- Viewing the Results
The output of the comparison is a Difference List following an inspection and the Comparison Report (if applicable).
- Select the Start Comparison icon to generate a Difference List for inspection. The system will generate the Difference List and display it above the Original and Revision documents.
Docu-Proof Enterprise with Difference List Generated
To create a Comparison Report, launch the report options window by clicking the icon to select the desired options and click to generate a report.
VIEWING THE RESULTS
Using the Difference List
Clicking and dragging the column borders in the row header will resize columns in the Difference List. The Difference List, Original and Revision document windows can all be resized as required.
If the Show Duplicates option is selected, an Expand column will be displayed in the Difference List and each group of duplicates will be listed with a + to the right of the group. If the Expand box is checked, duplicates will be grouped together and the remaining differences will be listed in order of occurrence. If the Expand box is not checked, only the first occurrence of the group will be listed.
Selecting a Record
Scroll through the Difference List and click on a difference record. The Original and Revision documents automatically display the location of the difference by highlighting the text in both documents. Both Original and Revision document differences are highlighted as follows:
Difference List Text (Font Difference) Highlighted in Blue in Both Documents
Each selected difference will be displayed in the Change grid text box. The Change grid may be displayed or hidden as per the user preference by clicking on the arrow. Matching characters between the Original and Revision document are lined up to display where the differences are located in a string of text. For change, hyphen, space and case related differences, the actual difference in character will be highlighted in yellow in the grid whereas a new line difference will be highlighted in golden brown in the grid.
|Note: A Unicode character code of each character in the change grid is displayed in a tooltip. This may be useful to understand the change difference.|
|Note: New line differences are only detected when there is a break within a word.|
|Note: Single word line break differences are detected when there is a break within a single word.|
Change Grid Window with Character Differences
Change Grid Window Show/Hide Arrow
Change Grid Window with a New Line Difference
Change Grid Window with a Single Word New Line Difference
Rotating a Document
The Original or Revision document can be rotated to view content that is not aligned right side up.
Click icon on the Original/Revision toolbar. The document will rotate 90-degrees clockwise with each click.
Click icon on the Original/Revision toolbar. The document will rotate 90-degrees counter-clockwise with each click.
Rotating a Document (Original CW - Revision CCW)
The current difference item can be magnified automatically in the Original and Revision documents. Double-click the selected difference in the difference grid to magnify. The Original and Revision documents automatically display the magnified items. The differences can be magnified twice by double-clicking. The third double-click will restore the documents to default magnification.
Original and Revision Documents Are Magnified
Individually Zooming Documents
The Original and Revision documents can be individually magnified using the Zoom icons.
Using the Zoom In Icon
Click on the (Zoom-In) icon on the Original/Revision toolbar. The view of the corresponding document is magnified. If necessary, use the scroll bars or click and drag on the document to keep the area of interest displayed in the document window.
Using the Zoom Out Icon
Click on the (Zoom Out) icon on the Original/Revision toolbar. The view of the corresponding document is reduced. If necessary, use the scroll bars or click and drag on the document to keep the area of interest displayed in the document window.
Zooming a Document (Revision Document Magnified)
Restoring the Documents
To return the document to the default display magnification, click the (Re-size the document to fit on-screen) icon . Alternatively, double-clicking on the Difference List record will also restore the documents to their original view.
Restoring Both Original and Revision Documents
Linking the Documents
To allow for simultaneous panning, zooming and rotation of the Original and Revision documents, click the (Synchronize the rotation, zoom and panning) icon . Once the link option is enabled, the user will be able to manipulate both documents simultaneously.
Linked Documents Are Zoomed-in Simultaneously
Showing Inspectable Text
To allow for display of inspectable text in the Original and/or Revision documents, click the (Show Inspectable Text) icon . Once the option is enabled, all inspectable text in the document will be underlined in Orange. The images and graphics that are not inspectable will not be underlined. Clicking the icon again will disable the feature and remove all underlines from the document.
Showing Inspectable Text in the Documents
Using the Filter
The Filter function permits selective inspection of the documents by type of difference. For example, a difference of font type may not be relevant to a particular inspection, but textual accuracy may be vital. By being able to filter out differences, the inspection of a document can be made quicker and more focused. It also permits different personnel to inspect the document for their area of expertise. Comparison reports can be made with any of the filter types activated, and the report format will be adjusted accordingly.
When the Filter option is used, one or more type of differences may be selected, as required. The filter types, with their appropriate color (when filter is selected), are:
- Bold: Changed font style (whether text is bold or not) [Highlighted in Blue Color]
- Case: Upper and lower case differences [Highlighted in Purple Color]
- Change: Text found in the Revision that replaces text in the Original [Highlighted in Yellow Color]
- Color: Changed font color [Highlighted in Blue Color]
- Deletion: Text found in the Original that is not in the Revision [Highlighted in Pink Color]
- Font Type: Changed font type (name) [Highlighted in Blue Color]
- Fonts (Mixed): Change when one word contains more than one type of font difference or when one word contains two or more different font names, two or more different font sizes, or two or more different font colors [Highlighted in Blue Color]
- Hyphen: Change due to a software-generated hyphen inserted at the end of the line or due to an addition or removal of a plain hyphen [Highlighted in Purple Color]
- Hard Hyphen (U+002d): A hard hyphen is any hyphen typed or coded by the user. It is not generated automatically by the word processing or page layout software.
- Soft Hyphen (U+00ad): A soft hyphen is the one used in word processing to divide a word, which prints only when it appears at the end of a line.
- Unicode Hyphen (U+2010): The Unicode HYPHEN is rather new in terms of character code standards. According to the Unicode standard, it's the recommended character for punctuation hyphen.
