CopyFlow^™ Version 3.2 - North Atlantic Publishing Systems, Inc. (NAPS)

1:Getting Started

How to Use This Manual
Introduction
Installation
Quick Guide to Operation

2:Folder Settings

Select Import or Export Folder
Local Working Folder Setting

3:CopyFlow Preferences Dialog

Use NAPS Style Tags or XPress Tags
Export As... Pop-up Menu
CopyFlow Serial Number
Other Preferences

4:Name Box Dialog

Boxname Field Parameters
Boxname Uniqueness
Pop-up Name List
Pop-Up Status List
Other Information in Name Box Dialog
Box Naming with Get Text
A Note on Master Pages

5:Batch Import Dialog

Text or Art Radio Buttons
Select All / Clear Selections
Find Box
Check for Import File / Import
Convert Quotes
Include Style Sheets
External Hyphens
Keep Picture Position & Scale
Importing from WorkFlow Administrator
Composite (TAG) Files

6:Batch Export Dialog

7:Batch Flush Dialog

8:NAPS Style Tags

Style Tag Arguments
...Type Style
...Character Attributes
...Placement Commands
...Special Character Commands
Paragraph Commands
...General Format
...Leading
...Drop Caps
...H&J
...Tabs
...Keep Lines
...Rule Above/Rule Below
Anchored Box Commands
NAPS Script Commands
Hidden Text Commands
Font and Color Tables

9:Composite (TAG) File Formats

.TAG and .TXY Files

10:Error Messages

11:Things To Avoid Doing

12:CopyFlow Tutorial

Tutorial Set-up
Import and Export Folder Settings
Name Box Dialog
CopyFlow Preferences Dialog
Batch Import Dialog
Batch Export Dialog
Batch Flush
CopyFlow Tool Palette

13:Edit Notes II

Appendices

XPress Tags and NAPS Style Tags: The Differences
Customizing File Extensions
Installing a New Translator
Working With Non-Uniquely Named Boxes
AppleShare Users Information
Getting Help/Who to Call
XyWrite File Translation
Support for Apple Events
Text Overlines

Copyright Information

1: Getting Started

How to Use This Manual

Section one provides you with installation instructions and a general overview of how the CopyFlow program functions. Detailed information concerning each function of the CopyFlow program is provided in sections two through nine. Sections ten and eleven describe error messages and common pitfalls.If you prefer to familiarize yourself with the program by using a tutorial, you will find one in section twelve. Finally, the appendices provide information regarding customizing the program.

We suggest taking a few moments to read through the Quick Guide to Operation in section one to familiarize yourself with the basic procedures involved in using CopyFlow. Then, spend fifteen or twenty minutes working through the tutorial section.

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CopyFlow is one in a series of products designed to bring integrated publishing production system tools to the Macintosh® platform. These products are intended to facilitate and simplify production in workgroup publishing environments. CopyFlow 3.2 requires QuarkXPress^® version 3.1 or later.

CopyFlow adds a batch import and export tool to the powerful desktop publishing program QuarkXPress. CopyFlow enhances QuarkXPress in workgroup publishing environments — by providing a method to speed page assembly through its ability to assign names to Quark document boxes, to associate them with the story and art files on disk, and to carry out the batch operations of import, export, and flush.

CopyFlow gives you the tools to separate the production of your page elements, by allowing page designers, electronic artists, and writers to work independently. Page assembly, and re-assembly is virtually effortless. Last minute changes to 100 illustrations, or the sudden need to replace the text in 100 text boxes, no longer need be a time-consuming headache for the page designer.

CopyFlow has been designed to fit into the way your workgroup handles page production. It is being used today in the publication of books, catalogs, magazines and other publications to organize page elements and speed production times.

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Installation

Simply drag the CopyFlow icon from the distribution disk into the folder on your Macintosh that contains QuarkXPress. When QuarkXPress is re-started, the CopyFlow menu should appear to the right of QuarkXPress’ Utilities menu. Most items on the CopyFlow menu will remain dimmed until a box of a QuarkXPress document is selected. It is a good practice to remove XTensions not in use from the Quark folder.

