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Doc-To-Help 2014 User Guide

Doc-To-Help Reports



351

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Doc-To-Help 2014 User Guide

Collaborating with SharePoint



353

Collaborating with SharePoint

Doc-To-Help’s integration with Microsoft SharePoint makes it easy to collaborate with your team, as well as across your

company. There are two collaboration options:



Upload your content to a

SharePoint Library

and take advantage of SharePoint’s management and workflow

features. Doc-To-Help works with SharePoint’s check in/check out features and permissions, so you get a

complete source control and version control system. See Uploading and Working with Documents in a

SharePoint Library on page 353.



Upload your content to a

SharePoint Translation Library

(SharePoint 2010 only) and leverage SharePoint’s

translation workflow. Doc-To-Help will automatically create a project for each language you need to translate

to. This provides an easy way to track translations, provide content to translators who do not use Doc-To-Help,

and create localized targets. See Uploading and Working with Documents in a SharePoint Translation Library

on page 360.

Note:

Doc-To-Help has two other SharePoint publishing options. You can publish NetHelp output to a Sharepoint

Document Library, or a SharePoint Wiki Library. See Publishing to SharePoint on page 373.

SharePoint collaboration is compatible with Microsoft® SharePoint® 2007, 2010, and 2013, as well as Office 365

(SharePoint Online). SharePoint 2010 or 2013 is required when publishing Doc-To-Help Targets to a SharePoint Wiki

Library. SharePoint 2010 is recommended when working with Translation Libraries (SharePoint 2013 does not include

this feature). Translation Libraries cannot be managed in Windows SharePoint Services 3.0, because WSS 3.0 does not

support them.

The

Options

dialog box has a new tab named

SharePoint

that you can use to set your preferences. To open this dialog

box, click the

File

tab and choose the

Doc-To-Help Options

button. See Setting Doc-To-Help Options on page 34 for

more information.

Uploading and Working with Documents in a SharePoint

Library

Uploading your content to a

SharePoint Library

allows you to take advantage of SharePoint’s management and

workflow features. Doc-To-Help works with SharePoint’s check in/check out features and permissions, so you get a

complete source control and version control system.

A Wizard will take you through the steps of uploading your documents to a SharePoint Library. After they are uploaded

they can be checked in and out of the SharePoint Library from Doc-To-Help using right-click menus – it is not necessary

to open SharePoint to access your documents.

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354



Collaborating with SharePoint

Doc-To-Help 2014 User Guide

Doc-To-Help automatically checks for document updates on your machine and those in the SharePoint Library and

suggests documents that need to be synchronized. You can do this manually by clicking the

Synchronize

button. If you

are using Word source documents, you will also have the option to merge documents if the local Doc-To-Help copy and

the SharePoint Library copy differ.

You can temporarily “turn off” synchronization using the

Work Offline

button.

See Working with Shared Documents on page 356

for more information.

Uploading documents to a SharePoint Library

Open the Doc-To-Help project that contains the documents you want to share.

Click the

button in the Doc-To-Help

Home

tab (

SharePoint Documents

ribbon group). The

Document

Share Wizard

will open. Click

Choose the SharePoint Library you want to share to. Enter the SharePoint site URL in the

Share Documents to

field. You can choose a specific folder, or create a new folder for the documents by clicking the ellipsis button

and using the

Select Server Folder

dialog box.

Your graphics and other auxiliary files (if any) will be stored to the same folder, unless you specify another

location using the

Specify a Custom Location for Auxiliary file Storage

check box.

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Doc-To-Help 2014 User Guide

Collaborating with SharePoint



355

If you wish to upload the documents, but not have them retain any connection to SharePoint, clear the

Keep

documents connected to SharePoint

check box.

Click

. Choose the documents you would like to share. If you select the

Documents

folder check box, a

subfolder named

Documents

will be created. Click

Confirm your choices and click

. The documents will then be uploaded.

Click

Finish

to close the Wizard.

If there were graphics or other auxiliary files in the project, the

Synchronize Documents

dialog box will

display. Click

to upload these files to the SharePoint site. (By default, they will be stored in the

Media

subfolder.) Once uploaded, you can close the dialog box.

