MadCap Flare 4 Preview (aka Ten Things to Love about Flare 4)

The team at MadCap Software has been working on the next version of Flare for several months now, sick and I’ve been lucky enough to be one of the beta testers who has had an early sneak-peak at what Flare 4 has to offer. Finally, order after months of testing, I’m ready to share some of the latest and greatest features that will shortly be available in Flare 4. (I share this information with MadCap’s permission, of course, since I signed a NDA when I agreed to be a Flare beta tester.)

In today’s post, I’ll give you a brief rundown of several new features and changes in Flare 4. In the next several days, I’ll flesh out each topic with more detailed information about how it works, and what you can expect. After Flare 4 is released (soon, I’m told; very soon….) I’ll blog with some tips and tricks for migrating from Flare 3 to Flare 4. So, here we go with ten things to love about Flare 4.

1. Direct to PDF Output

This feature, alone, is worth the price of the Flare upgrade; it is by far, my favorite feature in Flare 4. When you are creating a target, you can select PDF Output as your target type. When you build your target, Flare creates a PDF file directly. You don’t need Word, Acrobat, or Framemaker installed. When you have a PDF target as your primary target, even document previews build in a small, single-topic PDF file so you can see how your document will render in the PDF output.

When I heard Flare would include PDF Output, I was worried that it wouldn’t be helpful; after all, in Flare 3, when I built a Word target, there was a lot of post-processing that I had to do to my Word output file before I could consider it “finished.” (In fact, I did this so often, I kept a list pinned to my cubical wall. Since switching to Flare 4, I’ve removed the list from sight because I don’t need it anymore.)

PDF Output in Flare 4 utilizes the new Page Layout functionality that I’ll discuss later in this article. However, simply put, PDF output with page layouts creates beautiful outputs that are ready for distribution or press. It is that good.

2. Built-in Review Functionality

The latest generation of MadCap products (including Flare 4, Blaze, and I assume we’ll see the same thing in Press when it is available) includes integration with MadCap X-Edit, a product that at the simplest level (read “FREE to download”) allows you to send your documents out for review. The reviewer installs X-Edit Review, and can open your documents, make annotations, and can submit the document back to you. (Currently this works via email.)

X-Edit includes two additional levels of functionality: at the medium level (called X-Edit Contribute), you can create topics that will be used in a Flare or Blaze project. This is a fantastic option for a company where all the project-level work is done by a single user, with many people creating content. You might, for example, have three writers and one publications manager. The publications manager can manage the entire project in Flare (or Blaze), which includes creating and modifying the style sheet, creating and editing targets, and building the project. The individual writers can simply install X-Edit Contribute and they can contribute to the project by creating new topics in the project without requiring a full Flare license. (I don’t know how this will be priced, in comparison to Flare. It will be interesting to see how that comes out.)

At the advanced level, X-Edit becomes a word-processor where you can create content independent of a Flare or Blaze project. Documents created in X-Edit can be saved in the native X-Edit format, as a Flare/Blaze contribution file, as anXHTML document (.htm extension), or as an XPS file.

Integration with X-Edit will probably be most useful to you at either the Review level or at the Contribute level. The ability to send out files toSME’s for review is fantastic, and for the most part this feature works pretty well. One gripe is that you can’t send multiple topics at the same time; you have to open each topic to send it out for review. On one level, I can see why this is frustrating, but on another level, this will encourage writers to send topics for review AS THE TOPICS ARE COMPLETED, rather than waiting for the project to be completed. Consider your SME’s as well, and you can see how this will be a benefit: it’s much easier to find time to review a single topic and send it back; it takes much longer to find time to review a hundred pages of topics.

If you are looking for a way to review content in your Flare project, then this is another reason why Flare 4 is an essential upgrade.

3. Page Layouts

Flare 4 includes a new feature called page layouts. If you’ve used programs like QuarkXPress, Adobe InDesign, or Adobe FrameMaker, you’ll be familiar with the concept of designing page layouts with frames for different types of content.

In Flare 3 and earlier, you were limited in how you could lay out content on a page. You could use headers and footers, and you could modify your content using CSS and divs, but divs didn’t translate properly into Word, and so you were pretty much stuck with a bland page layout. Not in Flare 4, which integrates page layouts for several print-based output types (like XPS and PDF).

Here’s how it works: you define your page size, and then you add blocks to your page where you want content displayed. You can draw a block for where you want an image to always appear, or you can draw a block for a header, footer, or content. You can create all kinds of interesting page layouts with columns, colors (including gradients), and all kinds of eye-pleasing options.

