These manuals exist as KB articles and as Word documents.The Doc team added all of the manuals and guides as KB articles to make them easier to maintain, searchable, etc. However, consultants still require some of this content to be maintained in pdf as they give the documents to prospects and to others who need the information but cannot access the KB.
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Find the Developer Manuals and Technical Configuration Guides

The manuals and guides in Word are stored on OneDrive here.

Maintenance Tasks

There are two maintenance tasks:

  • Create a PDF for a KB article

  • Update the content in a Manual or Guide

Create a pdf for a KB Article

Chris Alberts contacts the doc team if additional PDFs are required.

  1. Create a PDF, using the Word documents on OneDrive.

  2. Store the PDF on OneDrive.

  3. Send Chris the file; he will attach it to the article.

Update the content in a Manual or Guide

The Documentation team updates these documents, though updates are rare.

Follow these steps:

  1. Add a ticket to the DSP project with a link to the document on One Drive.

  2. Set the Documentation Status field to In Progress.

  3. Update the document on OneDrive using revision marks.

  4. Send the changes for review by a SME (as in, send the SME a link to the document on OneDrive).

  5. Set the Documentation Status field to Review.

  6. Once approved, take a screen shot of the updates with revision marks and send the changes to Chris so he can update the KB article.

  7. The SME sets the Documentation Status field to Approved.

  8. Create the PDF.

  9. Send a copy of the PDF to Chris and he will upload the new content.

  10. Go on to the support site and confirm the changes made it into the KB article and the updated PDF was added.

  11. Add a note to the ticket that the content was reviewed, and set the Documentation Status field to Doc Done.

Convert Word to PDF

Typically, files of documents are distributed as secured PDF files – not Word files.

To convert a Word document to PDF:

  1. Open the Word document.

  2. Click File > Save As> Adobe PDF

    Or

    Select Create PDF from the Acrobat tab.

  3. Select the file path.

  4. Enter a name in the File Name field.

  5. Click Save.

Secure PDF Files

Once the file has been created as a PDF, it has to be secured according to BackOffice policy. Refer to BackOffice Associates® Security Settings for Adobe for instructions on creating security policy.

To secure a PDF file:

  1. Open the PDF document.

  2. Select Tools.

  3. Select Encrypt.

  4. Select CranSoft.

  5. Click Save.

BackOffice Associates® Security Settings for Adobe

To protect the integrity of the documentation, BackOffice requires that all PDF files to be distributed to be protected by a standard Adobe security policy.

A security police is set up once for an installation of Acrobat.

To create a security policy in Adobe:

  1. Launch Adobe.

  2. Select View > Tools > Protection > Encrypt.

  3. Click Manage Security Policies.

  4. Click New.

  5. Click Use Passwords.

  6. Click Next.

  7. Click Save these settings as policy.

  8. Type a name (i.e. CranSoft) into Policy Name field.

  9. Click Next.

  10. Click Use permissions password to restrict editing of security settings.

  11. Enter triangle in the Password field.

  12. Select High Resolution from Printing allowed list box.

  13. Select None for Changes allowed list box.

  14. Click Next.

  15. Confirm the information is correct.

  16. Click Finish.

Zendesk is the BackOffice Associates® document storage site that allows BackOffice employees and consultants to access product-related files, such as installation packages, installation manuals and developer’s manuals.

Once the documents are approved and ready to be published on Zendesk, send a message to Chris with a link to the final versions on OneDrive.