XML workflows explained

In the publishing world, Extensible Markup Language (XML) is both an industry standard and a constant source of frustration – especially for writers who just want to focus on creating great content. But move beyond the technical complexities of this notorious markup language, and it soon becomes clear that XML workflows can bring a whole host of benefits to your publishing efforts. Here’s how.

 

What is an XML workflow?

An XML workflow uses Extensible Markup Language (XML) to manage content creation, editing, and production. XML is a standardized format for encoding documents, separating content from presentation. It offers convenience and consistency when you need to repurpose or repackage content in multiple formats for different platforms and channels. 

Here are some key functions of an XML workflow:

• Content Structuring: XML lets you define content structure using predefined or custom tags (similar to HTML). Tags identify elements like titles, chapters, paragraphs, tables, images, or metadata (like author and date). This structured approach allows different elements to be tagged and identified, so it’s much easier to manage and reuse them.
• Content Design: XML is platform-independent, so it can be used with various Content Management Systems (CMS) or design software. In an XML workflow, content is kept separate from its formatting or layout. This allows you to design and apply different styles (CSS or XSLT) to transform the content for different outputs like print layouts and web pages. Depending on the final format, styles can also be applied later.
  
• Content Creation: The use of an XML workflow helps maintain content consistency, especially when your project or publishing output requires multiple contributors or lots of collaboration between authors and editors.
• Metadata Management: XML allows for rich metadata tagging (such as author, publication date, ISBN, and keywords) which is vital for content organization, searchability, and discoverability, especially in large publishing houses or content libraries.
• Workflow Autmation: Once the XML workflows and content structures are set up, many steps can be automated. For example, transforming XML content into different formats (PDF, HTML) can be done automatically. This is particularly useful for large-scale publishing projects like textbooks, scientific journals, or legal documents, where consistency, scalability, and accuracy are critical.

 

Why do publishers use an XML workflow?

An XML workflow is useful for any publishing activity where consistency, scalability, and accuracy are top priorities. In fact, in today’s publishing world it’s an industry standard for the large-scale production of content types such as textbooks, scientific journals, and legal documents. Here are 5 reasons why publishers use an XML workflow:

 

1 Facilitate multichannel publishing

Publishers implement an XML workflow because it offers significant advantages in terms of efficiency, scalability, and flexibility.  One of the main benefits of an XML workflow in digital-first, multichannel publishing environments is the ability to publish the same content in different formats across multiple platforms at once. That’s because the same core content can be styled and exported for multiple channels without rework. This includes:

• Print: Content can be styled for printed books, journals, and magazines.
• Web: XML can be transformed into HTML for web publishing.
• e-books: XML can be exported to formats like EPUB or MOBI for e-readers.
• CMS: Content is tagged in XML for dynamic publishing across platforms and portals.

 

2 Maximize content reusability 

XML helps you organize content in a modular, reusable way. This makes it ideal for repurposing content without manual intervention. In fact, you can reuse sections of content across multiple publications. Changes made to the XML file can be cascaded across all instances of that content, ensuring consistency and streamlining the process of making updates or revisions.

For instance, you might use the same XML source for a printed textbook and a web-based learning platform, without having to recreate the content from scratch. XML also makes it easier to localize content because it separates the text from its structure. This means translations can be inserted into the XML without affecting the content layout or design. In this way, you can maintain consistency across different language versions of the same publication.

Looking for a more efficient way to translate content into different languages? Our partners SNAP Innovation have developed a powerful AI translation tool for PublishOne. Learn more

 

3 Conform to industry standards

In certain fields such as academic, legal, and government publishing, compliance with specific formatting and metadata standards is mandatory. By using schemas or DTD (Document Type Definition) to enforce content structure, publications can be made to adhere to specific industry requirements. 

For example, the XML format JATS (Journal Article Tag Suite) is an industry-standard schema specifically designed for journal publishing and technical documentation. Conformity ensures compatibility with key databases, citation systems, and repositories.

 

4 Streamline collaboration 

In most publishing projects, there are usually multiple stakeholders such as authors, editors, and designers. An XML workflow streamlines collaboration by allowing different people to work on the same content in different ways within a structured and controlled environment. For example, authors might create and edit the content in Microsoft Word, while editors modify and define markup using an XML editor.

Content tagged in XML can be stored in a CMS, where it can be made easily accessible to various team members and/or external contributors. The benefit of a centralized publishing platform is that content can be transformed into different formats, and distributed across platforms without additional rework. This also improves version control. Rather than emailing different versions back and forth, collaborators work on one version of the document. You can keep track of changes, edits, and updates in a structured, scalable way.

 

5 Improve searchability and discoverability

When a lot of content is being created, it doesn’t take long for you to feel out of control.  

XML makes it easy to directly embed metadata into the content. This provides two key advantages: improved searchability and discoverability. 

Not only are these features essential for digital environments like online databases, e-book platforms, and search engines, for publishers dealing with vast libraries of content, it means you can organize and categorize material much more efficiently. 

On top of that, XML is an open standard that ensures your content remains accessible and usable over time, regardless of advancements in software or technology. This means archived content can be easily retrieved, transformed, or repurposed in the future, even as publishing formats evolve.

 

How do you set up an XML workflow?

XML is notoriously difficult to work with, so setting up an XML workflow can be complicated to begin with. To help you get started, here are 3 steps to follow: 

 

Step 1 – Define your requirements, goals, and digital tools

Start by identifying your project goals: the content types, publishing formats, and necessary industry standards (e.g. JATS for journals). Choose the appropriate XML schema and find the right XML editing tools to suit your needs. 

Not sure which XML authoring tool to choose? Read our handy guide: What To Look For In An XML Authoring Tool.

 

Step 2 – Create content structure and templates

Set up XML templates based on your schema for consistent document structure, including elements like chapters, sections, and figures. Develop XSLT or CSS stylesheets to transform XML content into various formats (PDF, HTML, EPUB), ensuring that your content’s appearance is consistent across platforms.

 

Step 3 – Validate and automate an XML workflow

Implement tools to automate the transformation of XML into different output formats and set up validation systems to ensure all content adheres to the defined schema. Use automation and content management systems (CMS) to streamline collaboration, track revisions, and centralize content management.

Sounds simple, right? 

 

Hassle-free XML workflows from PublishOne

When it comes to XML, the one thing most people agree on is that it can be difficult to work with, especially for non-technical authors. At PublishOne, we understand this frustration. But we also know the value that XML can bring to your publishing workflows. 

That’s why, for over 20 years, we’ve dedicated ourselves to developing a platform for streamlining and simplifying XML workflows. You can learn more about this in our article How To Give Your XML Content Management System A Friendly Face.

With PublishOne, you can work with XML content through one, simple and user-friendly interface. The best thing? Not only does it integrate with popular writing and editing tools like Microsoft Word, it also handles complex conversions back and forth between XML and other formats in the background. Simply click to convert and PublishOne does the rest. 

Users can also effortlessly switch between editors based on their preferences and workflow requirements. Interested in how it works? Watch our handy #IntegrationFriday video on PublishOne Editors: