Great question from Lynne on Techwr-L today:
I'm using RoboHelp 7 to convert source content into html and to compile a .chm file for context-sensitive help. A customer wants to know if there is a way for them to edit individual .html files without using RoboHelp. In theory, could they use Microsoft WinHelp (or some other app) to make changes and generate new .chm files, or would that cause all kinds of problems with formatting, hyperlinks, etc ?
Of course, this is one of my favorite topics - customers editing software documentation. I wrote back this:
No. Tell them no. Then, tell them no again.
If they want changes made to the content, they can email you and you will incorporate their edits into the content. Put a feedback link at the bottom of every HTML file that sends feedback directly to you. I had fancy code that would include the HTML file name the feedback was sent from in the email. Just make sure you indicate that the documentation feedback email address is not for reporting bugs or issues with the software.
Think of your help file as software code. Would they be allowed to make "edits" to the software code? Probably not. Same idea here. Say you have a standard like using "Go to" as the phrase to begin a sentence that tells the user navigation, like "Go to Menu1 > Menu2." And they "edit" the text to say "Access Menu1 > Menu2." Who now has the source files - you or your customer?
Who reconciles your content to your style guide? What if your corporate style is to follow the MS Manual and they make edits that do not conform with it? And then, when you get asked to send an updated version of your help file, all their "edits" get lost because you have the source files and you do not have their edits. Also, who owns your help file? Your company does. Check with your legal department about if the client can edit source files.
In my opinion and based upon what I've been through with different situations, this is a very slippery slope and it will get bad for you very quickly.
All that said, technically, yes, the client can decompile the CHM file, edit the HTML with Notepad / Dreamweaver, and then recompile. They wouldn't use MS WinHelp as that is a different help format though.
I sincerely hope that Lynne doesn't give the customer the source files!
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