I love page layouts in Flare 4. They aren’t perfect yet, but dog-gonnit, they are cool, and they are evidence that Flare is moving in the right direction as it seeks to compete with some of the more established tools. You’ll be amazed at how good your Flare output can look, right out of the target builder.

4. Enhanced Reports

I’m an active member of the MadCap forums, and when MadCap released Analyzer, the response for Analyzer was great; it’s a nifty tool, but the biggest complaint seemed to be: “Why aren’t these reports available directly in Flare?”

Now they are. Or many of them are. Flare 4 will generate reports on the following conditions (and more):

  • Absolute links
  • Assigned CSH IDs
  • Broken Bookmarks
  • Broken Links
  • Concept Links
  • Duplicate Map IDs
  • Duplicate Styles
  • Duplicate TOC Items
  • External links
  • Topics not in Index
  • Topics not in any TOC
  • Topics not linked
  • Undefined condition tags
  • Undefined glossary terms
  • Undefined styles
  • Undefined variables
  • Unused conditions
  • Unused images
  • Unused styles
  • Unused variables
  • Used Images
  • Used Style Sheets
  • Used Variables
  • Variable suggestions
  • …. and more


The reports selected for inclusion in Flare are useful and will help you better manage your content and project. MadCap walked a fine line: you aren’t going to get all the features that are in Analyzer in Flare 4, but you will get some of the most useful reports to help you identify the problems in your Flare 4 project, but of course MadCap is hoping that you’ll want to buy Analyzer as an add-on to help you automate the process of solving the problems you encounter.

5. Global Project Linking

Here we have yet another feature that, in my opinion, makes the upgrade to Flare 4 an absolute must-have: global project linking. Flare has been encouraging writers to single-source content from the very beginning, and provided several tools to do so (snippets, conditions, etc.). Those tools worked great for re-using content within a single project. (I even did a series on content reuse in Flare on this blog.)

Now Flare 4 takes this to the next level by allowing you to re-use content across projects. This means you can have a single style sheet for all your Flare projects, and you can have a single skin file and a single glossary file and a single set of master pages and page layouts…. really any file you can have in a Flare project can be added to the globally-linked project and it can be imported into any other Flare project.

Basically you create a new Flare project, and copy the “master” content into the new project. You will then import the “master” project into all the projects you want to have the shared content. There is a setting where you can re-import the content before a target is built, so you can always have the most recent changes to the master project in your linked project.

Now you can reuse content from every file type used by Flare across as many projects as you want. Finally!

6. Enhanced Help (Guides)

Flare 4 includes several (nine, actually) new user guides to help you with various aspects in using Flare. Located in the Help menu, the following PDF guides are ready for printing:

  • Quick Guide
  • Getting Started Guide
  • What’s New Guide
  • Key Features Guide
  • Transition from RoboHelp Guide
  • Transition from FrameMaker Guide
  • Styles Guide
  • Printed Output Guide
  • Shortcuts


I’m a print-it-out, read-it-in-print kind of person. I really like these guides, because they give me something to read that helps me understand the application better. For me, a printed guide is a friendly way to become acquainted with a product, and for that reason I think that these guides will help novice and advanced users alike explore what Flare has to offer. At least, I’m enjoying them.

7. Other Output types

I already talked about the PDF output. Really, PDF output deserved its own section because it is so cool, but there are several other new output types that you also get when you upgrade to Flare 4. These other output types are:

  • WebHelp AIR (requires Adobe AIR on client machines)
  • XHTML Book
  • XPS

You don’t even need to have Adobe AIR installed to create WebHelp AIR output. The AIR output includes all the skin settings for your WebHelp skin, so whether you publish in AIR, WebHelp, or WebHelp Plus, you get a similar looking output.

XHTML Book output allows you to create a pure XHTML output, which might be useful if you are using your content in a home-grown help system for your product.

XPS output works basically like PDF output, and looks pretty much the same. If your deliverable is a Microsoft product, XPS might be the best tool for you. If you are trying to reach a more general audience, you probably should stick with PDF output. XPS is cool, and it has some nifty features for turning pages (like a book) but I haven’t used it much because PDF meets my needs. (Plus, I’m working in a Win-XP environment that doesn’t have support, by default, for XPS.)

8. Cut and Paste

Back when I was new to Flare, when I created my first Flare project I had to decide between importing a FrameMaker file, and creating the project from scratch. I decided that the best way to learn Flare was to create the project from scratch. I soon learned, however, that pasting content into Flare (versions 3 and earlier) wasn’t pleasant. No matter what line breaks existed in the source content, it all pasted into Flare as one long paragraph with no line breaks. I spent a lot of time re-entering paragraph breaks into all my copied content.

Flare 4 includes dramatic improvements for copy and paste. Now when you paste content into Flare, you get a dialog with several options; you can paste content as:

  • Paragraphs
  • Blocks of paragraphs (for example, in a <div> tag)
  • Inline text (the Flare 3 method)
  • Tables (to paste tabular content into a new Flare table)
  • Lists (either numbered or bulleted)
  • HTML (which retains HTML formatting; this is a good option if you are pasting from Word or another word processing tool)

This is a MAJOR improvement, and works really well. Some might complain about an extra step when pasting content in Flare, but I’d much rather have the option to determine how I want Flare to handle my pasted content. Give me a choice any day!

This is a simple thing, but it makes editing in Flare much easier and more enjoyable.

9. Floating Styles Picker

Of all the things I’ve discussed so far in this article, this next feature is the one I use every day. Multiple times. To select a style from the style sheet in Flare 3, I had to take my right hand off the keyboard, reach for the mouse, drag the cursor to the styles panel, find the style I wanted, and click on it. I got used it it, but I didn’t realize how annoying it was until I discovered a small feature in Flare 4 that is a major usability enhancement: the floating styles picker.

In Flare 4, when you are editing a topic, if you want to select a style, you can press Ctrl + Shift + H (who knows why the letter H, but I’m not arguing), and a floating style panel is displayed. Now you can either reach for your mouse to find your style, or—get this—you can just keep typing, and the style will be selected for you! Is that cool or what?

Say for example, you’re typing along, and you want to change the current paragraph to the h3 style with the class “example”. Your styles panel has an entry for h3.example. As you are typing, all you do is press Ctrl + Shift + H, then type h3.ex and the style is selected. You press Enter, and the style is applied, and you can keep typing. No need to pull your hands off the keyboard.

Again, this is a simple thing, but it really improves the user experience. You will wonder how you created content without it.

10. Mini TOCs for Print-Based Output

If you’ve created Mini-TOCs for online output, you know how it works. You may have a topic at the beginning of a section that gives an overview of that section. Then you could add a mini-TOC that gives a list of links to the child topics to that section (based on the TOC location of that section). In Flare 3, this only worked in online output. Flare 4 allows you to create mini TOCs for both online and print output. So, for example, now your printed outputs can include mini TOCs at the beginning of each chapter or section of content. This makes your output look more professional, and replaces a feature I miss from Framemaker.

Other Enhancements

I’ve only covered ten of my favorite features in Flare 4, but there are tons of others. The MadCap publication “What’s New Guide” (see item 6, above) is more than seventy pages long, and describes all the new features and enhancements in Flare 4. Some of these enhancements include:

  • Context Sensitive Cross References. If the cross reference is to the previous page, instead of saying “page x” the cross reference says “on previous page”, or if its on a facing page, the cross reference says “on facing page”. These smart cross references are a great enhancement.
  • Glossary Headings. You can now customize the headings in your glossary, and you can break up your glossary entries by letter. I think it looks a lot nicer, as well.
  • Hyphenation. Flare 4 includes an option to automatically hyphenate at the end of lines for print-based output. This is another simple, but nifty feature that improves the professional feel of the output.
  • Indexing page ranges. Now when your indexed content spans multiple pages, the page ranges are shown as a range (11-13) rather than a list (11, 12, 13).
  • Heading Level Variables. Heading levels in Flare 4 can now be used as variables; this allows you to show the first H1, or h2 on a page (perfect for headers and footers).
  • Additional Image Formats. Flare now supports more image formats, including vector-based formats. Flare now supports the following image types:BMP, EMF, EXPS, GIF, HDP, JPG, JPEG, PNG, SWF, TIF, TIFF, WDP, WMF, XAML, XPS.
  • Disable Styles. If you don’t use all your styles very often, you can disable the styles that you don’t want to display in the style editor. This doesn’t remove them; it just hides them so your style sheet is less overwhelming.
  • Zoom. People have been clamoring for a zoom feature for a long time. Flare 4 includes an option to “zoom” by scaling the font size that is displayed in the XML editor. 

Version 4 is a great improvement to the Flare product. There are a ton of new features that will help you become more productive and make your workflow better and faster.

