Changes Between ScreenSteps 4 and ScreenSteps 3
In 2016 ScreenSteps 4 was released which added a number of new features. This article will answer frequently asked questions regarding the difference between ScreenSteps 4 and ScreenSteps 3.
What does it integrate with?
ScreenSteps 4 integrates with the same systems as ScreenSteps 3:
Note about Salesforce
Certain features of the Salesforce integration are not yet Lightning compatible. Further development for Lightning will depend on the customer demand for a full integration.
Do I have to use the web editor?
No. You do not have to use the web editor if you do not prefer it; however, the web editor has undergone a major facelift and is leaps and bounds better than it was before.
You will need to use the web interface to create manuals, chapters, arrange the order and appearance of content, and manage authors and viewing permissions.
The main use of the ScreenSteps desktop client is now going to be for editing articles.
Export options? (Does it export to PDF/Word/HTML?)
ScreenSteps 4 will export articles and manuals to PDF in the browser application. It will not export content to Word or HTML.
Is it compatible with Windows and Mac?
The ScreenSteps 4 browser app works in an internet browser (Chrome, Safari, and Internext Explorer 11 and above). The ScreenSteps 4 desktop client works on both Windows and Mac.
How will older support articles appear?
ScreenSteps 4 will not affect the appearance of older articles as they appear to your customers/readers. If you open up an article that was created with ScreenSteps 3, and publish it with the ScreenSteps 4 desktop client, the article will be converted to version 4.
How do I upgrade?
To upgrade to the new browser app, go to Account Management > Account Settings > Enable new web browser application. Here are instructions if you need them >> enable new admin view
To upgrade to the new desktop client, download it from here >> Download desktop client
Articles that were created in ScreenSteps version 3 will be converted to the new ScreenSteps 4 format the first time you edit them in the ScreenSteps 4 desktop software. This is done by simply opening an article using the version 4 desktop client, then clicking Save & Publish.
You cannot edit articles created with version 3 in the version 4 web editor. You first have to convert an article to version 4. If you try to edit a version 3 article in the web editor you will be prompted to open the article in the desktop editor in order to upgrade the article.
What are the new features?
ScreenSteps 4 has several new features, the main ones being:
- Text styles (Alert, Info, Introduction, Warning, Tip)
- Foldable steps
ScreenSteps 4 also has a much easier workflow for authoring content.
Can I switch back to ScreenSteps 3 if I don't like the new version?
If an article has been created or edited using ScreenSteps 4, then you will not be able to make edits to it using ScreenSteps 3 (not backwards compatible).
So, any articles modified using version 4 will have to be recreated using ScreenSteps 3 if you decide not to continue using ScreenSteps 4 at this time.
Is the new web editor better than the old one?
Yes! The new web editor is leaps and bounds better than the old one. If you are worried about using the new web editor, don't be. It's a very similar experience to using the desktop editor.
The main reason you would use the desktop client instead of the web editor is when you want to grab new screenshots and annotate them.
If you just need to create an article with text, a table, or you want to use images already saved on file, you canuse the web editor. The web editor also makes it easier to bring on new team members since they can just login and begin contributing (without having to download something first).
Is the new ScreenSteps going to be entirely online?
No. But much of it has been moved to the web.
In ScreenSteps 3, you could create manuals, create chapters, move articles around, and move chapters around using the desktop client.
In ScreenSteps 4, that is all done on the web. Now, the only thing done on the desktop is article editing.
The library view in ScreenSteps 3 is now only in the browser app for ScreenSteps 4.
Can I use tools like Snagit or Voilà? Or can I copy and paste?
Yes. You can capture screenshots using any utility/app you'd like. Save the screenshots to your computer, then drag and drop (or browse) images into the web editor or the desktop editor.
When will we be "forced" to migrate to the new version?
We are currently working to move all customers to ScreenSteps 4. If you have specific concerns, please get in touch with us.
Are there still substeps?
Yes. In fact, now there are sub-sub steps as well. ScreenSteps 4 doesn't refer to them as substeps though. You can indent or outdent headings to create nesting.
Are there still steps in an article?
No. ScreenSteps 4 breaks the parts of a step (heading, image, and text) into separate content blocks. You can add headings, text, images, tables, etc. in any order you would like.
Does the new version integrate with Salesforce?
The integration that was available in version 3 is still available in version 4.
What size screenshots should I take?
Think like Goldilocks--not too big, not too small. The principle we follow is to allow enough context so that a reader knows where to go on their screen. If you get the entire screen, the screenshot doesn't look as good on the web or in PDF.
Can we link between articles?
Yes. Just add a hyperlink and select a knowledge base article. This way, if you ever move the linked article, the link will not be broken.
Can you control which authors can publish and which cannot?
Yes. You can modify authoring permissions in the browser app.
Can we still move articles between chapters?
Yes. In version 4, you will use the browser app to move articles between chapters and manuals. It's actually much easier to do.
What are the main changes with the desktop client?
The main change is that version 4 is going to be used to edit articles. In version 3, you could manage the entire library of articles--but in version 4, library management is done in the browser app.
There are also several other changes in the editor. Here are a few:
- Steps no longer contain headings, images, and text--you have more freedom in version 4.
- Formatting is in the right-hand sidebar
- You can style your text (e.g. alerts, info, warnings)
- You can create multiple sub-headings
- You can create tables
What are the main changes with the browser app?
The browser app underwent a major facelift. Not only does it look different, but it runs faster and smoother as well. The functionality is very similar (you accomplish the same types of tasks), but the ease in how you accomplish it is increased dramatically.
Can I link from an article to a specific step in another article?
This will be a feature in ScreenSteps 4 that allows you to link to specific steps in another article.
Is there spellcheck?
The ScreenSteps desktop editor checks spelling as you go.
What!!! No checking in/checking out?
Check-in and check-out is not required in version 4. Every article saved is kept as a version. If two authors are working on the same article at the same time, and they each save and publish it, ScreenSteps saves the two versions, and you can select which version you would like to publish.