To give you a better insight into the various application possibilities of Xeditor, you will find here not only a list of our customers, but also some case studies with application examples from various industries.
The introduction of Xpublisher was a major challenge for everyone involved. It has allowed Don Bosco to take a huge step into the future and guarantees competitiveness in the market. We are glad to have found such a competent and flexible partner in Xpublisher.
Don Bosco Medien is one of the leading, traditional and independent publishing houses for early education and religion. They offer a variety of products aimed at children's day-care centers, schools, families, parishes and perople working in the elderly and adult education sectors. The complete publishing program currently comprises of about 700 available titles. About 50-80 titles are added half-yearly. Don Bosco also produces flyers, advertising concepts and websites for external customers as well as several periodical publications such as the children's magazine "Spatz" and the "Don Bosco Magazine".
What was your initial situation?
The creation and editing of texts, documents and manuscripts was carried out unstructured on the basis of MS Word. The unstructured texts were difficult to process within the sentence and could not be reused or "Multmedial" reused. The last version oft he text was in the set document and was therefore only available for production.
Collaboration, that is working together on the same document, was very difficult, especially for magazines. There were many revision cycles, the communication was confusing and a task management did not take place at all. In addition, there was no evidence of usage nor versioning and temporary working copies without a check-in/check-out mechanism resulted in confusing file collections and data loss.
All contents, images and print data were stored in an interlaced but clearly arranged folder structure in the file system. However, due to lack of time, a clean archiving and verification of data was rare.
The majority of all relevant files were redundant and in different versions. Data, especially images, could hardly be found because they were not tagged and often stored in individual folder structures. Thus, simple purchased images or pictures were lost or were acquired several times.
Because there was not a tool that marked the current status of a project, tasks were forgotten or noted in cumbersome individual Excel lists.
How did you search for a project partner and how was the right one found?
First, we defined the initial situation, target status and requirement for a software solution detailed in a specification sheet. Then we invited various service providers and they presented their solutions. Xpublisher was able to convince us with its uncomplicated and modern software solution. Particularly remarkable for us as a publishing house was the simple and intuitive handling of the editiorial software. Furthermore, the fact that Xpublisher adapts itself very much to the existing processes was convincing.
Which solution was found?
The content is recorded by external authors, e.g. in MS Word. The editor then reads this data as plain text into Xpublisher. In Xpublisher, the content is edited, structured and enriched with images, music typesetting, etc. from the integrated image database by the editor using the integrated XML editor Xeditor.
If the manuscript is already in use, the production department can import the content into specially prepared InDesign master documents using the InDesign plug-in. Depending on the complexity of the product, fully or semi-automatic layouts can be generated. A bidirectional interface also allows production to make changes to layout and text and write back to Xpublisher. After the initial set, the plug-in automatically provides a production overview and a PDF view for revision. The proofreading can now incorporate corrections in the text contents that are then reintroduced into the print data. After the print release, the print PDF and reading samples are automatically generated from the open print data.
The process described is supported by a simple workflow for images, texts and print data. Moreover, it is possible to assign unique responsibilities to each step of a project, whereby each user always has an individual list of all open tasks on his user interface.
In addition to all the images in the products, the media database also manages covers, authors' photos and images used in the web. The stored images are enriched with their usage rights and copyright data and are tagged by an in-house taxonomy tree. Using a plug-in for Adobe Photoshop, the external image processing can access images and restore them directly to the image database after processing.
Xpublisher also archives the MS Word document of the original manuscript and automatically creates a new version, which can be restored at any time, after every re-entry into the database. Thus the versioning is ensured.
How did the implementation process go?
During intensive workshops lasting several days, we developed concrete solutions from the previously defined requirements and developed a concept that describes the software solution to be implemented as detailed as possible. Xpublisher then worked on an offer as well as a project plan. During the subsequent implementation of the solution, we continued to work intensively on fine specifications and process descriptions for the target processes. In doing so, all processes had to be kept as simple as possible in order not to make the system cumbersome and immobile through too much functionality.
The implementation phase was relatively short, and after five months a first functional version of the application could be deployed.
A year, or two publishing programs, was planned for the introduction of the software solution.
In the first publishing program, each lecturer was entrusted with the task of implementing at least one project with the new system. Many minor problems were discovered and corrected.
The second publishing program was then almost completely produced in Xpublisher. The co-operation between the in-house project management, Xpublisher and the users was very tight during this phase, in order to prepare the employees as well as possible for the work with the new system. In addition, it was carefully made to detect and remove minor errors in the solution. At regular meetings with all participants the solution approaches were inquired, expanded and adapted. The final solution is now available for the third publishing program. Upgrades, enhancements are in the planning process.
What were the challenges?
Initially, the fundamental new approach to see content only in its structure and detached from the output media caused problems with almost all employees. On top of this was the adaptation phase to the new "tool". With MS Word, the editors had a familiar tool that was tedious to use, but gave them great freedom in the "structuring" and commenting on the manuscripts. Also, for typesetting the work with Xpublisher was a changeover, since one had to always pay attention during the adaptation of the layout not to "destroy" the compliant scheme XML text flow.
There was some need for coordination, for example in the original manuscript recorded in Word or in the automatic page flow of the standard documents. The inclusion and qualification of inventory data was also underestimated. As before, several employees were regularly busy copying content that Xpublisher had not been able to automate.
What advantages does Don Bosco have with Xeditor/Xpublisher? And what ist he outlook?
The integrated workflow makes it easier for employees to get an overview of the status of open projects or their own tasks. Xeditor, the XML editor, allows fast and unambiguous structuring of the content. Entries that are not valid within the DTD are not available. All content can also be placed directly in InDesign layouts via the attached Adobe InDesign plug-in. Changes in InDesign or Xpublisher are adopted bidirectionally. The possibilities for creating InDesign templates for the automated typesetting are very extensive and allow very sophisticated and small-scale layouts. The templates can be created relatively simple on our own. A great advantage of Xpublisher compared to competing products is the openness of the system. For example, a "conventional" sentence based on a MS Word or PDF document is also possible. This allows us to ensure that Xpublisher can also be used to produce post-releases or projects that are not suitable for processing as XML for various reasons. Archiving is (almost) automatic work. Reading samples, covers, etc. can be generated on-the-fly by the user. The media database saves a lot of search work in the medium term and avoids file duplicates.
Our conclusion: Standard products hardly cause any time-consuming production, more complex products run much faster and there is more time for new or even more compley ones!
In the medium and long term, the publishing concept of Don Bosco is to be optimized on the basis of the new findings and requirements on the market and implemented with Xpublisher. In addition, the production of marketing content, such as flyers and catalogs, will be integrated and Magazine/Journal editors affiliated. Further information through the introduction of InDesign servers is also under consideration.
The extendible interface and the content validation directly during data entry saved time and nerves for us. Everyday life cannot be imagined without the functions by Xeditor.” The use of Xeditor is not only WYSIWYG but WYSIWIV (What you see is what is valid) – the automatic validation is a blessing. The implementation of Xeditor into our existing systems went faster and easier than imagined. The resulting free man-days could thereby be utilized elsewhere.
Section "Paid Content"
What is the initial Situation and the Customer Problem?
DocCheck - the network for Medworker. With over one million registered members, DocCheck is the largest community for healthcare professionals in Europe. Here you can learn online, further your education, exchange information with your peers and network or actively contribute your own knowledge. The free of charge DocCheck-password provides you with a quick and easy access to websites in the pharmaceuticals industry and medical publishers, which are meant to be for this particular sector only.
In order to support decentralised and collaborative working, DocCheck introduced a new web-based content management system. Then, a browser based XML-Editor was searched to produce media-neutral content, that let itself integrate seamlessly in the new editorial system.
What solutions were found with Xeditor?
With DocCheck specific content from the respective authors and editors is created and managed on a central platform. With the aid of Xeditor, a collaborative work environment can be established that offers direct access to the connected DocCheck services (e.g. DocCheck TV & Pictures). All data and documents must first be transformed into a standardized data format. For this purpose Xeditor uses data format XML, which allows for content re-usability and for the adaptation of any amount of output channels.
For all data and documents that are to be entered in the future, a standardized structure, workflow and validation rules for content creation must be defined. Now authors, editors and other content creators can enter data via a standardized user interface in the database in
XML format, which will be verified according to the defined rules. With its web-based solution, information in the DocCheck database can now be updated and edited live worldwide. Furthermore, important updates can be centrally rolled out.
How could Xeditor be integrated?
Xeditor is integrated directly in the content management system, the portal for authors (restricted area) from DocCheck, in which authors can collaboratively work on their documents online.
Xedior serves as a central input mask for content (text, photos and videos) and keeps them in XML format, so that in the second step, it can be exported into various channels. This can be done fully automated without the necessity of an editor having to edit the content manually.
Through the previously set validation rules and the standardized input interface, it is guaranteed that the created content can be problem-free and error-free exported into the predefined output formats.
How did the cooperation work?
The integration of Editors in DocCheck's systems landscape took place through the internal DockCheck development team that initially set up or prepared their own systems and interfaces for the implementation of Xeditor. As well as, transforming already existing content into XML format. Particularly in the preparation as well as in subsequent changes, the Xpublisher team was able to provide support in an advisory capacity and especially in technically complex questions provide valuable proposals for solutions.
How do DocCheck employees judge the Xeditor solution?
For DocCheck employees the use of Xeditor is the ideal solution after a long search for a suitable tool. A readymade editing system was not an option for DocCheck because it would have meant a great intervention in the existing infrastructure due to adjustments on the already existing DocCheck-system and interfaces. DocCheck is with its vast number of products and services very flexible and set modularly. This is why DocCheck's decision for Xeditor as a ready building block to be implemented in DocCheck's editing system was an easy one.
What advantages or benefits does DocCheck have with Xeditor?
The most important advantage and the main reason for the acquisition of Xeditor by DocCheck is the implementation feasibility into already existing complex structures. Xeditor offers the possibility to be set up modularly and thus an easy way to integrate the substantial functions in its own systems landscape. By providing these extensive functions as XML-editing and the extensibility to meet their own needs, the existing infrastructure can always be developed further without having to give consideration to external software.
In addition, the use of uniform or standard data structures according to appropriate specifications results in saving extra time and costs. Authors and editors can completely concentrate on the production of high-quality texts, without having to worry about formal aspects and preparing the contents.
DocCheck will set up and manage selected products from participating authors and editors with the help of Xeditor. By the reduction of the expenditures during the conversion into different output formats, additional resources become available, which can flow into the production of new content. Through the one-time accruing license costs, in comparison to the use of classical editing systems, running costs could be significantly reduced and the individual development of their own structures could be put forth.
We are very pleased with the work collaboration and results so far and we look forward to continue working together. Xeditor is a competent expert partner, who during the conversion to a web-based WYSIWYG editor and structured content creation, with customized and creative solutions stood by us.
Wolters Kluwer Germany is one of the leading Information service providers in the legal, finance, and tax sectors. Wolters Kluwer provides high quality specialized information for professional users combined with digital solutions and applications. These products and services enable clients to efficiently ensure successful critical decision-making, thereby achieving a sustainable increase in productivity.
Under the umbrella of Wolters Kluwer are the publishing and software brands like ADDISON, the Academic Work Society, AnNoText, Carl Heymanns, Carl Link, Carl Link Municipal Publishing Company, CW Haarfeld, JURION, Legal Tribune ONLINE, Luchterhand, MBO, Human Resources Management, TriNotar and Werner, united.
As part of the international enterprise of Wolters Kluwer n.v., with headquarters in the Alpen Rijn (Netherlands), Wolters Kluwer looks back at a 175-year-old history centered on the customer and providing specialized professional information in the forms of literature, software and services. Wolters Kluwer is represented in more than 40 countries and employees a workforce of about 19.000 people worldwide.
Identification of Needs / Description of Customer Problems
Why was there a need for a new solution?
A publishing division had currently migrated mainly to Wolters Kluwer's already existing CMS (Content Management System). As a result, new and efficient work processes had to be implemented. This implied that external authors should create content with Xeditor instead of Word in the future.
Had there been an application already in use?
Ýes, there had been an offline-based XML-Editor. The content was entered in MS externally.
Why couldn't the previous application fulfill the needs?
The externally entered content had to be, in a time-consuming fashion, converted from Word to XML. Additionally, the content was not displayed in an author-friendly manner. A WYSIWYG (What You See Is What You Get) view was not available.
How was the search for a project partner conducted and how was this partner found?
It was conducted through an internal market analysis generated by various text editors.
Which criteria were taken in account before reaching a decision?
- A validation of documents against a defined DTD. All documents created should already be during input validated and verified against the given document structure.
- An end-result product document view (WYSIWYG view).
- An intuitive and user-friendly interface operating similar to MS Word.
- The overall impression of Xeditor. The combination of its user-friendly interface, its structuring capabilities and its modern content creation.
- Open standards and a modern architecture in order to ensure adjustability of their own requirements.
- The conveyed specialist expertise of the contact partner as well as the price.
What solutions were found with Xeditor?
With Xeditor a solution was installed to simplify and validate the creation of complex documents. The user-friendly interface is powerful and closely resembles MS Word. With regards to user-friendliness, operating elements from Xeditor's user interface were optimized according to typical user behavior so that frequently used commands can be launched in fewer steps. Moreover, the possibility was created to edit documents through a metadata form. In Detail, this means:
- Individual user profiles
- Intra-document links
- Additional formatting short-cuts
- Toolbar enhancements (special characters, "count words", predefined graphics, footnotes, cross-references)
- Expanded context help
- Smart user prompts using assistants
How did the implementation process work out?
As a first step, a prototype was put in place. The prototype was comprised of selected adjustments on the DTD as well as the CSS, in order to get a better idea if the editor satisfied Wolters Kluwer's requirements. The next step was a workshop where the needs and possible adjustments were discussed. Based on this, a usability concept was devised in which all requirements were specified in detail.
How did the cooperation work out?
Very good, minor changes and errors were unproblematically and quickly solved.
During which time frame did the implementation take place?
The implementation took place during a time frame of about 15 months. During this period there were several change requests like the adaptation of dialogs or user rights as well as sharpening quality insurance.
Use in practice
What advantages resulted from the use of Xeditor, also for the individual author?
Through Xeditor, time-consuming conversions from Word to XML and from XML to Word are omitted. Thus it is possible to create more efficient workflows. The author can work directly in a WYSIWYG view. Thereby, authors see and work on a virtually finished document. Unpleasant surprises during publication are avoided.