Each copy of CopyFlow has a unique serial number, which appears in the upper right hand corner of the CopyFlow Preferences dialog box. CopyFlow will check the network for serial number conflicts and disable the execution of duplicate copies. In addition, when CopyFlow is loaded, it "binds" to a particular copy of QuarkXPress. It cannot be used thereafter with other copies of QuarkXPress.

All upgrades to CopyFlow are "pre-bound" to a particular QuarkXPress serial number. Thus, upgrades will require that NAPS knows your QuarkXPress serial number for each copy of a licensed NAPS XTension.

If at some point you need to know what version of CopyFlow you are using, simply quit from QuarkXPress, highlight the CopyFlow icon, and press the Command and I keys simultaneously. This corresponds to using the Get Info menu item in Finder. An informational box will appear with information about the program.

Quick Guide to Operation

CopyFlow is intended to speed page assembly and facilitate workgroup publishing by allowing the user to assign names to text and picture boxes in a QuarkXPress document. Once boxes have been named, their contents can be imported, exported, or flushed as batch operations by using the CopyFlow menu selections.

The steps are:

1) Name the text and picture boxes. The names are saved with the document when the document is saved.

2) Select the import and export folders for the document. These folder references are saved within the document.

3) Proceed with the batch operations - Import, Export, and Flush.

A QuarkXPress user preparing a simple document might use the Name Box menu to assign a name to the text box for a headline as “head”. He would then name the linked series of text boxes which make up his body text as “body”. Finally the two picture boxes would be named “art1” and “art2”.

The CopyFlow menu items: Select Import Folder and Select Export Folder are used to set the folder where CopyFlow expects to find the text and graphics to import, and the folder where it will create the files for exported text.

The CopyFlow menu item Batch Import is then used to read the text into the named document template. A dialog list of box names is used to identify which boxes are to be filled. Picking the Import button starts the batch read in and text fills the boxes. Using the Batch Import dialog again and picking the radio button for Art, the dialog’s list will now display the names of the picture boxes. A quick click on the Import button and the pictures are placed in the boxes. In a similar fashion, the Batch Export dialog can be used to export all or some of the text, and the Batch Flush dialog can be used to clear all or some of the text and picture boxes.

CopyFlow can import and export text as ASCII, ASCII with embedded XPress Style Tags, ASCII with NAPS style tags, MacWrite^® , Microsoft Word^® or Works^® , WriteNow^® , WordPerfect^® and XyWrite^® files. If XyWrite files are being imported, NAPS style tags must be used. CopyFlow can be configured to use its own “Style Tags” interpretation or to use the standard Quark XPress Tags filter. The filters for the various text file format filters must be in the same folder as QuarkXPress. These translation filters are distributed with QuarkXPress. For more information on file formats see the section on Get Text in the QuarkXPress reference manual.

Graphics can be imported as Paint, TIFF^™, RIFF^™, PICT^® , or EPS^™ files. For more information on graphics formats see the section on Get Picture in the QuarkXPress Reference Manual.

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CopyFlow works by looking for incoming files in a pre-designated folder and by exporting outgoing files to a pre-designated folder. These pre-designated folders are referred to as import and export folders.

Select Import Folder is used to select the folder in which CopyFlow expects to find text and graphics files to import.

Select Export Folder is used to select the folder in which CopyFlow will create files of exported text.

To select a folder, simply highlight the folder name in the item list of the dialog box and click on the Set button.

To move to a folder at a lower level, double-click on the folder which contains the sub-folder you want. To move to a higher level in the file hierarchy, use the pop-up menu item — in this case “tutorial”.

Once a folder has been selected for use and the QuarkXPress document has been saved, the selection is stored with the document. This setting will remain the same until the disk is reorganized, the folder is renamed, a new version of QuarkXPress or CopyFlow is loaded, or the folder setting is cleared.

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Select Import Folder and Select Export Folder

Upon import or export, if no import or export folder is selected for the document, and no default import or export folder has been set for the program (see below), CopyFlow will display an error message telling the user to select an import or export folder.

It is now possible to set an import folder and an export folder without any documents open. These folders will become the default import and export folders for any documents which do not have their own folder settings.

When a default folder is set (with no Quark documents open), the setting is saved as part of the CopyFlow program. In contrast, when an import or export folder is set with a QuarkXPress document open, the folder setting is saved with that QuarkXPress document.

