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.

Available in all eXtyles products:

On this page

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.

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

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.

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:

Select Post-Processing Cleanup from the eXtyles tab to open the Post-Processing Cleanup dialog.
Select Convert plain-text Footnotes and Endnotes to Word Footnotes and Endnotes.
Click OK.

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

Warning: If converting plain text notes to linked notes is part of your workflow, this function must be run before Author Processing to prevent the incorrect handling of author footnotes.

Requirements

Check that your document meets the following requirements in order for the function Convert plain-text notes to linked Word notes 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 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 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.

Whole-document vs Section-by-Section Conversion of Notes

The eXtyles functions to convert linked notes to plain-text notes and to convert plain-text notes to linked notes can be set up to process notes either on a whole-document basis or by section.

When processing section-by-section, 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.

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.

It is also possible 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 if you would like to add support for section-by-section numbering of notes.

Working with Linked Word Notes in eXtyles

If you choose to keep notes linked on activation, eXtyles processes such as Auto-Redact and Citation Matching can still be run on linked Word notes while retaining their Word properties.

During an eXtyles process, notes are converted to plain text and then automatically converted back to linked notes again after eXtyles has made changes to the note text.

Linked Word notes can also be accessible with most Cleanup functions. There are several exceptions, however. The following Cleanup functions will not make any changes to linked Word notes:

Auto-Style (Regular body paragraphs, Tables, References)
Removal of Page breaks, Section breaks, and Column breaks
Removal/Export of Graphics
Auto-Text to Plain Text conversion for Word fields, Lists, and Headings

The following Post-Processing Cleanup functions will run on linked Word notes:

Removal of text highlighting and shading
Removal of paragraph shading
Conversion of user-defined and built-in character styles to face markup

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).

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.

Footnotes/Endnotes

Converting Plain Text Notes to Linked Notes

Requirements

Whole-document vs Section-by-Section Conversion of Notes

Working with Linked Word Notes in eXtyles