BIOVIA Structured Document Manager | Overview & What's New
Summary
TLDRThe session introduces structured document management, highlighting its efficiency over traditional methods. It emphasizes the ease of collaboration, centralized control over formatting, and the ability to handle data-rich documents. The presentation covers core concepts like document maps, topics, and repositories, and showcases recent updates including template management, content duplication and move support, and user notifications. The session demonstrates how these features streamline content creation, management, and publishing across multiple formats and audiences.
Takeaways
- 📚 Structured Document Management (SDM) is a system designed to efficiently handle data-rich documents, such as CMC documents or regulatory submissions, by eliminating manual copying and pasting of data from one application to another.
- 🔄 The traditional document production method is time-consuming and lacks data traceability, whereas SDM provides a modern, efficient approach with web-based authoring, simultaneous multi-author collaboration, and automatic data management.
- 🌐 SDM stores content in a neutral XML format, allowing for easy publication to various output formats like PDF and HTML, and centralized control over the final output's appearance and styling.
- 🗂 The core concepts of SDM include document maps, topics, repositories, and render formats, which help organize content, control permissions, and manage the publication process.
- 🔧 The 22x FD04 release introduced significant updates to SDM, including powerful template management, usage analysis, content duplication, and move support to enhance content management.
- 📋 A document map is a structured list of topics, while topics are content fragments like text paragraphs, tables, or images that can be combined with external data and reused across multiple documents.
- 🏢 Repositories are used to organize content by team, department, or project, with different user roles and permissions, such as leader, author, and viewer, to manage access and editing rights.
- 🔔 The 3D experience platform uses notifications to keep users informed about events and changes within repositories, with options to customize the types and methods of notifications received.
- 📄 Templates in SDM control the structure and content of document maps, with topic templates containing instructions and examples to guide authors, ensuring consistency and quality across documents.
- 🔄 The ability to duplicate and move document maps and topics within the system allows for efficient content reuse and management, with automatic updates to all instances of a topic when changes are made.
- 👥 The session provided a comprehensive overview of SDM, its benefits, and recent updates, aiming to improve the understanding and application of structured document management for users.
Q & A
What is the main problem addressed by structured document management?
-The main problem addressed by structured document management is the inefficiency and time-consuming process of handling data-rich documents, such as CMC documents or submission documents, where data needs to be manually copied and pasted from one application to another, and verified for each usage.
What are some of the challenges faced when managing large documentation sets with traditional methods?
-Challenges include difficulty in tracing back to the originating application, managing copies of the same content in multiple documents, increased overhead of updating content in multiple locations, and difficulty in collaborating in team environments, especially when members are in different locations or time zones.
How does structured document management improve the authoring experience?
-Structured document management improves the authoring experience by being web-based, requiring no software installation, allowing multiple authors to work on documents simultaneously, and managing all changes automatically. It also enables seamless combination of content and data in the same document, keeping the data up-to-date and traceable to the original source.
What is the significance of using a neutral XML format for storing content?
-Using a neutral XML format allows the content to be published to various output formats such as PDF and HTML. It also provides centralized control over the format and appearance of the final output, enabling consistency and standardization across different teams and departments.
Can you explain the concept of a document map in structured document management?
-A document map is similar to a document but contains a list of topics in the map. The content itself is stored in topics, which can be fragments like paragraphs, tables, images, or a combination of these. A data topic can contain data from an external system and can be combined with topics within a document map.
Repositories are used to organize content by team, department, or project. They allow different users to have different permissions as required. Maps and topics are organized by repository, enabling content organization and access control.
-Repositories function by organizing related content and providing access control. They allow users to manage content in a structured manner, with different permissions for various team members.
What new features were introduced in the 22x FD04 release?
-The 22x FD04 release introduced powerful template management, used analysis, duplication and move support, making content easier to manage. It also added the ability for users to create and manage their own repositories.
How do templates control the structure and content of document maps?
-Templates control the structure and content of document maps by providing a predefined layout and content elements. They can contain topic templates with specific instructions and examples, guiding authors on what to include in each section. Templates ensure consistency and efficiency in document creation.
What happens when a topic is updated in a document map?
-When a topic is updated in a document map, the changes are automatically reflected in all other document maps that include that topic. This ensures that the content remains consistent and up-to-date across all usages.