For example, during batch import CopyFlow will first check to see if a document has an import folder set. If there is no import folder set for the document, then CopyFlow will use the default import folder setting for the program. If neither of these are set, CopyFlow will display an error message telling the user to set an import folder.

You can now clear any of the import or export folder settings by holding down the Option Key when you click on Set Batch Import (or Export) Folder.

Local Working Folder Setting

This folder setting is optional and is only of use when exporting text with CopyFlow. In the CopyFlow Preferences dialog there is a button: Set Local ƒ. This button allows you to designate a folder on your local drive in which CopyFlow can prepare its export files before sending them to the designated export folder for the document. The designated export folder for a document is often on a file server. We have found that exporting across some networks to a folder mounted on a server can be very slow. If, however, you use this Set Local ƒ option to designate a local working folder, you will reduce any slowdowns normally associated with the exporting process.

For example, you might want to create a new folder called work ƒ on your local hard drive. Then, use the Set Local ƒ option to make work ƒ your local working folder by highlighting the folder name and clicking on the select button. If you have been exporting files with CopyFlow across your network and have been experiencing unusually long transmission times, you should now see a dramatic speed improvement.

You can clear the working folder setting by holding down the Option Key before you click on the Set Local ƒ button.

3: CopyFlow Preferences Dialog

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Use NAPS Style Tags or XPress Tags

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Export As... Pop-Up Menu

The Export As: item is a pop-up menu for setting the default file format for exported files. This menu will list all currently loaded translation filters. Be certain you have loaded the translation filters you intend to use before trying to set one as the default for export.

The following six Export As: choices will always be shown. If, however, you have chosen to use Quark’s XPress Tags, the two XyWrite choices will be dimmed (i.e., not available), and if the XPress Tags filter is not loaded, the two Style Tags selections will also be unavailable.

Remember to set CopyFlow Preferences to use NAPS Style Tags if you are importing or exporting XyWrite files.

Native File Format — This means that the file will be exported to the same file format in which it was imported. If you have one writer in your workgroup who uses WordPerfect, and another who uses MacWrite II, you can use this option to ensure the files are returned to the writers in their original formats.

ASCII — Text will be straight ASCII.

Separate Files (Style Tags) — Text files will be created with the chosen style tags (NAPS or XPress). Each story will be exported. to a separate file named the same as the story box.

Single File (Style Tags) — Text files will be created with the chosen style tags (NAPS or XPress). All of the document's exported text will be written to a single file named DOCUMENTNAME.TAG

Separate Files (XyWrite) — Text files will be created in XyWrite format. Each story will be exported to a separate file, named the same as the story box, but with an “.XY” filename extension. See the XyWrite File Translation section for more information.

Single File (XyWrite) — Text files will be created with NAPS Style Tags. All of the document's exported text will be written to a single file named DOCUMENTNAME.TXY. See the XyWrite File Translation section for more information.

CopyFlow Serial Number

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Other Preferences

Delete Source Text Files After Import:

When this option is checked, CopyFlow will automatically delete files in the Batch Import Folder after their contents have been imported into the QuarkXPress document. Note: This option has been added at customer request — for cases in which CopyFlow is used with a file management system. The option allows automatic removal of redundant copies of the text material. It is strongly recommended that any files to be imported when this option is selected be backed up elsewhere on the network before being sent to the import folder. Use this option with care. NAPS, Inc. is not responsible for the loss of data.

Use Quark Doc Name for .TAG/.TXY File Names:

When this option is checked, CopyFlow will name exported composite files after the QuarkXPress document. When it is unchecked, the name of the last .TAG or .TXY file imported to a QuarkXPress document will be used to name the exported .TAG or .TXY files. See the section on Composite (TAG) File Format.

Strip Multiple Spaces:

When this option is checked, CopyFlow will convert multiple spaces to a single space when importing text.

No CR on Last Line:

When this option is checked, CopyFlow strips the final carriage return (if any) from a text file on import and restores it on export. Text that just fits within a text box will no longer display an overflow marker because of a final carriage return.

Honor Locks supports NAPS’ Publication Locking™ XTension and Use External Hypens supports the Dashes™ XTension from CompuSense, if these XTensions are installed. See these products’ documentation for details.

