TOPThe Administrative Publications Proponent/Editor Interface Process (APPIP) is a user interface to provide a non-SGML application to develop and edit administrative publications. The properly formatted document will provide the necessary structures to automatically apply SGML tags. The APPIP was developed to provide a proponent version and USAPA editor version.
The APPIP Proponent Version provides administrative publication proponent developers with a methodology for preparation of new, existing (APPIP formatted) and legacy (non-APPIP formatted) administrative publication documents using the styles available in Microsoft Word. The APPIP Proponent Version is based upon a series of Microsoft Word templates and Visual Basic for Applications (VBA) macros, which enable the proponent to create and modify documents without any SGML (Standard Generalized Markup Language) knowledge or experience. By using this tool, the proponents may create documents in a standardized fashion, thus allowing the editors at USAPA to easily review and apply SGML tags to these documents. The following describe the APPIP Proponent Version Editor and Legacy Import components.
The APPIP Proponent Version editor provides the proponent and USAPA editors with an integrated Microsoft Word with Administrative Publication templates to provide a seamless application of SGML to a document. The following describes the template styles, users guide content and editor methodology.
Styles are custom formats (bolded text, underlined text, outline format, etc.) that a user creates or that are standard styles available in Microsoft Word. In Microsoft Word the styles appear in the left-hand side of your window (when view mode is Normal). The styles that are referred to in the are user-created and are not in the standard Normal template. A special template has been designed that allows the author to apply styles either automatically when creating a new or modifying an existing (APPIP formatted) document, or manually when working with legacy (non-APPIP formatted) documents. Styles determine the formatting of the text and include special information for the system and USAPA editors.
The Proponent Word Template Users Guide (obtained from the ASRL at www.asrl.com) is divided into six sections and three appendices:
The APPIP Proponent Version allows administrative publication proponent developers to develop their publications using Microsoft Word styles. USAPA administrative publication editors can then apply SGML to the proponent-developed documents by using the APPIP USAPA Editor Version. The methodology contained in the APPIP - Proponent Word Template Users Guide, combined with the USAPA-developed APPIP USAPA Editor Version, provides the Army with the necessary tools to apply SGML to administrative publications with only minimal SGML knowledge and experience. These tools may be applied to newly created, existing (USAPA provided APPIP formatted) or legacy (non-APPIP formatted) documents.
The Front Section of the contains guidance for creating and editing documents. The user is instructed in the use of the menus and screens regarding required information, what to do if information is not available for a required entry, etc. Additionally, the section provides available screen and menu examples to the user.
The APPIP Proponent Version includes a capability to validate that all Microsoft Word styles have been entered in the correct order by the proponent author. Only valid documents can be forwarded to USAPA for review and publishing. After the required information screens and optional text have been entered, the author will execute the validation process. If any errors are encountered in the document, the system will present the errors to the author. The errors must be corrected by the proponent author and rerun the validation process until a valid document segment is produced.
The Body Section of the contains three basic templates: Outline, Table and Text Table and the ability to validate the styles. The templates will guide the author through each body template. Each template can be selected from the Body menu option screen.
The Outline Template is used to guide the author through the body outline paragraph numbering and to enter applicable title and paragraph narrative. Using input screens and pull-down menus, the Outline Template allows the author to:Automatically apply a document number. Divide a document into individual pieces (parts, chapters, sections and paragraphs) (each piece can be authored individually). Assign paragraph numbering. Assign paragraph titles.Assign paragraph text.
The Table Template combines the Microsoft Word table editor with the required table label and title styles needed according to the USAPA requirements. The Table Template is used to specify where the table will be located in the document body. Tables may be placed anywhere in the body section. The author will use the standard Microsoft Word table editor to create or modify rows, columns, merge cells, and enter table cell data.
The Text Table template is used to create and enter a text table anywhere in the body section. The user is prompted by data entry screens for each prescribed text table components (i.e. entry heading, legend, etc.). A text table is another way to list information in columns and rows in a document. A text table shows data with the column headings running vertically down the page instead of horizontally across the page. The column headings are listed with each information group down the page. Text tables are used if the information is long and best suited to be listed in this format.
The APPIP Proponent Version includes a capability to validate that all Microsoft Word styles have been entered in the correct order by the proponent author. Only valid documents can be forwarded to USAPA for review and publishing. During and after the body piece has been entered, the author will execute the validation process for each body piece. The style validation will verify that the paragraph outline numbering, tables and text tables follow the prescribed formatting rules stated in and . If any errors are encountered in the document, the system will present the errors to the author. The errors must be corrected by the proponent author and the validation process rerun until a valid document is produced.
