DocEP Technical Quality Guide...DocEP Technical Quality Guide 11 Directorate-General for Translation...

DocEP Technical Quality Guide

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Directorate-General for Translation

March 2020

DocEP Technical Quality Guide for external translators

Hidden information and quality checks A step-by-step approach

DocEP version 9.9.0


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March 2020

Contents

1. Hidden information – Tags .............................................................................................................. 3

What are tags? ................................................................................................................................ 3

What are tags used for? .................................................................................................................. 3

2. Hidden information – Document properties ..................................................................................... 4

What are DocEP custom properties? .............................................................................................. 4

What are custom properties used for? ............................................................................................ 4

3. Check document / Prepare for Bookout .......................................................................................... 5

4. Troubleshooting .............................................................................................................................. 7

Preliminary remark .......................................................................................................................... 7

Check 1 – Tags ............................................................................................................................... 8

Check 2 – Document properties .................................................................................................... 16

Check 3 – Track Changes............................................................................................................. 19

Check 4 – TWB tags ..................................................................................................................... 20

Check 5 – ## ................................................................................................................................. 20

Check 6 – <OptDel> tags .............................................................................................................. 21

Check 7 – HideTWBInt style ......................................................................................................... 21

Check 8 – HideTWBExt style ........................................................................................................ 22

Check 9 – Merged cells ................................................................................................................ 23

Check 10 – Fields ......................................................................................................................... 24

Check 11 – Footer styles .............................................................................................................. 24


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1. Hidden information – Tags

What are tags?

Tags are the blue codes present as ‘hidden text’ in all DocEP documents. They occur in pairs (e.g. start tag: <Commission>, end tag: </Commission>). These tags are in the style HideTWBExt, set to be converted into structure tags in SDL Studio.

There are also grey codes added to dates and lists, e.g. {EMPL}, {EN}. These codes are in the style HideTWBInt, set to be converted into structure tags in SDL Studio.

You can show or hide the tags and the grey codes by pressing Alt+F2 or choosing Hidden text in the DocEP ribbon.

What are tags used for?

• To extract data for the Public Register (e.g. <Commission>, <Titre>, <DocRef>).

• To convert documents into XML format for publication on the Europarl website (all tags).

• To add, delete, copy and renumber amendments, or to split and recombine batches of amendments using the AM_Split and AM_Plus macros (e.g. <Amend>, <NumAm>, <Original>, {EN}).

• To indicate optional paragraphs and delete them if empty (<OptDel>, <OptDelPrev>, <OptDelRow> and <OptDelPage>). Note: DocEP automatically removes these tags if you answer ‘Yes’ to the question ‘Delete empty paragraphs?’.


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2. Hidden information – Document properties

What are DocEP custom properties?

When a DocEP document is created, basic document data are stored in the document properties. To view the properties, click on the Show properties button in the DocEP ribbon. Select the Custom tab.

The most important properties are:

Property Value

Extension Language code

FdR FdR number

Type Document type code

Model DocEP template used to create the document

PE Number PE number

Custom properties are updated when you retrieve or save a DocEP document, or when you use Change document ID. Whenever you need to change the document type, FdR, language, PE number or version, you should do it using Change document ID, to make sure the custom properties are updated as well as the filename and footer.

What are custom properties used for?

• For basic DocEP functions such as Save, Retrieve and Change document ID.

• To extract data for the Public Register (e.g. <FdR>, <Type>, <Model>).


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3. Check document / Prepare for Bookout

Tagging, ‘custom properties’ and other technical aspects of DocEP documents can be checked using the ‘Check document’ function in the DocEP ribbon, or the ‘Prepare for bookout’ function in the DocEP Save dialog.

A message shows the progress of the checks, which are performed in the following order:

1. Check tags (also available as a separate function in the DocEP ribbon): • check if there are tags in the document; • check the tag sequence and, in the case of amendments, the order of certain tags; • check against a predefined list of tags that should never be empty; • check if the tags are hidden; • check if there are unauthorised characters within a tag.