The Fractions and Translations buttons invoke CopyBridge’s Fractions Module and Special Character Translations Module. These modules are not available in CopyFlow.

4: Name Box Dialog

Box, Status, and Editor names may be up to 30 characters in length. The editor/artist field is used to specify the person responsible for the content of this box.

Illegal characters: The colon character [:], the slash character [/], the backslash character [\] and the space character may not be used in box names. Colons are not allowed in Macintosh file names. Slashes, backslashes and spaces are legal in Mac file names but are not allowed in PC file names.

If a named box is copied or cut onto the QuarkXPress clipboard, the box name and editor reference will be copied as well.

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Boxname Uniqueness

If you attempt to give a box a name which is already in use, CopyFlow will display a warning message and request that another name be used.

If you wish to give more than one box the same name in order to bring in the same file to different locations, simply deselect the This Box Name Is Unique check box. This is useful for creating repeating elements in a document to be read from a single text or art file. Use this feature for running heads, boilerplate text, or repeating graphic elements.

Linked Boxes

If a series of linked text boxes is to be named, any box in the linked chain of boxes can be picked and named. One name will apply to all the linked boxes in a chain.

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Pop-Up Name List

If you click on the small box which contains the right-facing triangle to the left of the name field, a pop-up list of files in the current QuarkXPress document’s import folder will appear. These names will appear alphabetically. If you are naming a text box, these will be names of text files; if you are naming an art box, these will be names of art files.

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Pop-Up Status List

Element status information may be input using NAPS’ markup tags at the editorial system, entered here using the Name Box dialog, or thirdly, using Apple Events. The status of a given element is visible in the CopyFlow Tool. The Name Box Dialog provides for the easy updating of element status.

Status information may be used to track the progress of elements toward completion. Status may also be used in conjunction with the NAPS work group, document management software, Publication Administrator, and Publication Administrator Views, a NAPS page and element status display package. For more information on the use of element status information refer to the Publication Administrator documentation.

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Other Information in Name Box Dialog

The Name Box dialog will display the total depth of the box or series of linked text boxes in the default units, as selected in Preferences, General from the QuarkXPress Edit menu item. When naming art boxes, the file format of the last file imported to that box (if any) is displayed.

The date and time of the last Batch Import, Batch Flush, or Name Box revision is also displayed. This date does not reflect the date of any interactive edits, or text imported with QuarkXPress’ Get Text

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Box Naming with Get Text

When using the Quark Get Text menu item, CopyFlow 3.2 will automatically name a text box after the imported XyWrite file. Using Get Text, one may retrieve text files from any folder, and so long as the file name is appended with .XY, the box will be named after the imported text file. Note that the imported text file name will overwrite the existing file name.

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(Remember you must have the item tool selected in order to cut a box.) CopyFlow menu items will appear dimmed when you are on a master page. You must be within the main document to use CopyFlow functions.

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This dialog is used to read text and art into the named document template. In its simplest form, CopyFlow associates a named box with a file of the same name in the selected import folder. However, it is possible to create ASCII files or XyWrite files which contain the text for many different boxes. See the section Composite (TAG) Files for more information.

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Text or Art Radio Buttons

The Batch Import dialog has two radio buttons — one for importing text files and one for importing art files. When the text button is picked, the list window displays a scrollable list of text box names. The Batch Import list, as well as the Batch Export and the Batch Flush list, all support “blind typing” to more quickly locate specific box names. When the art button is picked, the list is of picture box names. As in QuarkXPress, you must have the content tool selected in order to import pictures. It is not possible to import pictures if the item tool is selected.

If there are no box names in the list window, it means that no names have yet been saved for this document. Use the Name Box menu pick under CopyFlow to name the boxes.

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Select All and Clear Selections

The Select All and Clear Selections do just that — to the list of box names.

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Find Box

The Find Box button is used to locate a box anywhere within a QuarkXPress document by its name. Select a box from the dialog list by highlighting it, then click on the Find Box button. The import dialog box will disappear and the document will scroll to display the selected box. If more than one box is highlighted in the list, the Find Box button will be dimmed. If a box name is selected which is part of a set of linked boxes, Find Box will locate the first box in the chain.

