Historically, eXtyles functions have generally not had access to linked Word footnotes and endnotes (referred to collectively here as “notes” unless only one or the other is meant). 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.
Today, it is possible to convert plain-text notes back to linked Word notes from the Post Processing Cleanup dialog with the option, Convert plain-text Footnotes and Endnotes to Word Footnotes and Endnotes. With this new function, it is even possible to automatically “round-trip” 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.
The new ability to convert plain-text notes back to linked Word notes opens up 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.
Possible note workflows include the following:
Note that XML Export has been modified so that linked notes could be exported successfully to XML.
To convert plain text notes to linked notes, click Post-Processing Cleanup from the eXtyles menu to open the Post-Processing Cleanup dialog. Then, select Convert plain-text Footnotes and Endnotes to Word Footnotes and Endnotes, and click OK. If you only want to run this one function, be sure to Clear All settings before selecting this option.
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:
Warning: If you are converting plain text notes to linked notes, this function must be run before Author Processing to prevent the incorrect handling of author footnotes. |
The eXtyles functions to convert linked notes to plain text and to convert them back to linked notes can be set up to process notes either on a whole-document basis or by section. In the latter case, notes can be converted to plain text and “re-linked” from the end of the Word section in which they are cited, making it possible to support note numbering that restarts with each section.
Note that processing notes by section means that plain-text notes must be placed at the end of the section in which they are cited, not at the end of the document, irrespective of whether the note numbering restarts at 1 for each section.
A third possibility is to set these functions up so that the user is prompted to select for each document whether the notes should be handled on a whole-document or section-by-section basis.
Please contact your Inera support representative at eXtyles-support@inera.com if you would like to add support for section-by-section numbering of notes. |
If you elect to keep notes linked on activation, it is now possible for eXtyles processes such as Auto-Redact and Citation Matching can be run on linked Word notes while retaining their Word properties. During an eXtyles process, notes are converted to plain text as part of and then automatically convert them back to linked notes again after eXtyles has made changes to the note text.
Most eXtyles functions can be set to “round-trip” linked notes so that their content is accessible. If you are interested in taking advantage of this functionality, please contact your eXtyles support representative at eXtyles-support@inera.com. |
Linked Word notes can also be accessible to most Cleanup. There are several exceptions, however. The following Cleanup functions will not make any changes to linked Word notes:
The following Post-Processing Cleanup functions will also run on linked Word notes:
Note that the Post Processing Cleanup function that removes unused Word styles will correctly retain styles that are used only in a footnote(s) or endnote(s).
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