2. Check custom properties – FdR, Extension and Model: • check if the filename is in the standard format 1234567LL.docx; • check if the custom property FdR is in the standard format 1234567; • check if the custom property PE Number is in the standard format 123.456; • check if the filename matches the custom property FdR (1234567); • check if the filename matches the custom property Extension (LL); • check if the footer matches the custom property FdR (1234567); • check if the footer matches the custom property PE Number (123.456); • check if the footer matches the custom property Extension (LL); • check if the proper DocEP template was used (for document types AL, AM, CM, CR, DE/FE, DR/FR,

DT, ER, PA/AD, PR/RR, NP, QZ, RC, RE and RM/RF). 3. Check if Track Changes is activated or if there are tracked changes in the document. 4. Check if there are TWB codes left in the document. 5. Check if there are ‘##’ left in the document. 6. Check if there are <OptDel> tags left in the document. 7. Check if there is text in HideTWBInt style in the document that is not a standard grey code such as {AFET}

or {EN}. 8. Check the style of tags:

• check if tags have the proper HideTWBExt style; • check if text other than tags is in HideTWBExt style.

9. Check if there are merged cells in amendment tables. 10. Check if all the fields in the document can be updated. 11. Check if the footer styles are used in the body of the document.


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When Check document / Prepare for bookout is finished, a new custom property ‘Bookout’ is added, which states the date, the time and the result of the check.

If a document contains errors, a message box lists the errors found and indicates how to correct them. When Check document / Prepare for bookout is run again after correcting errors, the custom property ‘Bookout’ is updated.

The following pages contain detailed information about possible errors and how they can be corrected. The most significant part of the error message is mentioned in the heading, so you can search for it using the ‘Find’ function (Ctrl+F).

The information is structured as follows:

Shows a screenshot of the error message.

Describes the possible/probable cause of the error.

Describes how to correct the error.

Gives some extra information.


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4. Troubleshooting

Preliminary remark

The Check document / Prepare for bookout results message lists the errors in the order indicated on page 5, except for tagging errors, which are displayed at the end of the list. Tick the corresponding option to view the result in Notepad.

If you answer YES to the question ‘Do you want to correct these errors now?’, the last error on the list is highlighted in your document. This does not apply for checks 2 and 3, where selecting the error is not relevant.

If you answer NO to the question ‘Do you want to correct these errors now?’ in Prepare for bookout, it is still possible to save the document. However, the ‘Prepare for bookout’ check box is unticked, and an error message is displayed. Please make sure to correct any errors before delivering the document.


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Check 1 – Tags

There are no tags in your document

The document was created outside DocEP or using ‘Blank’, and therefore does not contain any tags.

Unfortunately, this error is the most cumbersome to correct, as you have to recreate the document using DocEP. Usually, recreating the cover page or the header and then pasting in the rest of the text will do.

Sometimes this error message appears although there clearly are tags in the document. This is a Word bug: closing and restarting Word should solve it. If restarting Word doesn't help, try running ‘FormatAllTags’ from the macro list.

<…> tags should never be empty

The amendment number is missing or positioned outside the <NumAM> tags.

Insert the amendment number in the appropriate place.


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No start tag found for …/No end tag found for …

A tag has been deleted, damaged or put in the wrong place.

Repair or insert tags manually or using the ‘Insert tags’ function in the DocEP ribbon.

If a tag is missing, DocEP will highlight the corresponding start or end tag. The missing tag will not always be on the same line, or even on the same page, e.g. for <Amend> or <RepeatBlock-Amend> tags.

No <RepeatBlock-Amend> tags around the amendments

<RepeatBlock-Amend> tags are missing or in the wrong place.

Repair or insert the <RepeatBlock-Amend> tags manually or using the ‘Insert tags’ function. The start tag should be before the first amendment, the end tag after the last amendment.

Some documents contain two sets of amendments: amendments on the legislative resolution (<RepeatBlock-AmendA>, <AmendA>) and amendments on the legislative act (<RepeatBlock-AmendB>, <AmendB>). In final reports and opinions, both types may occur within one set of <RepeatBlock-Amend> tags.


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Unexpected <Members> tag found

The line with the tabling members appears in the amendment, in a document type where it should not.

Delete the line with the tabling members.

RR and AD do not contain the names of the tabling members.

Unexpected <Original> tag found

The original language appears in the amendment, in a document type where it should not.

Delete the reference to the original language.

RR and AD do not contain any reference to the original language.

Unexpected <…> tag found. There already is a <…> start tag before this one, for which there is no closing tag.

In a sequence of tags, there is a second opening tag before the first one is closed.