Watch this blog in the coming days for more detailed information about the new features that I love, and advice for how to make use of these features in the best way. I’ll also be including topics on how to migrate from Flare 3 to Flare 4, so I hope you’ll find that useful as well.

See you soon!

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29 Responses to MadCap Flare 4 Preview (aka Ten Things to Love about Flare 4)

  1. Tom Johnson September 2, 2008 at 4:40 pm #

    Paul, awesome post. I like your description of these new features even better than the What’s New Guide.

    I’m curious if you have anything to say about the image resizing that Flare 4 introduces.

  2. David Krings September 3, 2008 at 5:29 am #

    Nicely done! Both Flare 4 and this article. It seems as if Flare finally arrived at a point where it should be. Now it is a publishing tool that not only can do what others do, but it can do that better and it can do more.
    One has to put this into perspective with the amount of time that MadCap made this happen. Development on Flare goes now into the fourth or fifth year and that alone is impressive to do all that in so little time. Now add Mimic, Capture, Lingo, Analyzer, X-Edit and Blaze to the mix and it even makes it more impressive.
    And then MadCap’s awesome support and the growing and tremendously helpful community. And MadCap’s ability to listen to what the customers want (not many software companies do that). And…and…and…. There is really not much I can complain about – well, I am sure I will find something – so that the only part left that really is a downer is the fact that I no longer work as tech writer and do Flare as a hobby. Hmmmm, if tech writing would pay better I’d switch back again.

  3. Steven Brooks September 3, 2008 at 9:00 am #

    From your description of the page layout feature in Flare 4, this seems a lot like FrameMaker. Maybe Madcap will be putting more FM-like features into Flare in future releases. Will be Blaze abandoned? If so, will Flare become good enough at long books to take on FrameMaker, as well as RoboHelp at the same time?

    Thanks for the post!

  4. Douglas K. Beagley September 3, 2008 at 9:32 am #

    Great job– thanks for highlighting the specials AND for listing some of the smaller details.

    I’m sold.

    Hurry up, MadCap! 🙂
    -d

  5. Martha Priest September 3, 2008 at 9:48 am #

    Hi! Thanks so much for the update! This looks great!

  6. Evelyn Barney September 3, 2008 at 10:03 am #

    I’m impressed – both with your readable “plain English” post and the features of this product. I’ve tried a number of help-authoring tools, and while they each had their advantages, I always ended up feeling that the tool itself needed some help. Flare 4 looks like a real package for real people.

  7. Pamela Denchfield September 3, 2008 at 1:46 pm #

    Thanks for an informative post, Paul! Can you give more information for those of us who are looking at the beta and coming up with some issues?

    Regarding the direct-to-pdf capability, can you give details on lessons you learned when setting it up? I’m working with it now on Flare 4 beta but still figuring out missing stylesheet references and incorrect page number formatting.

    [Link removed by blog administrator]

  8. paul September 3, 2008 at 2:49 pm #

    @Tom Johnson – Tom, to be honest, I do all my image editing outside Flare, so I didn’t notice new functionality here until yesterday. I’ll take a look at it and let you know how it goes.

  9. paul September 3, 2008 at 2:51 pm #

    @Steven Brooks
    I don’t think that Blaze will be abandoned. The two programs share a code base, and Blaze will continue to be for people who want Flare Lite — or print only outputs. Flare will continue to be for people who want both printed and online outputs.

  10. paul September 3, 2008 at 2:52 pm #

    @Pamela Denchfield – Pamela, I’m going to go into detail in a later post about how I got my printed output working directly to PDF. Check back in a couple of days and see if that helps.

  11. Tom Johnson September 3, 2008 at 2:54 pm #

    Yes, you can specify max-width settings for your images. So if you want your images in the online output to be no more than 500 px, you can specify that in the online medium of the img property. And you can have a different setting for the print medium’s max-width.

    However, Word’s resizing is crisper than anything else, so I use a macro to auto-resize all my images in Word.

    In your help, do you resize your images, or just leave them the original dimensions?

  12. paul September 3, 2008 at 2:57 pm #

    @Tom Johnson – I’ve been leaving them the size that I import them into Flare. I resize them in SnagIT and then don’t mess with them in Flare. It’s not ideal, because I wish Capture would let me set different DPIs AND sizes for print and online outputs, but that hasn’t happened (yet).

  13. Tom Johnson September 3, 2008 at 3:14 pm #

    I don’t think Capture is the stumbling block anymore to what you want. Flare 4 will allow this. Let me elaborate.