The Rear section describes how to use the Microsoft Word predefined templates. The templates will assist the author in implementing the necessary styles for the administrative publication rear. The templates will guide the author through each of the rear section pieces. The templates are selected through the Rear menu option screen. The templates associated with the administrative publication rear are as follows:
The Appendix A Section provides the author with document and form references. The manual contains detailed procedures, examples and illustrations to guide the author through the steps of creating or modifying (APPIP formatted) Appendix A or applying styles to a legacy (non-APPIP formatted) Appendix A. The Appendix A contains four sections:
The Appendix B-Z Section provides templates for the user to enter supplemental information about the document. The manual contains detailed procedures, examples, and illustrations to guide the author through the steps of creating or modifying (APPIP formatted) Appendix B-Z documents, or applying styles to a legacy (non-APPIP formatted) Appendix B-Z document. The document components are the same as described in Body Section . Procedures for validating the documents are also provided.
The Glossary Section provides the author with definitions of terminology. The manual contains detailed procedures, examples and illustrations to guide the author through the steps of creating or modifying (APPIP formatted) glossary or applying styles to a legacy (non-APPIP formatted) glossary. The glossary contains three sections:
The Index Section provides a keyword cross-reference to the associated paragraph number. The index for an administrative publication is entered manually by the author. The manual contains detailed procedures, examples and illustrations to guide the author through the steps of creating or modifying (APPIP formatted) index or applying styles to a legacy (non-APPIP formatted) index.
The APPIP Proponent Version includes a capability to validate the correct order of each rear section's Microsoft Word styles entered by the proponent author. Only valid documents can be forwarded to USAPA for review and publishing. During and after each rear section has been entered, the author will execute the validation process for each rear section. The style validation will verify that the styles follows the prescribed formatting rules stated in and . If any errors are encountered in the document, the system will present the errors to the author. The errors must be corrected by the proponent author and the validation process rerun until a valid document is produced.
The APPIP Proponent Version legacy import provides the proponent and USAPA editors with a tool that will apply the APPIP Word template styles automatically to a standard document load into Microsoft Word. The import does not always provide a 100% valid document after importing. Many factors will deteriorate the import recognition capability. The following describes the legacy import consideration, users guide content and import methodology.
The legacy import (conversion) is used to bring documents previously developed non-APPIP formatted documents into the APPIP process. As in any import, if the document does not conform to the rules provided, incomplete conversion and validation errors will occur. Before executing the legacy conversion, review the document with the prescribed conversion rules. Doing this cursory review can enhance the conversion process and reduce the validation errors.
The Legacy to Word Conversion Users Guide (obtained from the ASRL at www.asrl.com) is divided into six sections:
The APPIP Proponent Version allows administrative publication proponent and USAPA editors to convert legacy administrative publication document into an APPIP formatted document. An important step is to review the conversion rules for each publication section. If the document conforms to these rules, the conversion process can deliver a 100% valid document. The conversion rules details are contained in the and provide the necessary requirements for converting each administrative publication section. After conversion is performed on an administrative publication section, validation is necessary to check the correct application of the APPIP Word styles.
The many errors can be corrected before conversion is started. Some of the most common errors are the following:Not having the required title paragraph(s) or correct titles in the front section.Not having two paragraphs for each level.Wrong paragraph level (i.e. sub-paragraph 1 numbering to sub-paragraph 3 numbering.After a main or zero paragraph the sub-paragraph 1 does not starts with “a.”.Mixing paragraph numbering (i.e. 1, 2, c, d).Not spelling the section heading correct in Appendix A or Glossary. Not having the correct number of sections in Appendix A (four sections) or Glossary (three sections).Missing the obtained, cited or prescribed reference in Appendix A Section I documents and Section III forms.
When errors occur after conversion, where should the corrections be performed? The errors can be corrected either in the legacy or the converted document depending on the severity and type of error. The following paragraphs provide cases to correct in the legacy and the converted document.
When the first sub-paragraph 1 after each main paragraph does not start with “a.”, the corrective action is performed in the legacy document. The error causes the remaining sub-paragraphs not to be converted to the correct APPIP Word styles. After insert the correcting sub-paragraph 1 number, then both the legacy conversion and validation must be re-run.
When the sub-paragraph is indented to the wrong level (i.e. sub-paragraph 1 is followed by a sub-paragraph 3), the corrective action is performed in the converted document. The editor would highlight the incorrect sub-paragraph(s) (i.e. all sub-paragraph 3s after the sub-paragraph 1) and press the “Decrease Indent” icon on the tool bar. The sub-paragraph numbering and APPIP Word style will be modified to the previous sub-paragraph level.
After converting either Appendix A or Glossary and the error message “Section # Style Missing“ is displayed, the corrective action should be performed in the legacy document. When the legacy document does have the incorrect Section number and/or Section title, the conversion does not recognize that a new section has been started. Refer to the corresponding legacy conversion rules for the correct section numbering and title information. After the corrections are made, both the legacy conversion and validation must be re-run.
After converting the front section, the validation indicates required statements (i.e. styles) are missing. The corrective action depends on the nu7mber of missing style statements. The most common cause for the style missing error message is an incorrect statement title. Refer to the front rules for the prescribed statement title to be used. If only one or two styles are missing, the correct title and style can be applied in Word with APPIP styles. If more than two styles are missing, the incorrect titles should be corrected in the legacy document (see front conversion rules for the prescribed titles), then both the front conversion and validation must be re-run.
FRONT