Setting Document Information
- Jenny Seifert (Unlicensed)
In addition to the automatic background steps (Save a Baseline Copy and Document Normalization), when you select the Activate and Normalize function from the eXtyles menu, eXtyles displays the Document Information dialog, as shown in the accompanying images.
Use these dialogs to provide data about the document to eXtyles and select the style template to be used with the document. eXtyles saves and maintains this document-specific information with the document and includes the metadata in your exported XML.
When you first click Activate and Normalize you will be prompted to select the correct Publication from the drop-down, shown in the image to the right. This step is important, because eXtyles collects and compiles different metadata in the XML depending on the publication type; for example, eXtyles will construct the document's DOI based on the information collected in the Document Information dialog.
The publisher, USGS, automatically populates.
Once you select the correct publication and click OK, you will be presented with a second dialogue. This Document Information dialog collects important metadata, described here (required entries are italic; in the Document Information dialog, required entries are marked with an asterisk).
| Report Number | Enter the report number or placeholder text if report number is not known |
| Publication Year | Enter the publication year or placeholder text if publication year is not known |
| Print ISBN | Enter the print ISBN, if known |
| Electronic ISBN | Enter the electronic ISBN, if known |
| Object ID Prefix | Enter the correct three-letter PSC designation, year, and unique number sequence (example: tac18-3071) from the product estimate number. This information will be used to construct the figure name during XML export; see also Figures, Tables, and Sidebars) |
| Supersedes | Add the information for the documents that the current one supersedes, if any; for example, "Open-File Report 2005–1392" |
| Chapter Number | The number or, more commonly, letter of the chapter, if any |
| Section Number | The section number, if any |
| Book Number | The number of the book, if any |
| Version | The version number, if any |
| Volume | The volume number, if any |
| Edition | The edition number, if any |
| Plates | The plate number; e.g., oversize product elements associated with report-type products (SIRs, professional papers, etc.) |
| Sheets | The sheet number (e.g., oversize product elements associated with maps). This field appears only if certain publications are selected in the previous dialog; for example, SIM |
| Scale | The scale used in the document; this field appears only if certain publications are selected in the previous dialog; for example, SIM |
| Series Note* | The Series Note is a drop-down menu that includes the commonly used "Pamphlet to accompany" text. However, any text can be added to this field as needed. |
| Online Only | Check this box if the document will be published online only. |
*This Series Note should be used if the document should have a "Pamphlet to accompany . . ." line on the title page of the PDF. Note that, when selected, the "Pamphlet to accompany" line (or, whatever text is added to that field) will not appear in the Word document. eXtyles will add the line to the metadata in the XML, and it will automatically be set on the title page of the PDF during layout.
If you want to replace the current document header and footer with some of the information collected in the Document Information dialog, check the Add Document Information to Header box. When this box is checked, the following dialog information is placed in the document header: (1) Publication (e.g., Techniques and Methods), (2) ID Number (i.e., Report Number), and (3) Publication Year. Further, page numbers in the form “page X of Y” are placed in the document footer. If the box is not checked, the header and footer are left as the author typed them.
Click OK to save the document-specific information.
Tip
Once you have Activated a document, you can change the document information at any point by selecting Update Document Information from the eXtyles menu/ribbon.
After the Activation and Normalization stage is complete, the entire eXtyles ribbon is enabled.