    First, setting a different DPI does nothing for a screenshot except shrink it. I think of DPI like threadcount on a bedsheet. A screenshot by default on almost every computer screen has 72 DPI. If you increase the DPI settings to 144, then the image will have to put twice as many dots per square inch into the same area, and the only way it can do this is by reducing the area. Kind of useless when all the images in documentation involve 72 DPI.

    One of the new features in Flare 4 is image resizing. You don’t have to resize your images in SnagIt anymore — you can just import them full size and set the img property in your Flare stylesheet to the image dimension that you want.

    However, image resizing in Flare, SnagIt, Photoshop, and Paint Shop Pro is not as crisp as image resizing in Word. In Word, if you drag a picture smaller, it still looks crisp. Don’t ask me why.

    In my printed output, I want my images to look as crisp as possible. So I want Word to do the resizing, not Flare.

    So I import my images full size into Flare, don’t set any image resizing parameters in my print stylesheet, and then apply a word macro that shrinks all images in my Word document to a smaller size. They look crisper that way. But given that I’m using a Word macro after the printed output, it still involves cleanup.

    For the online output, the image resizer in Flare works nicely because it has the same effect as images resized in SnagIt. Previously, if you dragged an image smaller in Flare 3.1, it would look jagged and hard to read. Now they’re smooth and much cleaner.

    I don’t necessarily like my image method, so maybe someone can suggest a better one. Sorry for the long comment.

  14. paul September 3, 2008 at 3:18 pm #

    Originally Posted By Tom Johnson
    First, setting a different DPI does nothing for a screenshot except shrink it. I think of DPI like threadcount on a bedsheet. A screenshot by default on almost every computer screen has 72 DPI. If you increase the DPI settings to 144, then the image will have to put twice as many dots per square inch into the same area, and the only way it can do this is by reducing the area. Kind of useless when all the images in documentation involve 72 DPI.

    Yeah, but that works for me. I resize all my images down; I don’t use any of them full-sized. So, one way to resize them down is to change the image resolution. This reduces the size while keeping the image crisper. you can’t see it on screen, but you can see the difference in printed output.

    Here is my guess: When you reside images in Word, Word actually changes the DPI, if it can, to keep the images as crisp as possible. When you resize images in other applications, the app just resizes the 92DPI image. Crap in = crap out; you’re still stuck with a low-res image.

    But when you resize the DPI smaller, the image gets smaller, but it looks cleaner because you’ve made the pixels more dense, not just removed information from the picture.

  15. Swapnil Ogale September 4, 2008 at 4:58 pm #

    Hi Paul,
    Fantastic article. We use Flare 3 at the moment, but can’t wait for 4, especially given some fantastic things you mention it does.
    Just a quick question – would you happen to have the PDF of the “What’s New” guide somewhere? Or a link from where we can download it possibly?

    Appreciate your assistance in anticipation.

    Regards,
    Swapnil

  16. paul September 5, 2008 at 12:55 pm #

    @Swapnil Ogale
    Hey Swapnil,

    The NDA I signed from MadCap doesn’t allow me to provide the PDF file that is included with Flare. You can contact MadCap support to see if they will provide it to you, or you can wait for Flare 4’s release, and then I’ll be able to send it to you (or you can get it yourself from the free Flare download).

    I don’t expect you’ll have to wait much longer…

  17. Robin September 5, 2008 at 1:03 pm #

    Interesting article and lots of good stuff to be sure, but… I would have liked to see some better way of managing licence control than having to check the network connection and also the WYSIWYG interface is a nightmare to edit in when there are inline condition tags … and there are also a zillion other things in the interface that could be tidied up.

    Robin

  18. Ananda September 15, 2008 at 6:10 am #

    Nice article Paul, have you guys noticed the new Flare logo?! I guess ‘feather in the cap’ is justified.

  19. Cheryl St. Charles March 9, 2009 at 12:34 pm #

    Wonderful article. I’m trying to convince my IT department to move to Flare and this will be helpful. Since you did such a great job on this, what’s you take on the Madcap Bundle of products? Can we live without it? -OR- Do we need the whole enchilada to create help and training manuals?

    Thanks,

    Cheryl

  20. Laura Schilts April 5, 2009 at 11:46 am #

    Thank you for your help!

  21. ivan walsh May 11, 2009 at 2:28 am #

    <Zoom. People have been clamoring for a zoom feature for a long time. Flare 4 includes an option to “zoom” by scaling the font size that is displayed in the XML editor.

    Glad they added this. Small feature but means alot to tured eyes.

    Regards,

    Ivan

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