How can users be notified about changes in repository access or responsibilities?
-Users can be notified about changes in repository access or responsibilities through 3D notifications. These notifications inform users about events of interest, such as being added, removed, or having their responsibilities changed within a repository.
What are the benefits of using a dedicated repository for templates?
-Using a dedicated repository for templates allows for centralized control over who can edit and update the templates. It ensures that the templates remain consistent and standardized, which is crucial for maintaining the quality and integrity of the documents created from these templates.
Outlines
📚 Introduction to Structured Document Management
This paragraph introduces the concept of structured document management, highlighting its purpose and recent updates in the 22x fdo4 release. It emphasizes the problems solved by this approach, such as the manual and time-consuming process of handling data-rich documents, difficulty in tracing data origins, and challenges in managing large documentation sets. The paragraph also contrasts the traditional document production method with the modern, efficient structured document management method, which offers a web-based authoring experience, multi-author collaboration, data-rich documentation, and centralized control over output formats.
🗂️ Core Concepts and Repository Management
The second paragraph delves into the core concepts of structured document management, starting with the document map and topics. It explains how maps and topics are organized in a repository, which allows content organization by team, department, or project, and assigns different permissions to various users. The paragraph also discusses the creation of new repositories, the addition of users with different roles, and the use of render formats for publishing content. Furthermore, it touches on the 3D experience platform's 3D notifications, which keep users informed about repository-related events.
📈 Template Management and Creation
This paragraph focuses on the introduction of templates in the fdo4 release, which are used to control the structure and content of document maps. It describes how document map templates and topic templates function, including their capabilities and the ability to control and format content within them. The paragraph outlines the process of creating a new template, adding topic templates with instructions and sample content, and the inclusion of existing topics. It also explains how to use these templates to create new reports and the impact of changes on content reuse across multiple document maps.
🔄 Content Reuse and Document Map Management
The final paragraph examines various content reuse scenarios and the effects of changing content included in multiple document maps. It discusses the process of adding existing topics to a document map, selecting revisions, and using the 'where used' capability to track topic usage. The paragraph also explains how to duplicate and move document maps, including the considerations and outcomes of these actions, such as changes in visibility and edit permissions. The summary concludes with a recap of the structured document management overview and an appreciation for the attendees' participation in the session.
Mindmap
Keywords
💡Structured Document Management
💡Document Map
💡Topics
💡Repositories
💡Templates
💡Content Reuse
💡Data Traceability
💡Collaboration
💡Centralized Control
💡3D Notifications
💡Maturity
Highlights
Introduction to structured document management, a system designed to efficiently handle data-rich documents.
Recent updates in the 22x fdo4 release include powerful template management and used analysis features.
Content management is simplified with the addition of duplication and move support.
Traditional document management issues include manual data copying and difficulty tracing back to the original data source.
Structured document management overcomes these challenges by allowing multiple authors to work simultaneously on web-based documents.
Data in structured documents is always kept up to date with full traceability back to the original data source.
The system stores content in neutral XML format, allowing for publication in various output formats like PDF and HTML.
Centralized control over format and appearance ensures consistent and standardized documentation across different formats.
Core concepts of structured document management include document maps, topics, repositories, and render formats.
Repositories allow content organization by team, department, or project with different user permissions.
3D notifications inform users of events of interest within various applications, with customizable settings.
Templates control the structure and content of document maps, with the ability to contain all available content elements.
Instructions and example content within templates provide guidance and structure for authors.
Authors can use document map templates to create new reports, with topics in the required order and instructions for guidance.
Content reuse scenarios are examined, including the impact of changing content included in multiple document maps.
The system allows for easy duplication and moving of document maps between repositories.
The session concludes with an overview of structured document management and its recent updates, aiming to improve efficiency and collaboration.
