Citation Matching automates the lengthy process of comparing and matching in-text citations with their objects—such as figures, tables, and boxes—that are called out within the text.

Citation Matching performs the following tasks automatically:

Identifies all figure, table, box, section, and appendix callouts for which there is not a matching figure, table, box, section, or appendix title.
Identifies all figure legends, box legends, table titles, and footnotes (unlinked and plain text) for which there is not at least one callout.
Identifies all section numbers for which there is not at least one callout.

Each of these issues, if it occurs, is automatically indicated in your document with the insertion of an author query. Author queries are inserted as Word comments. The actual citations and callouts in the manuscript are indicated with a color-coded character style to aid in proofing.

Citation Matching Query Insertion

If eXtyles adds queries during Citation Matching, an alert will appear after processing is complete to indicate the number of queries added. An alert is shown when queries have not been added to indicate that Citation Matching completed successfully.

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Citation Matching Failures

Citation Matching automatically applies the character styles cite_fn, cite_fig, cite_box, cite_tbl, cite_sec, and cite_app to all callouts in the text to footnotes (except author-line footnotes); numbered figures, boxes, and tables; and numbered sections and appendices. Occasionally, eXtyles will fail to automatically apply these styles during Citation Matching. In such cases, the appropriate style must be applied by hand from the Word Styles menu to the callout.

Common Causes of Query Insertion

Queries may be inserted for many reasons. Following is a list of explanations for common queries that you might encounter.

Citation to another article: Citation Matching incorrectly sees citations to objects (e.g., figures and tables) in other articles, such as “See figure 1 in Smith (1999),” as part of the current document. Queries about such citations are incorrect and should be removed by deleting the relevant Word comment.
Incorrect styling: Citation Matching relies on correct styling of paragraphs. Please make sure that, for example, figure captions and table titles are styled correctly if you see erroneous queries.

Table Footnote Matching

Table Footnote Matching is an optional module, and as such it does not come standard with eXtyles STS Export. Please contact Inera if you would like to add this module to your configuration.

Table Footnote Matching automates the process of matching and tagging footnote citations found in tables. This feature is especially useful for establishing table footnote linking in the XML.

To ensure proper functioning of the Table Footnote Matching module, please do the following (as appropriate to your editorial style):

Place table footnotes after the table body. Footnotes may be placed either inside a cell that spans the width of the table, or immediately after the table grid in one or more paragraphs.
If there is more than one footnote, use a new paragraph for each footnote. If within a table cell, you may use multiple paragraphs, or one unique cell per footnote.
eXtyles does not support the use of superscript numbers for table footnote links because superscript numbers are often used in other contexts in tables.

Most symbols do not need to be superscript to be matched during Table Footnote Matching (e.g., *). However, letters and the symbols + and # must be superscript to be matched. eXtyles also supports the baseline style 1/ (underlined digit followed by a forward slash).

When superscript symbols or letters are used, they may be run together (e.g., ab) or comma-delimited (e.g., a,b). Ranges (e.g., a-c) are not supported by eXtyles.
Apply the correct table footer paragraph style to table footnotes. If any table footnote has two or more paragraphs, be sure to use the appropriate paragraph style for the second or subsequent paragraph.

When you have completed copy editing and styling the tables and their footnotes, select eXtyles > Advanced Processing > Table Footnote Matching. The table footnote callouts will be tagged with the appropriate character style.

In addition to linking table footnotes with their matching callouts, Table Footnote Matching performs the following tasks automatically:

Identifies all table footnotes for which there is not a matching callout.
Identifies all table footnotes for which there is not a footnote linking symbol.
Identifies all table footnotes for which there is the same linking symbol as another footnote in the same table.

eXtyles does not warn if something that looks like a citation is found and does not have a matching table footnote. For example, if you have notes “a” and “b”, and a superscript “c” is found in the table, no warning is given.

Each of these issues, if it occurs, is automatically indicated in your document with the insertion of an author query or warning, which is displayed as a Word comment. An alert will appear after processing is complete to indicate the number of queries added. If queries have not been added, an alert will appear to indicate that Table Footnote Matching completed successfully.

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