Versions Compared

Old Version 2

changes.mady.by.user Jo Ripoll

Saved on

compared with

New Version 3

changes.mady.by.user Jo Ripoll

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Info

There are various possible workflows for handling footnotes and endnotes with eXtyles. The most appropriate workflow for your editing team will depend on several factors, and ultimately on the intended output(s) from the eXtyled Word document.

This page will refer to footnotes and endnotes collectively as “notes” unless only one or the other is meant.

Live Search
spaceKeyEUDR
placeholderSearch this space

Available in all eXtyles products:

eXtyles CustomeXtyles JATSeXtyles STS

On this page

Table of Contents
minLevel1
maxLevel7

Possible note workflows include the following:

  • Convert linked notes to plain text 
    Hyperlinked notes may be converted to plain text during Activation or Cleanup.
    Plain-text notes may then be styled and automatically processed by eXtyles.
    It is also possible to convert notes during Post-Processing Cleanup if your intended output is plain-text notes.

  • Convert Plain Text to Linked Notes for Downstream Processing
    Having converted the linked notes to plain text, or starting with original plain-text notes, you can convert the notes back to linked notes from the Post Processing Cleanup dialog after eXtyles processing.

Example:

To allow the Word file to be printed to PDF or imported into Adobe InDesign with footnotes and endnotes in the correct locations, you’d convert plain-text notes to linked notes after running eXtyles processing.

  • Retain Linked Notes throughout the eXtyles Process
    You can leave your notes linked at Activation and use automated round-tripping during Auto-Redact and Advanced Processing to allow these functions to work on the note content. This includes using Citation Matching on note content that contains citations to bibliographic references, tables, or figures.

Note

This workflow option is built into an organization’s configuration. If you are interested in adding this your organization’s workflow, please contact Support.

Tip

XML Export can successfully export either plain text or linked notes to XML.

Fun facts! Historically, eXtyles functions have generally not had access to linked Word footnotes and endnotes.

For that reason, the default behavior was to “unlink” linked Word notes and convert them to plain text when a document was activated. The notes would then be styled using the appropriate Footnote and Endnote paragraph styles, allowing Auto-Redact to run on the note paragraphs and also allowing Citation Matching and associated functions to clean up and match note citations and paragraphs.

Info

Round-tripping: automatically convert linked notes to plain text and back again during Auto-Redact and eXtyles Advanced Processes, meaning that these eXtyles functions can have access to note content while preserving their Word properties.

Converting Plain Text Notes to Linked Notes

To convert plain text notes to linked notes:

  1. Select Post-Processing Cleanup from the eXtyles tab to open the Post-Processing Cleanup dialog. Then, select

  2. Select Convert plain-text Footnotes and Endnotes to Word Footnotes and Endnotes, and click .

    Screenshot of the Post-Processing Cleanup dialog with the option 'Convert plain-text Footnotes and Endnotes to Word Footnotes and Endnotes' circledImage Added

  3. Click OK.

Note

If you only want to run this one function, be sure to Clear All settings before selecting this option.

Requirements

There are some requirements to the way that notes can be set up in the Word document if the function to convert plain-text notes to linked Word notes is to work correctly:

  • The document must contain only either footnotes or endnotes, not a mixture of the two.

  • All notes must be numbered with Arabic numerals (1, 2, 3, etc.).

  • The notes must be placed either at the end of the document or at the end of the document section in which they are cited (see below for information about handling notes on a per-section basis).

  • If the notes have been converted to plain text and styled from the Paragraph Styling palette, all notes must contain one and only one paragraph styled with your Footnote or Endnote paragraph style. Second and subsequent paragraphs must be styled with another style(s) (e.g., a Footnote Continued paragraph)

  • Each note must have a matching citation, and vice versa. This can be confirmed by using Citation Matching and resolving any note-related errors.

  • The notes must be in ascending numerical order. Note that note conversion can cope with out-of-order citations, as long as the citations refer to the correct notes and the notes themselves are in ascending order.