empower® Document Check

Available from Version: -

Operating System: Windows

empower® Add-in: Brand Control

The Document Check inspects your entire document to ensure that it is corporate design compliant and also complies with other configurable rules concerning highlighting, page formats, page alignments, superfluous blank pages, spelling of names and terms among others.

To open the Document Check, navigate to the group Finalization and click on the button Check (Figure 487, “Button Check”).

A drop-down menu opens.

Figure 487. Button Check

Button Check

In the drop-down menu, click on the option Document Check (Figure 488, “Option Document Check”).

Figure 488. Option Document Check

Option Document Check

empower® starts analyzing your document immediately. It shows a progress spinner (Figure 489, “Progress Spinner for Document Check”).

As soon as the Document Check has been completed, its results open in the side pane on the right-hand side of the window.

Figure 489. Progress Spinner for Document Check

Progress Spinner for Document Check

The following aspects can be checked using the Document Check:

  • Document protection

  • Font

  • Font color

  • Font size

  • Heading formatting

  • Image and table captions

  • Page margins

  • Page orientation

  • Presence of a table of content

  • Shape color

  • Spaces and breaks

  • Spelling

  • Table of content heading

  • Text highlighting

Note

Alternatively, you can open the section Document Check directly in the side pane.

For further information regarding the side pane, see Side Pane.

Note

Depending on the Document Check configuration in your empower® Environment, not all of the above-mentioned categories are available.

The available categories are defined and can be changed by your empower® Administrators.

Note

If the Document Check has not been configured by your administrators, the button is called Check Document (Figure 490, “Button Check Document”). In this case, the Office built-in editor opens on the right side of the application window.

Figure 490. Button Check Document

Button Check Document

Note

The Document Check is only available in Word.

For further information regarding the empower® Consistency Check for PowerPoint see empower® Consistency Check.

For further information regarding the empower® Corporate Design Check for PowerPoint see empower® Corporate Design Check.

Process Document Check Results

The results from the Document Check are listed per category (Figure 491, “List of Errors”). Each category can have one or multiple subcategories.

Figure 491. List of Errors

List of Errors

For each instance, the page the error was found on and the affected element is listed (Figure 492, “Error Category Font Color”).

Figure 492. Error Category Font Color

Error Category Font Color

If you select an error entry, the corresponding text or element is automatically selected.

To correct an error, follow the following steps:

  1. Select the respective entry from the list.

  2. If there is a drop-down menu for the error category, choose which predefined correction option you want to apply (Figure 493, “Drop-Down Menu with Correction Option (Collapsed)”).

    If there is no drop-down menu, skip this step.

Figure 493. Drop-Down Menu with Correction Option (Collapsed)

Drop-Down Menu with Correction Option (Collapsed)

  1. Then, click on the button Correct (Figure 494, “Button Correct”).

Figure 494. Button Correct

Button Correct

To correct multiple errors at once with the same correction option, select all the respective entries and click on the button Correct.

If you want to correct all errors of a category with a specific correction option, tick the checkbox next to the respective category. All errors in this category will be selected.

Now, click on the button Correct. You can also select multiple sub categories at once.

Note

For further information on the specifications in your corporate design and how to correct the error, hover over the question mark symbol next to the category (Figure 495, “Question Mark Symbol”).

Figure 495. Question Mark Symbol

Question Mark Symbol

Auto-Correct Errors

If you do not want to process all errors separately, you can auto-correct them either per category or all together.

To auto-correct all errors in one category, click on the button Auto-correct next to the respective category (Figure 496, “Button Auto-correct for Category”).

Figure 496. Button Auto-correct for Category

Button Auto-correct for Category

If you want to auto-correct all errors in the document, click on the button Auto-correct all errors (Figure 497, “Button Auto-correct all errors”).

Figure 497. Button Auto-correct all errors

Button Auto-correct all errors

When auto-correcting colors, empower® automatically selects the approved color of your corporate design that is closest to the flagged color. If no matching color is found, a warning symbol appears and you need to adjust the color manually (Figure 498, “Warning for Manual Correction”, Figure 499, “Tooltip Manual Correction Required”).

When auto-correcting font sizes, empower® selects the next size value up or down from the flagged size value to set a font size that has been approved for your corporate design. The same is also performed for fonts.

Figure 498. Warning for Manual Correction

Warning for Manual Correction

Figure 499. Tooltip Manual Correction Required

Tooltip Manual Correction Required

If you have finished the correction, reload the check results to be sure all errors have been resolved by clicking on the refresh symbol (Figure 500, “Refresh Symbol”).

Figure 500. Refresh Symbol

Refresh Symbol

If all errors have been resolved, a message appears in the side pane (Figure 501, “Document Check Complete”).

Figure 501. Document Check Complete

Document Check Complete

Important

Depending on the error category, auto-correcting the error is not possible and you need to manually select the most fitting option to correct the error or correct the error manually. In this case, the button Auto-correct is not available.

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