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Collaborate using SharePoint Online

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Robohelp

Robohelp

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  1. RoboHelp User Guide
  2. Introduction
    1. Get to know RoboHelp workspace
    2. What's new in RoboHelp 2022 release
      1. What's new in Update 5
      2. What's new in Update 4
      3. What's new in Update 3
      4. What's new in Update 2
      5. What's new in Update 1
    3. Fixed Issues in RoboHelp
    4. RoboHelp System Requirements
    5. Download RoboHelp on Windows and macOS
    6. Download and install Adobe app
    7. RoboHelp FAQs
    8. What's new in RoboHelp 2020 release
      1. What's new in Update 8
      2. What's new in Update 7
      3. What's new in Update 6
      4. What's new in Update 5
      5. What's new in Update 4
      6. What's new in Update 3
      7. What's new in Update 2
      8. What's new in Update 1
  3. Projects
    1. Plan your RoboHelp project
    2. Create a project
    3. Manage projects
    4. Work with topics and folders
    5. Generate reports
    6. Work with context-sensitive help
    7. Manage References
    8. Set preferences in RoboHelp
  4. Collaborate with authors
    1. Collaborate using Git
    2. Collaborate using SharePoint Online
    3. Collaborate using Azure DevOps (Team Foundation Server)
  5. PDF Layout
    1. PDF templates
    2. Design a page layout
    3. Publish PDF output
    4. Work with the common content styles
    5. Components of a PDF template
    6. Support for language variables
    7. Customize PDFs
  6. Editing and formatting
    1. Format your content
    2. Create and manage cross-references
    3. Create and manage links
    4. Single-source with snippets
    5. Work with images and multimedia
    6. Create and use variables for easy updates
    7. Work with Variable Sets
    8. Use Find and Replace
    9. Auto save your content
    10. Side-by-side editing in Split View
    11. Use the Spell Check feature
    12. Create and Edit Bookmarks
    13. Insert and update fields
    14. Switch between multiple views
    15. Autonumbering in CSS
  7. Import and linking
    1. Import Markdown files into a project
    2. Import Word documents into a project
    3. Import FrameMaker documents into a project
  8. TOCs, indexes, glossaries, and citations
    1. Create and manage a Table of Contents
    2. Create and manage an index
    3. Create and manage a glossary
    4. Create and manage citations
    5. Create and manage browse sequences
    6. Work with See Also and Related Topics
  9. Conditional content
    1. What is conditional content
    2. Create and apply condition tags
    3. Configure output presets for conditional content
    4. Optimize and manage conditional content
  10. Microcontent
    1. Microcontent
  11. Review and Collaboration
    1. Review and Collaboration
  12. Translation
    1. Translating content to multiple languages
    2. Configure a translation framework for a service provider
  13. Generating output
    1. Generate output
    2. Generate Frameless output
    3. Generate Knowledge Base output
    4. Generate PDF output
    5. Generate Responsive HTML5 output
    6. Generate Word Document output
    7. Generate Content Only output
    8. Generate eBook output
    9. Generate Microsoft HTML Help output
    10. Generate Mobile App output
  14. Publish output
    1. Publish to a RoboHelp Server
    2. Publish to an FTP server, a Secure FTP server, or a File System
    3. Publish to SharePoint Online
    4. Publish to Zendesk Help Center
    5. Publish to Salesforce Knowledge Base
    6. Publish to ServiceNow Knowledge Base
    7. Publish to Zoho Knowledge Base
    8. Publish to Adobe Experience Manager
    9. Publish to Atlassian Confluence Knowledge Base
  15. Appendix
    1. Adobe RoboHelp Scripting Reference
    2. RoboHelp keyboard shortcuts

Learn how you can add or download projects from SharePoint in RoboHelp.

Prerequisites for connecting to SharePoint Online

If you are working behind an enterprise firewall, whitelist the following URLs:

Configure a Connection profile

A Connection profile contains all the details pertaining to a server like a server path, version control, and related user information. You can create multiple Connection profiles for different server paths.

  1. From the menu bar, choose Collaborate > New Connection.

    This opens the Connection Profile settings dialog window.

  2. Click + to create a new profile.

    new profile
    View new profile window

  3. In the Name field, modify the name if required. Defaults to Profile_number, depending on the number of existing profiles.

  4. In the Version Control field, select to choose from Git, SharePoint Online, and Azure DevOps. Here SharePoint Online is selected by default.

  5. In the SharePoint Site URL field, enter the complete SharePoint site address to collaborate.

    For example:

    <tenant>.sharepoint.com

    <tenant-my>.sharepoint.com

    If your SharePoint site is the sub-site of a larger site, your URL could be

    <tenant>.sharepoint.com/sites/<subsite>

  6. Click Login, to access the SharePoint site.

    This takes you to your company’s SharePoint login page. Follow on-screen instructions to verify your SharePoint account to accept permissions and allow RoboHelp to publish to the site.

    SharePoint Permissions

    After you log in, you can view your user name and ID in the Connection Profiles dialog box in RoboHelp. 

    Note:

    The Save button gets enabled only if the search is successful and your user account has adequate permissions to access the site. 

  7. A progress window appears at the bottom-right corner finding the Sharepoint site.

    progress bar
    Finding SharePoint progress bar

    Once the search is successful and the user account has adequate permissions, you can see your profile details under logged-in information. If the specified SharePoint site URL is not found, an error message is displayed.

  8. Click Save to save the settings made. 

Download a project from SharePoint Online

  1. In RoboHelp, choose Collaborate > Open Connection and select a SharePoint Online connection profile.

  2. Browse and select a RoboHelp project file, and click Select.

  3. In the Repository Details dialog box, specify the Local Path at which you want to download the project, and click Open. RoboHelp downloads and opens the project.

    Note:

    When you open a RoboHelp project for the first time using these steps, the connection information is stored inside the project for subsequent use. Next time you can directly open the project using one of the ways described in Open a project. 

Work with files under version control

  1. By default, files are downloaded as read-only. To make a file writable, right-click it in the Contents panel and click Checkout. RoboHelp indicates the status of a file as  when checked out. 

    Note:

    If you try to save changes in a read-only file, RoboHelp prompts you to check it out first. Accept the prompt to be able to save your changes. 

    If you select the Automatically check out file on save field in the Application Settings dialog box > Version Control tab, files are automatically checked out when saved. In this case, RoboHelp does not display the check-out prompt. To launch the Application Settings dialog box, choose Edit > Preferences.

  2. Add content to or edit a topic.

  3. To check-in the changes to SharePoint Online, choose Collaborate > Check In. The Check-in dialog box opens.

    Note:

    If you want to automatically launch the Check-in dialog box every time you close a project, select the Checkin files when project is closed field in the Application Settings dialog box > Version Control tab.  

  4. In the Check-in dialog box, from the list of checked out, newly added, and deleted files, select the files you want to check in.

  5. You can optionally specify a check-in description. 

  6. Click Check-in. 

    After the check-in is successful, RoboHelp displays a success message. Your version of the file becomes the latest version on SharePoint Online. 

  7. During every check-in and check-out operation, the file status on SharePoint Online is refreshed automatically. To fetch the latest status manually, choose Collaborate > Refresh Status.

    Note:

    The refresh operation can take a long time if the drive on your SharePoint site contains many files. To avoid delays, regularly remove unused files from your SharePoint site.

  8. To sync your local files with the latest version from SharePoint Online, choose Collaborate > Get Latest Version. 

Add a project to SharePoint Online

  1. Create a folder on SharePoint Online in which you want to add your current project.

  2. In RoboHelp, choose Collaborate > Add Project and select a SharePoint Online connection profile.

  3. In the file browser, select the folder created in Step 1. The Check-in dialog box opens.

  4. Check in the required files as described in Work with files under version control. 

    Note:

    to confirm the path of the added project on the server, you can now view it under File > Project settings > version control to display the directory path other than Check-in. 

    project path
    Check project path on Version Control

Refresh your SharePoint login

During any network communication between RoboHelp and SharePoint Online, if your login expires, the Microsoft Sign in window is launched. Sign in again and refresh your login session for the network communication to succeed. You may not need to enter your credentials every time; selecting your user ID also refreshes the session.

Remove SharePoint Online connection

  1. To remove the SharePoint Online project connection from the current RoboHelp project, choose Collaborate > Remove Connection.

    Caution:

    Check in all your changes before removing the connection.

  2. In the Confirm dialog box, click Ok to remove the connection.

    After the connection is removed, RoboHelp reopens the project, and the Add Project option in Collaborate menu becomes available. To add the project again, see Add a project to SharePoint Online.

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