Add the closing tag for the previous instance of the selected start tag, or delete the selected tag if it is superfluous.


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No <Members> tag found before <Article>

The reference to the tabling member is missing from the amendment.

Add the reference, including the relevant tags. You can copy them from another amendment.

PR/RR and PA/AD do not contain any reference to the tabling member, but in AM the tabling member must be mentioned.

No <Original> tag found

The reference to the original language is missing from the amendment.

Add the reference, including the relevant tags and codes. You can copy them from another amendment.

RR and AD do not contain any reference to the original language, but in AM, PR and PA the original language must be mentioned.


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No <Article> tag found before <Original>

Both <Article> tags (start and end) are missing or damaged.

Repair or insert the tags manually or using the ‘Insert tags’ function.

Be careful when you use the ‘Find and Replace’ function: if the ‘Hidden text’ is visible, replacements will be done inside the tags as well. Always turn ‘Hidden text’ off before using Find and Replace.

<NumAm> tag found after <Members>

An end tag </Amend> and the following start tag <Amend> are missing.

Insert the missing tags manually or using the ‘Insert tags’ function.

This error occurs when DocEP finds two sets of <NumAM> tags in what it considers to be one amendment, i.e. between the <Amend> and </Amend> tags of two consecutive amendments.

DocEP will select the second occurrence of the <NumAM> tag, which will be in the second amendment. So the tags will be missing before that position.


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March 2020

<Amend...> tag found instead of <Amend…>

Amendments to the legislative resolution (type A) and to the legislative act (type B) have been mixed. They may also have been mixed with amendments from a document with amendments of only one type (without A or B).

Make sure there is no mixing of <Amend>, <AmendA> and <AmendB> tags.

<NumAm...> tag found instead of <NumAm…>

Amendments to the legislative resolution (type A) and to the legislative act (type B) have been mixed. They may also have been mixed with amendments from a document with amendments of only one type (without A or B).

Make sure there is no mixing of <NumAm>, <NumAmA> and <NumAmB> tags.


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March 2020

Text found between …

Some text, possibly part of the justification or a page or section break, is positioned outside the <Amend> </Amend> tags.

Put the text in the appropriate place between the tags.

This error can occur between two consecutive amendments, or between an amendment and a <RepeatBlock-Amend> tag.

There should be no tags within the (amendment) table

A tag has been pasted inside a table.

Remove the tags from the table.

Tables should never contain DocEP tags.


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<…> is not a valid tag name

An unauthorised character (hard return, &, etc.) has been typed into a tag.

Remove the unauthorised character(s) from the tag.

Some tags are not hidden

One or more tags are in HideTWBExt style, but not hidden.

Reapply the hidden text formatting, reapply the HideTWBExt style, or run ‘FormatAllTags’ from the macro list.


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The bookmarks in the footer have been corrupted

The document has been translated with Trados 8.3, and the bookmarks in the footer have been corrupted by the TWB Cleanup.

Run the Footer macro, or Change document ID.

In the first-page footer of older DocEP documents, the FdR and the PE/Version number were bookmarked. These bookmarks were used to create the footers for odd and even pages. In some versions of Trados, the Cleanup displaced the bookmarks, which resulted in ‘double’ footers from page 2 onwards. As Trados has been replaced with SDL Studio, and bookmarks are no longer used, this error is not likely to occur in recent documents.

Check 2 – Document properties

The file name does not have the correct format / The FdR number in the document properties does not have the correct format / The PE number in the document properties does not have the correct format

A non-standard filename, e.g. containing initials, or non-standard PE number was chosen when creating the document or when changing the document ID.

Change document ID, put in the correct FdR number and PE number.

The standard filename in DocEP is FdRLL.doc. The standard PE number is PE123.456.


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The FdR number in the document properties is not the same as in the filename

The document has been renamed outside DocEP, using Rename or Save As.

Change document ID, put in the correct FdR number.

The FdR number in the document properties is not the same as in the footer / The PE number in the document properties is not the same as in the footer

The footer has been changed manually or copied over from another document.

Change document ID or use the Footer macro.


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The language code in the document properties is not the same as in the filename / The language code in the document properties is not the same as in the footer

The document has been renamed outside DocEP, and the footer has been changed manually.

Change document ID, put in the correct language code.

