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    • Sharing the prototype application map
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    The Share stage involves using a dynamic PDF report to make collaboration more effective and informative. The report, which contains a preview of the mapping prototype, enables you to share the captured data you have collected in groups and subgroups and solicit feedback to determine any missing pieces. The application mapper provides the report to the application owner so that the owner can review the contents of the discovered applications and determine whether the prototype map should be refined further.

    Recommendation

    Although you can create a PDF preview of the application map at any time, typically you perform the sharing exercise at least twice; once after the initial prototype, and once after the application mapper has added rules to the prototype and has mapped the application. This enables you to gather feedback before you evaluate your initial data gathering and finalize the map.

    Before you begin

    Ensure that you have captured enough information to effectively communicate any progress or questions you have with the current prototype. Notes can be added for groups, subgroups, or at the top level to capture any questions or comments you want to share with the application owner in the preview PDF. You also have the option to set the level of detail in the report (the default is Medium), should you want to include more or less information, depending on how much input you want from the owner. See the following example for more information.

    To add notes to a group page

    The top of the page includes a Notes section where you can add and edit notes on the group. The notes can be typed in simple wiki markup, which enables you to display the text in HTML format. You can include paragraph formatting, hypertext links, and create simple or complex lists to the level that you require.

    1. Click Edit to the right of the Notes section and type or copy the text in the Notes field that you want to define for the group.
      You can create new paragraphs, or type in-line mark-up to display wiki text in various formats. You can click the Show formatting help link to display a page that describes the syntax to use for all types of inline formatting. For example, the following screen illustrates a complex list:
      This screen illustrates how to create a list format in the group notes.
    2. Click Save. The notes are displayed in the format that you specified. The following screen illustrates an example:
      This screen illustrates how to include notes in various text formats on the Group page.
    3. If necessary, click Edit again to go back and revise the text.

    To create a preview report

    1. On the Group page, click the Contents tab.
    2. Select the level of detail you want in the report using one of the following methods:
      1. Click an area on the Reporting Level bar, where the lowest level is located on the left and the highest level is located on the right (the default setting is Medium), as illustrated in the following screen:
        This screen illustrates how to adjust the reporting level of the group PDF report.
      2. From the Actions menu, choose one of the following reporting levels:

        Level

        Type of report generated

        Set PDF Detail High

        Details the names of the nodes in each group and a list of attributes for each node, and displays functional components with all relationships to other components.

        Set PDF Detail Medium

        Details the names of the nodes in each group and a list of important attributes for each node. This is the default reporting level.

        Set PDF Detail Low

        Details the names of the nodes in each group, but no further information on the nodes. You might choose this level, for example, if you have complex diagrams in your report where the links or relationships are not readable. This would display only the functional components and not their relationships to other components.


        An example of all three levels combined in one report to represent a three-tier application is shown here.

        Note

        Reports do not show functional component section headings for functional components that have no messages to display.

    3. From the Actions menu, select Generate PDF Report.
      A confirmation displays indicating what types of content will be included in the report.
      This screen illustrates a notification of what content will be included in the generated PDF.
    4. From the status link at the top of the Group page, click the Reports Tab link.
    5. From the Reports tab, click PDF Reports.
    6. Select the Group Report in the list and click Download.

    Example

    After Mike has organized groups and created a prototype, he wants to collaborate on his findings with George to ensure that the right information is being accounted for. As an important first step in this process, he uses both the drag-and-drop and notes features to tailor the PDF preview report in the way that might make the collaboration more effective.

    1. In the Notes field, type a summary of the prototype in wiki markup and questions you want to ask the application owner before finishing the prototype.
      This picture illustrates a set of notes to the application owner that will be included in the PDF.
    2. Select a level of detail for the PDF report.

      Recommendation

      Choose a low level of detail if there are complex diagrams in the report where the links or relationships are not readable. This displays only the functional components and not their relationships to other components.

    3. Generate the report.
      This picture illustrates how to generate the PDF.
    4. Review the report. The following example shows the first page of the report with the Bookmarks pane open and the notes that were applied previously displayed at the top:
      This picture illustrates the first page of the report with the Bookmarks pane open and the notes that were applied previously displayed at the top.
    5. Attach the PDF to an e-mail and send it to the application owner.
      Based on the feedback from the George, Mike can go back and refine his prototype. He can perform a PDF preview as many times as he wants until he and George are satisfied with the prototype.

    Demonstration

    This illustration represents Video 3 of the collaborative application mapping process. It is the same caption you see on the Applications tab.
    Video 3 that follows demonstrates how the application mapper begins his collaboration with the application owner by creating and sharing the prototype map.

    Where to go from here

    After you are satisfied with the feedback you have received from the PDF preview, you are ready to start mapping the application.

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