Category Archives: FrameMaker

Increase re-usability of your FrameMaker document using “Variables”.

This past week, I was explaining to my class, what variable are and how these could be used throughout your document, to make it more reusable. They were finding it challenging to understand the concept of variables, unlike the other topics of FrameMaker. Only when I explained the concept to them thrice with suitable examples- did they understand. So when thinking about a topic to blog this morning I decided to write on variables. If any one of you have are facing difficulties understanding the concept of variable read through this blog to better understand Variables.

Have you come across a scenario where there are hundreds of documents which contain your company address and you are asked to go through all these documents, to change the address, since your company shifted to another location? Imagine the amount of work you would have to complete- you will have to browse through the entire document, find the company address then change it over to the current address. Now that’s a whole lot of work, for you or your team. This is where variables come to your rescue.

Variable is a command which lets you add pieces of information to your document whose values can be changed to keep your document updated. In the scenario mentioned above instead of using text if the documentation team had used variables for address then the value of address can be changed throughout the document just by redefining the address variable. Now isn’t that simple

Now let us learn to create a variable, insert it into your document, and then redefine the variable to reflect the updated values.

Create variables.

  1. Click Special on the menu bar.
  2. Select Variable. Variable dialog box appears.
  3. Select create Variable to create a new variable.  Edit User Variable dialog box appears.
  4. Enter variable name, under Name text box.
  5. Enter definition of variable, under Variable text box.
  6. Click Done.

Repeat same steps to create a number of Variables.

Insert variables.

  1. Place your cursor where you want to insert a variable.
  2. Click Special on the menu bar.
  3. Select Variable. Variable dialog box appears.
  4. From the list of Variables select the variable, you want to insert.
  5. Click Insert.

Repeat same steps, to insert variable at different positions in the document.

Change variables definition.

  1. Click Special on the menu bar.
  2. Select Variable. Variable dialog box appears.
  3. From the list of Variables select the variable, you want to edit and click Edit Definition.
  4. Edit definition of variable, under Variable text box.
  5. Click Done.

All instances of that particular variable will change throughout your document.

I hope you found this blog useful, in creating documents that are easily reusable.

Advertisements
Tagged , ,
%d bloggers like this: