Publish to Zoho Knowledge Base

Learn how to publish your content directly to Zoho Knowledge Base.

With Zoho integration, Adobe RoboHelp has extended its publishing capabilities to publish directly to Zoho Knowledge Base as articles.

Pre-requisites

To create a connection with Zoho Knowledge Base, you must set up your account to get started. For more details, see Getting Started with Zoho

Set up the workflow

The following are the steps to configure Zoho Knowledge Base before publishing your output.

Create an output preset

To create an output preset in RoboHelp, do the following:

  1. In an open project, do one of the following:

    • Click the Output tab to the left of the Standard toolbar.
    • Click Quick Generate  in the upper-right corner of the Standard toolbar and click the Edit Settings icon .

    The Output view opens.

  2. In the Output toolbar, click Output Presets. The Output Presets panel opens.

  3. In the Output Presets panel, click .

  4. In the New Preset dialog box, specify the following:

    Type: Use the drop-down list to select Knowledge Base preset type. 

    Name: Specify a name for the output preset.

    Target: From the Target drop-down list, choose Zoho Knowledge Base.

  5. Click Done.

    You can access the output preset from the Output Presets panel in the Output toolbar. Alternatively, you can access the output preset in the Quick Generate dialog box of the authoring window.

Configure a Zoho Knowledge Base output preset

You can use the following settings to configure the Knowledge Base output preset:

General

Use the following options to specify basic output settings, such as title, target, output path, encoding, and more:

Title Specify the title for the generated output.

You can use variables in the title. To do so, type Ctrl+1 and select a variable from the drop-down list, and then press Enter. Note that if you have provided a variable set in the Content tab > Variable Set field, during output generation, the value of the selected variable is picked from the variable set.

Output Path Specify a location for the output. To select a location, click  . 

Ensure that the output path is NOT located inside the project folder. If the output path is inside the project folder, the output generation fails. Also the folder you select should NOT have any content that you need. RoboHelp deletes the contents of the folder before generating the output.

Save output path as relative to project: If enabled and you browse to the output path., the path to the output will now be a relative instead of absolute.  

Language Use the drop-down list to specify the language to be used for your content.

Post Generation Script To run your custom script after output generation, select the script .js file from the drop-down list.

Content

Use the following options to specify content-related output settings, such as the settings for Table of Contents, condition expression, and variable set.

Table Of Contents Use the drop-down list to select a Table of Contents to be included in the output. This drop-down list displays the Tables of Contents available in your project. The first Table of Contents in this drop-down list is selected by default.

The set of files and their references present in the selected Table of Contents appear in the generated output.

Condition Expression Use the drop-down list to specify the condition expression for your output. This setting allows you to easily include or exclude content depending on the desired type of output or user base. Click  to edit the selected condition expression. You can also select None in the drop-down list to not specify any condition expression.

Variable Set Use the drop-down list to specify the variable set to use in this output. In the drop-down list, you can select <Default Variable Set> to use the project's default variable set. Variable sets allow you to implement output-specific use of variables. For example, you can have different variable sets for generating output for customers and internal users.

Include Expanding Text  Select this option to include Expanding Text in your Content Only output; otherwise, only the Expanding Title goes into the output. However, the Expanding Text will be shown in the expanded form in the output.

Include Drop-down Text Select this option to include Drop-down Text in your Content Only output; otherwise, only the Drop-down Title goes into the output. However, the Drop-down text will be displayed in the output.

Layout

Use the following option to configure the appearance of your output.

Master Page Use the drop-down list to select the master page for the output. If the master page is selected, the style definitions are determined by the CSS (Cascading Style Sheets) of the master page. If set to None, then the CSS styles are taken from CSS files used in the topics.

Zoho

Use the following options to specify Zoho publish settings:

Publish Profile Use the drop-down to select among your Zoho connection profile. To learn how to create a publish profile, see Configure a publish profile.

Department These are categories, which you can create in Zoho. You can publish your content to any department. Refresh the drop-down to populate the options from the selected Zoho profile.

Display information Select the user group for which you want to make the topics visible. Refresh the drop-down to populate the options from the selected Zoho profile. 

Article view for new categories Select the view in which you want the articles in Zoho to be displayed.

More options

Publish all  articles in same category On selecting this check-box, the Category and Section fields appear. If you enable this option and specify the values, then the topics will be published under the specified category and section in Zoho.

Convert all style to inline styles If you enable this option, all styles applied to the topics will be preserved.

Upload as draft If you enable this option, all articles published to Zoho will be in a draft state.

Upload images If you enable this option, RoboHelp uploads all images present in the topics, otherwise images are not uploaded on the portal. This option will be handy if you are uploading modified topic and images remain the same. You can just upload the topic and save bandwidth.

Upload link document If you enable this option, any linked document, e.g. PDF or Word files, referred in the topics get uploaded to Zoho.

Articles

Choose the articles that you want to publish to Zoho. You can also expand the TOC levels and choose a topic at a time.

Choose topics for publishing in Zoho
Choose topics for publishing in Zoho

Configure a publish profile

You must create and configure a publish profile before publishing your output to Zoho Knowledge Base. To create and configure a profile:

  1. Choose Edit > Publish Profiles.

    The Publish Settings dialog box opens. 

  2. Click  to create a profile.

  3. In the Server Type field, select Zoho Knowledge Base.

  4. For the Zoho Knowledge Base server type, do the following:

    • Name Shows the default profile name. Modify the name if required.
    • Site URL Add a Zoho url to connect to. 
                   For examplehttps://desk.zoho.in/support/<company-name>
  5. Click Save.

    RoboHelp saves the profile and displays the profile name under the Profiles column. To edit a profile, click the profile name and edit its fields. To delete a profile, click  against it.

Publish to Zoho Knowledge Base

You can configure Knowledge Base output preset to link to zoho, and then publish your content to Zoho Knowledge Base. 

  1. After selecting the topics to publish, generate the preset, and then click the Publish button.

  2. After publishing, on the Zoho portal, you can also see all the topics of the TOC selected. Zoho accepts TOCs upto two levels.

  3. To view the published output, click the  icon to take you to the landing page of the Zoho Knowledge Base, where you can browse to your article.

Notă:

On publishing the same topic multiple times, the updated topic is present on the Zoho portal with the following information:

  • Version number
  • Last updated by
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