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Structuring the UPK Library and Publishing for Success

Structuring the UPK Library and Publishing for Success
After the content authors get familiar with the UPK Developer, but before they start developing training material, there are certain aspects regarding the Library that should be considered. Among these considerations are how to manage the Library and how to structure the created content to increase the efficiency of the publishing process.
Unfortunately, it is all too common for authors to start creating content without planning on structuring the Library for success, which will lead to unnecessary headaches in the future as the content becomes larger in volume.
The Library itself displays a series of folders that contain various documents, similar to how one uses folders on a computer to organize and manage files. However, let’s imagine 20 people working on the same computer and managing their files: such an unstructured environment would prove extremely difficult to work in.
By the same standards, there are some Library design considerations that project leaders or content authors should plan on before creating training materials. Keep in mind that there are many possibilities for designing the Library structure, and that the appropriate design is the one that fits a particular project’s needs.
The following suggestions will give you an idea of how to effectively structure a company’s UPK Library:
    • Track Centric: Large UPK projects need to have a curriculum plan, course catalog, and a role mapping sheet that can be used as a guideline when designing the Library. Depending upon how large the project is, the Library can be structured by Track: there will be one parent folder for each track, with subfolders for each course/module. For example, if the track is Record to Report, it might have a folder for each course (such as Journal Entry Processing or Account Reconciliation) which will contain the material for those courses.
    • Project Centric: If the Developer is used for many projects, it might make sense to create parent folders containing subfolders for each of them.
    • Application Centric: In this case, a folder is created for each application, with subfolders for each module. Useful tip: sort the content around the version of the application.
    • Author or Team: This design is useful if the workload is divided into authors and teams, as it enables content authors to locate the materials faster. After creating a folder for each author or team, the above methods can be implemented.
The important thing to remember is that no design is better than another, as long as the design approach has some logical consistency that all content authors can apply and utilize.
However, regardless of what folder structure you choose, it’s always best to create one “Master Module” containing all the linked content developed. Doing so will make the publishing process more efficient and will enable the publisher to take advantage of the Developer’s “incremental publishing” feature.
Before explaining why incremental publishing is a great advantage, let’s first explain what it means to have a “Master Module”.
The location for the “Master Module” is not important, but in most cases it is placed in the root of the Library, which makes it visible in the Contents pane when the Library is selected (Picture 1).
The project manager or UPK admin linked the content of different modules to the Master Module. The following picture illustrates how the “Master Module” is displayed in the Outline Editor when all the created content has been linked to it.
Structuring the “Master Module” as shown above allows users to quickly select and publish the entire Library or a few modules. Additionally, if the content has been published once before, authors can publish the entire module and the Developer will only publish changes made to the content. This feature is called “incremental publishing” and enables users to manage their publishing process quickly and efficiently without having to select individual items in the outline each time.
Our advice: plan before beginning the content creation process. In the long run, adequately managing and structuring the Library will help both developers and project leaders, making the Library itself more organized and user-friendly.
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