In the

Documents

pane, the shared documents will now display a “hand” on the document icon.

To upload an individual document, right-click on it in the

Documents

pane and choose

Share Document to SharePoint

Library

SharePoint Password Note:

If you change your SharePoint password after uploading documents, you will no longer be

able to synchronize your documents. You can fix this by clearing your Windows credentials.

1. In Windows, open the

Control Panel

User Accounts and Family Safety

Credential Manager

. (This is the path

for Windows 7.)

2. Find the SharePoint Server credentials and remove them.

3. Restart Doc-To-Help.

You will be prompted to enter your new password the next time you try to connect to SharePoint.

Note:

You cannot share Sandcastle plug-in docs, or .d2h files.

Adding SharePoint Library Documents to a Doc-To-Help Project

You can add any existing document stored in a SharePoint Library to your Doc-To-Help projects. The document can

remain in its existing Library after import for check in/check out, or it can be downloaded with no connection to

SharePoint.

Importing existing documents from SharePoint into your Doc-To-Help project

Open your Doc-To-Help project.

In the

Documents

pane, click the

Add Existing Documents

button

The

Document Import Wizard

will open.

Choose the

SharePoint

option. Click

Enter the document’s SharePoint URL. Click

If you wish to import the document(s) without retaining their connection to SharePoint, clear the

Keep

documents connected to SharePoint

check box.

Choose the document(s) you would like to import using the check boxes. The documents will automatically be

copied to the

Documents

folder in your project by default. You can change the folder location using the

Copy

files to

ellipsis button. Click

Confirm your choices and click

. The document(s) will then be imported.

Click

Finish

to close the Wizard.

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356



Collaborating with SharePoint

Doc-To-Help 2014 User Guide

Use the

Move Up

Move Down

Move In

Move Out

buttons to rearrange the document order in the

Documents

pane.

Working with Shared Documents

Once your documents have been shared to or downloaded from SharePoint Libraries, you can begin to work with them.

Documents can be:



Checked in and out of the SharePoint Library



Synchronized with the SharePoint Library



Merged (Word only)



Taken offline from the SharePoint Library



No longer shared with the SharePoint Library

Once a document has been shared, it cannot be renamed or converted to HTML5.

Note:

You can edit Word documents — even the source documents in your project — while Doc-To-Help builds a

Target. If you choose to edit a source document that has been shared to SharePoint, it can only be edited locally and all

automatic operations with the SharePoint server are disabled.

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Doc-To-Help 2014 User Guide

Collaborating with SharePoint



357

Checking documents In and Out of the SharePoint Library

By default, Word documents are automatically checked out of the SharePoint Library when you open them in Doc-To-

Help and begin editing. If you would like to change this default, clear the

Check out Word documents when editing

local copy

check box in the

Options

dialog box (click the

File

tab and choose the

Doc-To-Help Options

button,

SharePoint Documents

tab.)

Open your Doc-To-Help project.

In the

Documents

pane, select the document you would like to check out.

Right-click and choose

SharePoint > Check Out

from the menu. The document icon will indicate that the

document is checked out

In SharePoint, the document will be also be flagged with an icon

You can open the SharePoint Library by right-clicking on the document and choosing

SharePoint > Open in

Browser.

After making your edits, save your document and close it. Then right-click on it and choose

SharePoint >

Check In

If a document is checked out in SharePoint by another user, there will be a red checked out icon next to it

You cannot check out these documents. If you would like to know who has it checked out, right-click on it in the

Documents

pane and choose

Properties

. In the

Sharing

section, see the

Checked out by

field. You can also hover over

the document name and the information will display in a tooltip.

Building Targets

You can build Targets even if source documents are checked out of the SharePoint Library by you or another user.

However, if there are conflicting document versions that need to be merged, when you attempt to build the Target, the

Synchronize

Documents

dialog box will open and list the conflicting documents. You can then resolve the issue before

you build. If using Word source documents, Doc-To-Help will give you the option to merge the documents. See Merging

Documents on page 358 for more information.

