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Example scenario: Versioning a publication

You are creating a new publication for a new release of a product. Topics in the new publication are those that were in the last released publication and are being modified to include the improvements and changes made to the product while other topics are being added to further explain a new feature.

About this task

Scenario: You are releasing a new Xyplor Phone, and must modify the publication to include a new options including one located on theTools menu. The new Xyplor Phone II, includes a feature named Video Calling. You want to add a description of the new feature to the Tools Menu topic but also want to add a new topic that further explains how to use the new feature.

Procedure

  1. Locate the publication in the repository that you want to modify for the new release.
  2. Right-click on the publication then click Check Out.
  3. Right-click on the publication object in Publication Manager (top object in the hierarchy) then select New Version.
    In the right pane, you see a new version of the publication. Make certain that the new version is checked.
  4. Check out the topic(s) to modify, for example, check out the topic for the Tools Menu.
    You are prompted to create a new version or branch.
  5. Click Create a new version then click OK.
  6. Complete or change necessary data in the new version window, then click OK.
    The file is opened in your authoring tool. Make the modifications then Check In the file.
    Next assume that you also want to create a new topic explaining how to use the new Video Calling feature.
  7. Check out the Map in the publication.
    If the publication contains sub-maps, check out the map that is the direct parent where you want the new topic to be located.
  8. When prompted to create a new version or branch the map, click Create a new version then click OK.
  9. Right-click on the object in the publication under which the new topic is to be located; this object should be in the map that you checked out in the previous step.
    Assume that you want it under the Tools Menu object along with the other topics describing the features that are located on the Tools menu; right-click on the Tools Menu object.
  10. Select Add Within > Topic Ref to Topic
    You are prompted to indicate the Href.
  11. Click Browse.
    Since this is a new topic that does not exist, you must create it.
  12. Browse to the container in the repository where you want this object to reside.
  13. Click the New Object icon in the toolbar at the top of the right pane.
  14. Select the appropriate template for this topic then click Next.
  15. Enter the Name for the new object.
    Enter other optional information as needed.
  16. Click OK.
    The new object name is displayed in the list of objects in the right pane.
  17. Click Insert in the bottom right of the right pane.
    The Href field in the Insert Values for 'Topic Ref to Topic' window is populated with the new object name.
  18. Click OK.
    The new topic is inserted in the hierarchy under the object you originally selected. You now can:
    • check out the new object to author its contents; right-click on the new object then click Check Out.
    • send the new object to an author; right-click on the object then select Properties, click the Workflow tab, select the status and user, then click OK.
    • if necessary, you can move the topic within the container to reorder, by dragging it into a new location.