Transcripts
welcome to the session on structure
document manager where we are going to
provide an overview of the capability we
call structured document management
we are also going to walk through some
of the recent updates we have provided
in our 22x fdo4 release
we've made some significant updates
across a number of areas as well as
adding some brand new features
we've added powerful template management
and we're used analysis
we've also made content easier to manage
by adding duplication and move support
so let's take a look at those and other
features
in our upcoming release
let's start by understanding the problem
we are trying to solve
when all three documents that are data
Rich such as CMC documents or documents
in the submission
these documents contain large amounts of
data that has been generated in other
applications
this means the data needs to be copied
from the originating application and
paste it into each document
this is a very manual and time-consuming
approach
and the data that is used must be
manually verified for each and every
usage
when reading or approving such documents
it is very difficult to understand what
the date has come from as documents
cannot easily Trace back to the
originating application
when managing large documentation sets
with multiple related documents
document copying can result in copies of
the same content in multiple documents
with the increased overhead of having to
update this content in multiple
locations
single monolithic documents make it more
difficult to work and collaborate on the
content in the team environment where
some team members may be in a different
location or time zone
the current approach to managing content
means you cannot Target multiple
audiences using the same content for
instance creating a publication for
consumption internally and using the
same content to provide documentation to
an agency or regulatory body
you may also wish to use the same
content and make it available on your
internal internet or knowledge base
where the format and the presentation is
different
finally controlling the appearance of
content so that the styling layout and
formatting are consistent and
standardized across many teams and
departments is very difficult as there
is no way to enforce this with
traditional document editing
applications
when we compare the traditional approach
of document production
to a more modern and efficient method
which we refer to as structure document
management
we see that there are many differences
firstly the authoring experience is
web-based with no installation of
software required
multiple authors can work on documents
simultaneously and the application takes
care of managing all of their changes
because the structure document approach
is designed for data Rich documentation
you can seamlessly combine your content
and data in the same document
data in those documents is always kept
up to date and because we provide full
data traceability back to the original
data source it's always clear where the
data came from
with the structure document approach we
store the underlying content in neutral
XML format and this means we can publish
it to many different output formats such
as PDF and HTML
it also means that you have centralized
control over the format and appearance
of the final output
so you can apply corporate branding and
styling and ensure that all of your
documentation is consistent and
standardized even when it is generated
in multiple different formats
let's now look at the Core Concepts in
structure document management
we start with a document map
which is similar to a document but
simply contains the list of topics in
the map
the content itself is stored in topics
a topic is a fragment of content such as
a paragraph of text or a table or an
image or a combination of those
a data topic can contain data from an
external system and can be combined with
topics within a document map
because topics and data topics are
simply included in a map and not copied
this means the same topic can be created
once and included in many different
documents
maps and topics are organized by
repository which allows you to organize
your content by team department or
project with different users having
different permissions as required
finally one or more render formats are
used to publish the content into
multiple different output formats and
control The Styling and layout of the
published output
the content and structure document
manager consists of document maps and
topics that are at varying stages of
completeness
at the top of the welcome panel is the
list of repositories that the user has
access to
repositories are used to organize
content related to a specific product or
project or team
users must be added to a repository in
order to see or edit the content in the
Repository
with her upcoming release users can now
create and manage their own repositories
so to create a new repository we provide
a title and a description
and users can be added as a leader which
allows them to add other users to the
repository as well as edit the contents
in the Repository
adding a user as an author gives them
full edit capability over all of the
contents in the Repository
and finally a viewer within the
repository can read all of the contents
but it's not allowed allowed to modify
any of that content
so the newly created repository is now
available and appears in the list of
repositories
content can now be added to the
repository using the actions on the
welcome panel
so we choose to create a new document
map
and we give that map a title
we also provide a title for the first
Topic in the map
when we save that document map
we can see that we'd have the newly
created map and Topic in the newly
created Repository
within the 3D experience platform 3D
notifications are used to inform users
of events of interest within various
applications
you can use the notification center to
control which notifications you want to
receive as well as how you wish to
receive them
we've added some new notifications to
help users understand when they have
been added or removed or had the
responsibility changed on a repository
these can be enabled or disabled for
each individual user
now when we look at the notifications
that we have received in our role as a
structured document manager we can see
that anytime we've been removed or added
from a repository we get a notification
so now we choose to manage the members
of a particular Repository
select
to add a member
and assign them a specific
responsibility
once we've found and added that member
to the Repository They will receive a 3D