Undoing a Check Out

If you check out a document and make changes to it, then decide you do not want to retain the changes, right click on it

in the

Documents

pane and choose

SharePoint > Discard Check Out

Synchronizing Documents

Doc-To-Help automatically synchronizes the documents changed in the SharePoint Library with those on your machine.

Synchronizing uploads all local changes to the SharePoint Library and downloads SharePoint Library changes to your

machine.

Synchronization should NOT be used as a substitute for checking documents in and out of the SharePoint Library. When

check in/check out is used, all users know the status of documents and who has possession of them.

The automatic synchronization will occur when you close or open a document or project, and when you build a project.

(You can change the synchronization defaults using the

Options

dialog box,

SharePoint

Documents

tab. To open this

dialog box, click the

File

tab and choose the

Doc-To-Help Options

button.)

358



Collaborating with SharePoint

Doc-To-Help 2014 User Guide

You can synchronize manually at any time by clicking the

Synchronize

button on the

Home

tab of Doc-To-Help.

If both versions of a document (the SharePoint Library version and the version on your machine — the local copy — are

different, and you trying to save, open, close or synchronize a single Word document a dialog box will give you the

following options:



Overwrite the local copy of the document



Overwrite the copy of the document on the server (in the SharePoint Library)



Merge the documents (Word documents only). See Merging Documents on page 358 for more information.

Merging Documents (Word documents only)

If both versions of a document (the SharePoint Library version and the version on your machine — the local copy— are

different), and you trying to save, open, close or synchronize a single Word document, a dialog box will give you the

option to overwrite one of the documents, or merge the two documents.

If you wish to merge the Word documents, choose

Merge changes in Microsoft Word

in the

Resolve Conflict

dialog

box.

After you click the

Resolve

button, Word will display the changes to the document. Make the necessary corrections

(accept all the revisions or only some of them; make additional edits) and save the document.

Doc-To-Help 2014 User Guide

Collaborating with SharePoint



359

After you save the document, Doc-To-Help will suggest that you synchronize the changes. If you merged to the local

copy, then the merged document will be uploaded to the SharePoint Library. If you merged to the SharePoint Library,

the merged document will be downloaded to your local machine.

If you do not resolve conflicting document versions, when you attempt to build a Target, the

Synchronize

Documents

dialog box will open and list the conflicting documents. Right-click on the document name in the

Synchronize

Documents

dialog box to view the options.

Working Offline

The

Work Offline

button on the

Home

tab turns off the synchronization with the SharePoint Library server, so there

will be no synchronization checks on open/close or edit. Clicking the

Work

Offline

button again will restore online

mode. After you are back in online mode, click the

Synchronize

button to synchronize the local documents with the

SharePoint Library.

Stop Sharing a Document

If you no longer wish to share a document with the SharePoint Library, you can stop sharing using the right-click menu.

Select the document in the

Documents

pane, right-click and choose

SharePoint > Stop Sharing

. The document will no

longer be shared with the SharePoint Library and its icon will change accordingly.

360



Collaborating with SharePoint

Doc-To-Help 2014 User Guide

Uploading and Working with Documents in a SharePoint

Translation Library

Uploading your content to a

SharePoint Translation Library

provides an easy way to track translations, provide

content to translators who do not use Doc-To-Help, and create localized targets.

A Wizard will take you through the steps of uploading your documents to a SharePoint Translation Library. In addition

to being uploaded, separate Doc-To-Help projects will be created for each translation language. The workflow for

translation projects set in SharePoint will be used for your projects. The project translators do not need to have Doc-To-

Help on their machines to translate, and as they work with the documents, status notification messages are posted in

Doc-To-Help so that you know where each document is in the workflow.

SharePoint Password Note:

If you change your SharePoint password after uploading documents, you will no longer be

able to synchronize your documents. You can fix this by clearing your Windows credentials.

1. In Windows, open the

Control Panel

User Accounts and Family Safety

Credential Manager

. (This is the path

for Windows 7.)

2. Find the SharePoint Server credentials and remove them.

3. Restart Doc-To-Help.

You will be prompted to enter your new password the next time you try to connect to SharePoint

Creating a SharePoint Translation Library

Before you upload projects from Doc-To-Help to SharePoint, you first need to create a

SharePoint Translation

Library

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