BIOVIA Structured Document Manager | Overview & What's New

Summary

The 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

00:00

📚 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.

05:00

🗂️ 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.

10:01

📈 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.

15:02

🔄 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.

Keywords

💡Structured Document Management

Structured Document Management refers to a modern and efficient method for creating, editing, and managing documents, particularly those that are data-rich. It allows for the seamless combination of content and data within the same document, ensuring that the data is always up-to-date and traceable back to the original source. This approach enhances collaboration, reusability of content, and maintains consistency across different outputs and teams, as exemplified in the video by the ability to publish content in various formats like PDF and HTML while applying corporate branding and styling.

💡Document Map

A Document Map is a core concept in Structured Document Management, functioning as a framework that contains a list of topics intended for the document. Unlike traditional documents, the content in a Document Map is not copied but referenced, which means the same topic can be included in multiple documents without duplication. This approach facilitates easier management and updating of content, as changes in a single topic propagate across all documents it is included in.

💡Topics

Topics are the individual, reusable fragments of content within the Structured Document Management system, such as paragraphs, tables, images, or a combination of these elements. A topic can contain data from an external system and can be combined with other topics in a Document Map. Because topics are not duplicated when included in multiple maps, this system promotes efficiency and consistency, reducing the risk of errors and redundancy.

💡Repositories

Repositories in the context of Structured Document Management are used to organize content by team, department, or project. They allow for different users to have varying levels of access rights, ensuring that the content is controlled and secure. Repositories play a crucial role in managing permissions, version control, and the overall organization of documents and topics.

💡Templates

Templates in Structured Document Management are pre-defined structures that control the layout and content of Document Maps. They consist of one or more Topic Templates and can include instructions, sample text, and formatting guidelines to assist authors in creating consistent and standardized documents. Templates streamline the document creation process by providing a framework that can be replicated and modified as needed.

💡Content Reuse

Content Reuse is a significant feature of Structured Document Management that allows for the inclusion of existing content, such as topics, in multiple documents without duplication. This not only saves time and effort but also ensures consistency and accuracy across documents. When a change is made to a reused topic, it is automatically updated across all instances where the content is included, maintaining up-to-date information throughout the documentation set.

💡Data Traceability

Data Traceability is the ability to track the origins and changes of data within Structured Document Management. It ensures that the data used in documents is verifiable and can be traced back to its original source, promoting transparency and accountability. This feature is particularly important for data-rich documents, such as those used in regulatory submissions, where the accuracy and provenance of data are critical.

💡Collaboration

Collaboration in the context of Structured Document Management refers to the ability of multiple authors to work on documents simultaneously without the need for software installation. The system manages all changes automatically, allowing for efficient teamwork and communication, especially in team environments where members may be geographically dispersed or working in different time zones.

💡Centralized Control

Centralized Control refers to the ability to manage and enforce a consistent look and feel across all documentation, including styling, layout, and formatting. This is achieved by storing content in a neutral format like XML, which allows for easy publication to various output formats while maintaining the application of corporate branding and standards.

💡3D Notifications

3D Notifications are used within the 3D Experience Platform to inform users of events of interest or updates within various applications. These notifications can be managed through the notification center, where users can choose which types of notifications they wish to receive and how they prefer to be alerted. This feature enhances user experience by keeping them informed and in control of their notification preferences.

💡Maturity

Maturity in the context of the video refers to the readiness or completeness level of a Document Map Template or a Topic Template. The maturity can be independently changed, allowing for flexibility in the development and refinement of templates before they are finalized and used for creating actual documents. This feature ensures that only fully matured and approved templates are utilized, maintaining a high standard of quality and accuracy in the final documents.

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