Our Customers Ask…
“Our company frequently revises our engineering drawings. Several of these drawings are included in our product guides. How can we efficiently ensure that the latest drawings are included in our manuals?”
PPI Answers…
We use a repeatable method to ensure that our customers’ latest drawings are always included in documentation. The key lies in the way we import images.
When you insert a drawing into an Adobe® FrameMaker® document, you have the option of either embedding or referencing the image file. If you select the embed option, the file is imported as a static part of the document.
Instead, selecting the Import by Reference option tells FrameMaker® to check the source file each time you open the document. This means that if you change your drawing, save it in the same location by the same name, then FrameMaker® will display the updated image next time it opens the document.
Voila! Automatic drawing updates! The tricky part is building a sustainable file structure that allows you to manage the images while retaining revision control. Most organizations use the name of their drawing files to track revisions. This can still be done while setting up a file structure that promotes referencing vs. embedding image files.
A common file structure might look like this:
Each file name includes a brief description of the file and shows what revision. Users can tell at a glance what file is the latest revision.
In order to make the best use of the Import by Reference option, you might consider adding an Active folder to your file structure. The files in the Active folder should not have the revision information in the title. For example
When you update a drawing, follow these steps;
- Save the file as you normally would.
- Save a copy of the drawing to the Active folder
- Rename the file so that it has the same name as the previous revision. This way, FrameMaker knows what drawing files should be displayed.
Managing your files this way saves you the nightmare of hunting through existing documents and replacing images every time a drawing is revised.
Tags: adobe, content management, documentation, engineering documentation, equipment manufacturers, Frame Maker, framemaker, product documentation, project management, single sourcing, software training, structure, structured document, technical writing