notification
with our fdo4 release we have introduced
the concept of templates
templates are used to control the
structure and content of document Maps
a document map template looks just like
a normal document map
and has all of the same capabilities
templates can contain all of the content
elements that are available in a normal
map or topic
our document map templates contain one
or more topic templates
and the content within templates can be
controlled and formatted in the same way
as in the document map
you can also use all of the available
content elements within a template
each document map template and topic
Templars
has its own maturity that can be changed
independently
you can also choose to duplicate or move
templates in the same way as other
content items
here we have chosen to put our templates
into a dedicated Repository
this allows us to control who can edit
and update those templates
in our templates repository we have two
types of items
document map templates which control the
structure and the Order of the document
and topic templates contain the content
and the instructions that the author is
provided with
let's start by creating a new template
using the actions on the welcome panel
we provide a title for the document map
template in this case it's a template
for the process performance
qualification report
we also have an initial topic template
that is set to in work
so we can provide a title in this case
to capture the executive summary
we now add another topic template
this time for the introduction content
we continue to add more topic templates
this time to capture the materials and
methods content
we continue to add more topic templates
until the structure of the document map
template is complete
we can now add instructions to each
topic template to provide guidance to
the author on that particular section
instructions can be used to help the
author understand what needs to be
provided in each topic
sample text
also content such as a table can be used
to provide specific examples of the type
of information and detail that's
required in each topic
foreign
instructions to the other topics in our
template and we can include examples of
the content that is expected in that
part of the document
instructions can contain any type of
content element
for instance providing a table within
the instructions provides a strong
example of the data that is expected in
a particular topic
authors can also copy the content from
the instructions and insert that into
the relevant topic
we have now added our instructions to
the document map template and we can see
from looking at the various topics how
specific the guidance is
detailed instructions and example
content are provided to ensure the
author understands exactly what they
need to provide
in each topic
we are going to make one final addition
to the template we're going to include
an existing topic which is a generic
supporting material topic
we move that topic to the relevant
location within the document map
template
so now all of our modifications are
complete we have finished creating our
template so let's look at how we can use
that template to create a real
qualification report
using our document map templates to
create a new report is really simple
authors can only see and use the
templates that they have permission to
access
using the actions menu on the template
you choose create from
the user chooses a Target Repository
for the new document map that will be
created
we will select the DSX 90 repository as
our Target
and we now have a new document map
created from our map template
document map contains a copy of each
topic template taken from the map
template
we can see as we scroll through the new
map
that we have all of the topics in the
required order
with all of the instructions to guide
the author
the author can choose to hide the
instructions
to Aid the readability of the document
we are now going to examine a number of
content reuse scenarios
and understand the impact of changing
content that is included in multiple
document Maps
we add an existing topic to the current
document map
here we choose to add the supporting
material topic
if there are multiple revisions of a
topic
we have the choice of which revision to
use
we can see here that we have both an
in-work and a released revision of the
supporting material topic
using released revision means we know
that the topic will not change
on the left of the supporting material
topic we can see a symbol that shows us
that this topic is used elsewhere
our where used capability
will show us exactly where this
particular topic is used
we can see that it is used in four other
locations or documents also
so in this case the release topic is
being included in an in-work document
map
that means the map is including released
or finalized content that will not
change
we can choose to include the latest
revision of the supporting material
topic
including the latest revision means any
changes to that content will be
automatically updated everywhere that
content is used
let's now take a look at how we
duplicate a map
the menu provides us with the available
actions when we select duplicate we are
asked for a Target Repository
this is where the new document map will
be placed
so once we have selected our Target
Repository
we then hit duplicate
and a copy of the document map is
created and a copy of each Topic in the
original document map
is also created
all of these items are now available in
the selected Target Repository
the newly created map
has all of the content of the original
map in that original order
now let's take a look at what's involved
in moving a document map
you may move a document map for a number
of reasons
You may wish to put it into the
repository that will restrict the
authors who can edit it
or you may wish to relocate this into a
repository that allows a larger audience
to view it
when we access the actions menu
we choose the move option
the move dialog outlines the map
and all of the topics within the map
that will be moved
if any of this top any of these topics
has dependent items like embedded images
these will be moved also
so we choose our Target Repository
and then we hit move
this will move the map and its topics
for the items in total
into the target Repository
this may also change who can view or
edit
the document map and its contents
so we have just walked through an
overview of structured document
management as well as taking a look at
some of our recent updates
I hope you enjoyed the session and thank
you for attending
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