- Non-Breaking Hyphen (U+2011): A non-breaking hyphen does not indicate a place where a word can be broken apart. It is used to not allow for a Word to break a line or split up at the hyphen.
- EN Dash Hyphen (U+2013): En dash hyphens are primarily for showing duration or range. The en dash is commonly used to indicate a closed range of values, meaning a range with clearly defined and non-infinite upper and lower boundaries. This may include ranges such as those between dates, times, or numbers.
- EM Dash Hyphen (U+2014): Em dash hyphens are the proper dashes to use in place of single or double hyphens as punctuation. They can also be used to set apart clauses in a sentence.
|Note: Most hyphens types are classified as hard hyphens in the ini file. The following will display as hard hyphens in the difference grid: Unicode Hyphen, Non-Breaking Hyphen, EN Dash Hyphen, EM Dash Hyphen, Minus Sign Hyphen, Figure Dash Hyphen.|
- Insertion: Text found in the Revision that is not in the Original [Highlighted in Green Color]
- Italic: Changed font style (whether text is italicized or not) [Highlighted in Blue Color]
- Location: Identical text that has been moved to another location within the document between the Original and the Revision [Highlighted in Purple Color]
- Min Font Size: Text detected with font size less than the specified minimum [Highlighted in Blue Color]
- Size: Changed font size [Highlighted in Blue Color]
- Space: Change due to an actual space inserted between characters vs. no space. A difference is only detected for spaces within a word. Therefore, line breaks in between words are not detected as differences. [Highlighted in Purple Color]
- Spelling (Optional): Spelling errors detected in the Revision document [Highlighted in Orange Color]
- Sub/Super: Change between regular, superscripted, or subscripted text [Highlighted in Blue Color]
- Underline: Change due to text being underlined or not [Highlighted in Blue Color]
|Note: The default filter settings exclude all font related differences. The Inspection Summary panel will display all differences by default except for the font type, size, italic, bold, sub/super, color, underline, and mixed differences. These differences may be enabled by placing the checkmark in the filter type. Each active filter type will have a checkmark displayed next to the filter name, along with the total number of differences detected in the comparison. If no differences of the filter type are found, the filter will not display.|
Font Filters Disabled by Default
Check the filter type to be displayed in the difference grid. The selected Filter button turns light gray to indicate that the filter is active. The total number of differences at the bottom of the Inspection Summary panel will be updated as per the filter selection. The Difference List will be updated to display the differences of the selected type. Any combination of active filter types may be selected as required. The user also has the option of selecting all difference types by clicking the (Select all difference types) icon . Clicking the (Clear all difference types) icon will result in all difference types being unchecked (i.e. no differences will be displayed in the difference grid).
|Note: The Duration label located at the bottom of the Inspection Summary panel indicates the total inspection time of the current comparison.|
Proofing the Differences
The difference grid permits the user to comment or categorize the differences in the Difference List. This can help ensure that the inspection process is validated where inspections involve authorizations or flagging for specific types of differences. Differences may be categorized by selecting pre-defined classifications in the Levels column. Comments can be typed or selected from the predefined drop down list.
Predefined levels and comments are entered in the server console. In addition, the server console provides the option to force the user to specify a level and/or add comments to each difference prior to creating a report.
The user also has the option of selecting multiple differences to be able to add the same comment and/or level to all the selected differences.
Proofing in the Difference Grid
Levels may be selected if predefined levels have been entered in the server console.
1. Click on the cell in the level column. Double-click again to display a drop down list with the valid entries.
Click on the cell in the level column. Right-click on the same cell level to display all the valid level entries.
2. Select required level.
3. The level will display in the difference grid.
To apply the same level to multiple differences:
1. Press and hold the CTRL key and select multiple differences to which a particular level will be assigned.
2. Right-click on the desired level and select <Apply level to selected differences>.
3. The level will be assigned to all the selected differences.
To apply the same level to a group of duplicates:
1. Select the first occurrence of the group.
2. Right-click on the desired level.
3. The level will be assigned to all occurrences.
To erase levels:
1. Select one level.
2. Right-click the selected level and select <Erase selected levels>.
3. The level will be erased.
1. Press and hold the CTRL key and select multiple difference levels which are to be erased.
2. Right-click any of the selected differences and select <Erase selected levels>.
3. All selected levels will be erased.
Predefined comments may be entered in the server console or comments may be typed:
1. Click twice on the comment column and then click on the drop down arrow. A drop down list of predefined comments will appear (if applicable).
Select a comment cell and then right-click on the cell. A predefined list of comments will appear (if any).
2. Select comment (if applicable).
3. Type the comment as required (if no predefined comments exist) by double-clicking the required cell in the column.
4. The comment will display in the difference grid.
To apply the same comment to multiple differences:
1. Press and hold the CTRL key and select multiple differences to which a particular comment will be assigned.
2. Right-click on the desired comment and select <Apply comment to selected differences>.
3. The comment will be assigned to all the selected differences.
To apply the same comment to a group of duplicates:
1. Select the first occurrence of the group.
2. Right-click on the desired comment.
3. The comment will be assigned to all occurrences.
To erase comments:
1. Select particular comment.
2. Right-click the selected comment and select <Erase selected comments>.
3. The comment will be erased.
1. Press and hold the CTRL key and select multiple difference comments which are to be erased.
2. Right-click any of the selected differences and select <Erase selected comments>.
3. All selected comments will be erased.
NOTE: This article is related Docuproof (3.1.1). To access older versions, our to our Archived Documentation, select your version number and download the Docuproof Enterprise User Guide.