Re: Using variable vs cross-references

["Thomas Michanek" <thomas.michanek@xxxxxxxxx>]

[original message from FrameUsers, this reply only to Free Framers]

From: "Harper, Frank" <Frank.Harper@BellSouth.com>
> I normally use cross-references in the headers and footers that are linked
> to the front matter - title, version, issue date, and document number.
> As things change, I change the information in the front matter which is
> then reflected in the headers and footers.
> 
> I am reviewing a doc set designed by another writer that uses variables
> for the title, version, issue date, etc. instead of cross-references. 
> When the version changes, the variable must be redefined in all files
> of the book. 
> 
> Has anyone else used this method? If so, what are the advantages -
> disadvantages to this method?

Variables are intended for just that type of information, as well as
names of companies, products, systems, parts, etc. To use variables
makes it easy to find and edit all such information in one place,
the Variable dialog. Often you create a separate document in the book
to list all these variables, perhaps with explanations. It then
becomes even easier to find and edit the information in one place.

In your case, you seem to have all the information on the front page,
but this may change and you may want to use variables for other data.
To import the Variables is an extra step, but it's very easy and quick.

If you use cross-refs, you create hypertext links in HTML and PDF,
which is not always desirable. Variables do not cause hypertext links.

Also, it's much easier to insert a variable than to create a cross-ref
(use the Ctrl-0 (zero) shortcut). To use cross-refs for product names
etc. would definitely be more cumbersome than using variables.

If you're already using variables for other things, try creating a
"meta data" document with all variables, boiler plate texts, etc.
You may begin to like the idea :-)


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Thomas Michanek, FrameMaker/UNIX/MIF expert
Technical Writer, Uppsala, Sweden
mailto:Thomas.Michanek@telia.com
http://go.to/framers/
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