developer (depending on the output type you generated).

   DotNet Help:

   • CSH Calls for DotNet Help

     Provide the developer with the information in the following topics:

     • CSH Calls for DotNet Help—Developers
     • HelpViewerClient API
     • HelpViewerEmbeddedClient API
     • IEmbeddedHelpSystem API
     • ICSHIDProvider API
     • Command Line

   HTML Help:

   • CSH Calls for HTML Help

     Provide the developer with the information in the following topic:

     • CSH Calls for HTML Help—Developers

   WebHelp and WebHelp Plus:

   • CSH Calls for WebHelp and WebHelp Plus

     Provide the developer with the information in the following topic:

     • CSH Calls for WebHelp and WebHelp Plus—Developers

WARNING: Software developers often create scripts that "grab" your output files from their location automatically. Therefore, if you publish the output files to a different location, or if you change the name of the destination folder (even by one character), their script will not work. So always maintain close communication with the software developer when publishing your output files or when you make any changes to the publishing destination.

1. Work with your manager, network administrator, website administrator, or other responsible individuals to determine where you will place the output files.

   Note: It is a good idea to have both a staging destination and a live destination. This way, you can first publish your output files to the staging destination so that you can test it and ensure there are no problems or mistakes. After you are satisfied that the published output is suitable, you can then publish the same output to the live destination, which may be immediately available to your end users. If you decide to use a staging destination, you need to repeat these steps for both your staging and live destinations. For more information see Creating Publishing Destinations.

2. Work with the appropriate individual(s) to decide how the end users will access the output. For example, will they click a link on a website? Whatever decision is made, someone (typically a Web designer or administrator) usually creates a link for the end user to access the output. Your job is typically to make sure the appropriate individuals who create this link know which file is the main entry file for the online output.

The main entry file depends on which output type you are using and the file name for the output (specified in the Target Editor). For example, if you use the "Empty" template, the default main entry file for each output type is as follows: Manual.mchelp for DotNet Help, Manual.chm for HTML Help; Default.htm for WebHelp, WebHelp Plus, and WebHelp Mobile; and Default.air for WebHelp AIR. You can change the main entry file name for a particular output by opening the target and typing the name in the Output File field of the Target Editor.

The number of files and folders included in the final output depends on which output type you are using:

• WebHelp This output type requires that all files and folders in your project file be included for your end users.

  WebHelp is designed primarily to be published on a Web server, but it can be stored locally as well.

• WebHelp Mobile This output type requires that all files and folders in your project file be included for your end users.

  WebHelp Mobile is designed to be published to a Web server where users with mobile devices may access the output files, rather than attached to an application or distributed otherwise. Think of your output files as a website. A user with a mobile device can, for example, open a mobile browser on the device and enter the URL that points to your main output entry file.

• WebHelp Plus This output type requires that all files and folders in your project file be included for your end users.

  WebHelp Plus is designed to be published to a Web server running Microsoft Internet Information Services (IIS), rather than attached to an application or distributed otherwise. For information about WebHelp Plus and making it available to users, see About WebHelp Plus Output and Enabling WebHelp Plus Output.

3. Gather additional information that you will need from the appropriate individuals (e.g., Web administrator, system administrator). This might include the following, depending on where you are publishing the output files:
   • The host name (or ftp address) if you are publishing the output to a website (e.g., ftp.acme.com).
   • The specific folder where the output files should be published.
   • The appropriate port.
   • Any user name or password required for you to publish the files.
4. After you determine a location to place the output files and have gathered the necessary information, create one or more publishing destinations.
5. Associate the publishing destination with the target that you are using.
6. Build the final output.

7. Publish the output to the destination.

   End users should now be able to open the output, as long as the other individuals involved (e.g., Web administrator, system administrator) have completed their tasks (e.g., create the website link to the entry file for your output.) If you plan to create context-sensitive Help (CSH) calls from Web links to parts of your output, use the information in the following topics:

   WebHelp and WebHelp Plus:

   • CSH Calls for WebHelp and WebHelp Plus

     Provide the developer with the information in the following topic:

     • CSH Calls for WebHelp and WebHelp Plus—Developers

   WebHelp Mobile:

   • CSH Calls for WebHelp Mobile

     Provide the developer with the information in the following topic:

     • CSH Calls for WebHelp Mobile—Developers

1. Work with individuals who are responsible for creating the CD to determine where you will place the output files (unless you are responsible for creating the CD).
2. After you determine a location to place the output files, create a publishing destination.
3. Associate the publishing destination with the target that you are using.
4. Build the final output.
5. Publish the output to the destination.
6. Inform the individual responsible for creating the CD:
   • That the output files are now in the appropriate location.
   • That all output files and folders (if more than one file) must be included in the CD. The number of files and folders included in the final output depends on which output type you are using.

     • DotNet Help This output type requires that all files and folders in your project file be included for your end users.

       DotNet Help is designed to be used on a desktop, rather than being accessed from a Web server.

       Note: If you distribute DotNet Help, you also need to provide the MadCap Help Viewer to users. This is a free download from MadCap Software.

     • HTML Help There is only one file that needs to be included—the CHM file, which is [Name of your project].chm (e.g., DoohickeyPro.chm).

       HTML Help is designed to be used on a desktop, rather than being accessed from a Web server.

     • WebHelp This output type requires that all files and folders in your project file be included for your end users.

       WebHelp is designed primarily to be published on a Web server, but it can be stored locally as well.

     • WebHelp AIR There is only one file that needs to be included—the AIR file, which is [Name of your project].air (e.g., DoohickeyPro.air).

       WebHelp AIR is designed to be used on a desktop, rather than being accessed from a Web server.

       Note: WebHelp AIR also requires users to install Adobe AIR, which can be downloaded from http://get.adobe.com/air/.

     • WebHelp Mobile This output type requires that all files and folders in your project file be included for your end users.

       WebHelp Mobile is designed to be published to a Web server where users with mobile devices may access the output files, rather than attached to an application or distributed otherwise. Think of your output files as a website. A user with a mobile device can, for example, open a mobile browser on the device and enter the URL that points to your main output entry file.

     • WebHelp Plus This output type requires that all files and folders in your project file be included for your end users.

       WebHelp Plus is designed to be published to a Web server running Microsoft Internet Information Services (IIS), rather than attached to an application or distributed otherwise. For information about WebHelp Plus and making it available to users, see About WebHelp Plus Output and Enabling WebHelp Plus Output.

   • Which file is the main entry file for the output. See Determining the Output Type.

     The main entry file depends on which output type you are using and the file name for the output (specified in the Target Editor). For example, if you use the "Empty" template, the default main entry file for each output type is as follows: Manual.mchelp for DotNet Help, Manual.chm for HTML Help; Default.htm for WebHelp, WebHelp Plus, and WebHelp Mobile; and Default.air for WebHelp AIR. You can change the main entry file name for a particular output by opening the target and typing the name in the Output File field of the Target Editor.

7. At this point, it is up to the responsible individual to burn the output files to the CD and provide a way for end users to access it easily. After the individual creates the CD, you should test it thoroughly before it is distributed to end users.

1. You can simply open your Output folder to retrieve the files manually, or you can use Flare's publishing feature to automatically send a copy of the output files to another location (e.g., to a network folder or a website).

   To retrieve the local files manually:

   • Select Build>Open Output Folder, and navigate to the subfolder named after the target you generated.

   To use the publishing feature:

   1. Create a publishing destination for your printed manual.
   2. Associate the publishing destination with the appropriate target that you are using.
   3. Build the final output for that target.
   4. Publish the output to the destination.

   Note: You can also use a batch target to generate and/or publish multiple targets in a single batch file automatically. See Building Output Using a Batch Target.

2. Now you (or others) can print the manual from the destination and distribute it to end users. You can also provide the document in electronic form to end users.

   Which output files do you need to be concerned with? It depends on the output type.

   PDF:

   PDF output consists of a file with a .pdf extension that you can print or distribute to users.

   XPS:

   XPS output consists of a collection of XPS files that you can print or distribute to users. This includes:

   • A file with an .xps extension. This is the file that contains the consolidated topic content from your project. This is the main file and the only one that is essential. This is the file that you would provide to a printer or distribute to end users.
   • A Resources folder with various ancillary files, such as style sheets and images.

   If you want users to download an XPS document from a server (e.g., from a website), you need to enable the server to do this by registering the MIME types and file extensions. See Registering MIME Types and File Extensions for XPS Output.

   XHTML:

   XHTML consists of a collection of XHTML files that you can print or distribute to users. This includes:

   • A file with an .htm extension. This is the XHTML file that contains the consolidated topic content from your project.
   • A file with an .mcbook extension. This file is used to display the chapters in the MadCap Book Viewer.
   • A Resources folder with various ancillary files, such as style sheets and images.

   If you want to make XHTML output accessible for others, you need to include all of the files in the output mentioned in this list. Otherwise, when they view the output, certain elements (e.g., images) might be missing from the pages.

   Word:

   Depending on your settings, Microsoft Word consists of one or more XML, DOC, DOX, XPS, or PDF files that you will distribute to users.

   FrameMaker:

   Depending on your settings, Adobe FrameMaker consists of one or more BOOK, FM, or PDF files that you will distribute to your users.

Note: When you build Word or FrameMaker output, Flare may create an extra folder called Resources (if your project contains ancillary files, such as pictures). If you want to embed images in your Word document, you can use an option on the Advanced tab of the Target Editor (see Embedding Images in Microsoft Word Output). If you want to embed images in your FrameMaker document, you will need to do so manually in FrameMaker. If you do not embed images in your Word or FrameMaker files and you move those output files to another location than your Output folder, you must remember to also move the Resources folder. Without that folder in the proper location, the referenced images will no longer be displayed in the output files. If you convert the Word or FrameMaker files to PDF, the images will then be incorporated into the PDF file, and you can move that single file anywhere you like.