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TW notes that cannot be overlooked!
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TW notes that cannot be overlooked!

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Often a writer will want to ask for clarification, ask for approval for a change the writer has initiated, or add a comment about a missing item for future reference. However, SMEs and reviewers do …

Often a writer will want to ask for clarification, ask for approval for a change the writer has initiated, or add a comment about a missing item for future reference. However, SMEs and reviewers do not always notice/respond to such notes -- which of course leads to additional iterations and frustrations.

This webinar demonstrates how to create a dedicated paragraph format in FrameMaker, to be used to insert questions and comments. The style has a unique design intended to make the TW question/comment stand out. You can include automatic numbering to help identify a specific item. In addition, you can create a list of all TW comments as a generated file.
Yet even with all of these techniques, writer's comments tend to be overlooked.

The solution is to have these comments automatically appear as comments in the PDF, raising visibility and helping the SME/reviewer to jump from one comment to the next in the PDF.
Optional: a message indicating the number/location of open TW notes can be displayed when the PDF is closed (through the DocWillClose action)

Tools used: FrameMaker, Acrobat (no add-ons necessary)

Published in: Technology

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  • 1. TW notes that cannot be overlooked! Shlomo Perets microtype.com
  • 2. 1 Issues with traditional reviews ■ ■ ■ ■ Original source files should not be damaged/affected by the review process Inconvenience of comments in e-mail correspondence, external files Difficult to archive comments, replies and status Waste of time for both reviewers & TW
  • 3. 2 Free Adobe Reader XI ■ ■ ■ Supports the full set of Acrobat commenting tools, without having to first enable PDF files for commenting in Acrobat The commented (or form-filled) PDF can be saved in Reader XI Need for user education
  • 4. 3 Often a writer needs to … ■ ■ ■ ■ Ask for clarification Ask for approval for a change the writer has initiated Add a comment about a missing item for future reference Draw attention to an issue (e.g. conflicting data, discrepancies)
  • 5. 4 Such notes are best embedded Seen in context – on page, with adjacent text/graphics
  • 6. 5 Special pgf tag: TWnote ■ ■ Dedicated for “Writer/Reviewer” questions/comments Stand out using ● ● ■ ■ Color/font Line above/below (reference page) Optionally autonumbered Can be used to produce list of paragraphs (LOP)
  • 7. 6 Condition tag applied to note ■ ■ When a conditional tag (e.g. Comment) is consistently applied to the note, it is possible to easily hide all notes when a “clean” copy has to be produced Background color (FM10 or later) can be used as the condition indicator
  • 8. 7 TW notes still overlooked? ■ ■ Even with all of the above… SMEs and reviewers do not notice all TW notes and fail to respond You can make your notes automatically turn into Comments in the PDF ● ● ● Even higher visibility, particularly when reviewers focus only on some pages Reviewers can simply click in the comment and type their feedback Jump from one comment to next in the PDF
  • 9. 8 Recipe for PDF auto comments ■ ■ ■ Add a text frame in the Ref Frame Above (reference page) Font, size, color of text are insignificant Define a variable with PS code such as: [ /Name /RightArrow /Open true /Color [1 0 1] /Title (Please reply) /Rect [0 0 20 20] /Contents () /ANN pdfmark ■ ■ Insert the variable in the text frame Mark text frame as “PostScript Code” * When using FrameMaker-to-Acrobat TimeSavers, ending should be: /ANN pdf
  • 10. 9 Optional: “WillClose” JS action When the PDF file is closed, a note reports number & location of pending TW notes ■ ■ Manually: in Acrobat, Javascript panel > Set Document Actions, and set the “Document Will Close” action Can be automated with TimeSavers (hypertext marker inserted once in FM or in the configuration file)

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