The document was not created using the appropriate DocEP template

The document was created outside DocEP or using ‘Blank’, or

A valid DocEP document has been copied into an empty Word document, or

The document type was changed after the document was created, or

The custom property <Model> has been changed manually.

In the first case, the document will not contain any tags. Unfortunately, you will have to recreate the document using DocEP. Usually, recreating the cover page or the header and then pasting in the rest of the text will do. If the document looks correctly tagged, you could see whether changing the custom property <Model> is sufficient. Click on the ‘Show properties’ button in the DocEP ribbon; select the ‘Custom’ tab; in the list of Properties, select <Model>; in the Value field just above the list, replace the incorrect model with the correct DocEP template name. If that doesn’t work, you will have to recreate the document using DocEP as in the first case.


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Check 3 – Track Changes

The Track Changes function is activated in your document

The ‘Track Changes’ function has been activated in your document.

Deactivate Track Changes by clicking on the ‘Track Changes’ button in the Review ribbon.

There are tracked changes in your document

The document has been edited using ‘Track Changes’, and not all the changes have been accepted/rejected.

Accept/reject tracked changes in the document.


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Check 4 – TWB tags

There seem to be TWB tags (style tw4winMark) left in your document

TWB Cleanup was not performed or Cleanup errors occurred, or

Some text parts are in the style ‘tw4winMark’, which is used for the TWB tags.

In the first case, perform a TWB Cleanup and/or correct TWB Cleanup errors. If the TWB Cleanup was done correctly, then check the style of the selection (DocEP highlights the error), and apply the proper paragraph style.

As Trados has been replaced with SDL Studio, this error is not likely to occur in recent documents.

Check 5 – ##

There are ## left in your document

When creating the document, the DocEP macro (F12) was not used to the very end.

Press F12 to continue the macro until set-up is finished.


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Check 6 – <OptDel> tags

There are tags left in your document which are used to delete empty paragraphs

The question ‘Delete Empty Paragraphs?’ was answered with NO, or

A hidden marker tag for an unused menu option (<OptDel> tag) has been deleted or damaged.

Press F12 and answer YES to the question ‘Delete Empty Paragraphs?’. If tags have been deleted or damaged, correct those first.

Check 7 – HideTWBInt style

Some text parts are in HideTWBInt style

A hidden DocEP language, committee or date code has been damaged, or

Text was typed next to a DocEP code in HideTWBInt style, or

## have been deleted manually and some hidden DocEP code has remained in the document.


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If the text selected by DocEP is a damaged language, committee or date code, you will have to repair it manually. If the text selected by DocEP is regular text, then apply a regular paragraph style. If the text selected by DocEP is none of the above, delete it.

A hidden DocEP code has been pasted into an amendment table row.

Delete the code, or move it to the appropriate location if it has been displaced.

Check 8 – HideTWBExt style

DocEP tags should be in HideTWBExt style

A DocEP tag is not in HideTWBExt style.

Apply the correct style (HideTWBExt) manually or run ‘FormatAllTags’ from the macro list.


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Some text parts are in HideTWBExt style

Some text that is not a DocEP tag is in HideTWBExt style.

Apply a regular paragraph style to the selected text.

Check 9 – Merged cells

There is an amendment with merged cells in your document

The table columns do not all contain the same number of rows.

Select the relevant table cells and split them into as many rows as necessary to obtain the same number of rows in each column.

Amendment tables should not contain merged cells. However, in documents with very complex tables, this may be unavoidable, in which case you may disregard the error message.


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Check 10 – Fields

A field in your document could not be updated

The link to an embedded object is broken.

Check the content of the field. Copying it over from the original may help.

Check 11 – Footer styles

Style EPFooter/EPFooter2 is only authorized in footers

The EPFooter/EPFooter2 style has been applied in the body of the text.

Apply the correct paragraph style manually.

Document types PF and RC (as well as amendments on RC) contain specific styles: EPFooterPF and EPFooterRC. These are only authorized in footers as well.


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http://www.europarl.europa.eu/portalep/Downloads/docep/repere/docep/Welcome.html http://www.europarl.europa.eu/dm4epRDM/

mailto:[email protected]

http://www.europarl.europa.eu/portalep/Downloads/docep/repere/docep/Welcome.html

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DocEP Technical Quality Guide...DocEP Technical Quality Guide 11 Directorate-General for Translation...

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