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Check for Import File and Import

The Check For Import File button will try to associate each box name in the list with a file name of the appropriate type (or a boxname entry from a composite TAG file) in the selected import folder. Any matches which can not be made will result in that box name being deselected in the list.

Import is used to begin the reading of text or art into the document. The imported text or art replaces any text or art already in the named boxes.

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Convert Quotes

When the Convert Quotes checkbox is checked, it indicates that any inch mark characters will be converted to begin and end typesetter double quotes. By the same token, the apostrophe character will be translated to the begin and end single quote characters.

Include Style Sheets

When the Include Style Sheets checkbox is checked, ASCII text which contains style tags will be formatted according to the style tag markup. Whether Quark’s XPress Style Tags or NAPS style tags are used will depend on how the CopyFlow Preferences have been set. See the Style Tags sections of this manual and the Quark Reference Manual for more information on details of the markup. This option is saved as a preference when you save the QuarkXPress document.

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External Hyphens

NAPS supports an alternative hyphenation package from Circle Noetics. Technical documentation is available from North Atlantic Publishing Systems upon request.

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Keep Picture Position & Scale

The Keep Picture Position & Scale checkbox applies the position and scale edits from the current pictures to the newly imported pictures. This allows the page designer to set the position and scale with the rough artwork. When the final art is ready, it can be re-imported, positioned and scaled — without further effort. These edits can only be preserved if the picture box contains the picture at the time of art import. This option is also saved as a preference when you save the QuarkXPress document.

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Importing from WorkFlow Administrator

CopyFlow 3.2 supports the importing of text and art files from NAPS’ work group, file management product WorkFlow Adminstrator (WA).Within the Batch Import Dialog, highlight the box name as you would for a typical import, and, holding the CMD key, select Import. Using Apple Events,WA is queried for the file(s) by CopyFlow and when found, they are flowed into the appropriate boxes. Note there must be a running WA client and a Job name within the WA database that corresponds to the box names. Please refer to the WA manual for more information on how to use WorkFlow Administrator.

Composite (TAG) Files

If there are large composite (TAG) files in your import folder, the batch dialog may take a few seconds to display. This is because CopyFlow is creating temporary files for each box name contained within the composite file.

6: Batch Export Dialog

The text from each named box will be exported to separate files named the same as the box, with the exception of the two composite (TAG) file choices. If a file of the same name already exists in the export folder — it will be overwritten.

The Unconvert Quotes signifies that the begin and end single and double quote marks are to be converted to foot and inch marks. Whatever preference has been saved for the Batch Import Convert Quotes setting will initially be displayed here as the default.

7: Batch Flush Dialog

This dialog is used to delete the contents of text and picture boxes. The boxes and their names will otherwise remain untouched. The radio buttons specify whether art or text boxes are to be cleared. Selecting box names from the list window determines which boxes are to be flushed.

The flushing of pictures will not work with the item tool selected. You must have the content tool selected to flush pictures.

The check box Only Flush Named Boxes should normally be checked. When it is not checked, all the boxes in a document whether or not they are named will be cleared. This powerful feature should be used with care.

The Batch Export list of box names supports “blind typing”.

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8: NAPS Style Tags

Introduction

When NAPS Style Tags are included in imported ASCII text files, it is possible to import character attribute information and/or paragraph styles with the text.

For example, with a word processor, you might want to highlight a word in bold. This is accomplished in the following manner:

Text file:

The word <B>bold<D> will appear in bold.

Imported into Quark XPress:

The word bold will appear in bold.

Or, you may wish to have an entire paragraph appear with the character style attributes of a style already defined in a QuarkXPress document through the use of QuarkXPress's powerful style edit feature. See the QuarkXPress reference manual for information on creation and editing of QuarkXPress styles.

To specify that a paragraph would appear in the style "bodytext", the text would be as follows:

@bodytext = This is the body
text of my paragraph. All
the character attributes
which are associated with
the "bodytext" style are
applied to this paragraph
except a <B>word<D>which
appears in bold.

When the above text file is imported into a QuarkXPress document which has a style sheet called "bodytext”, the paragraph might appear as follows:

This is the bodytext of my paragraph. All of the character attributes which are associated with the “bodytext” style are applied to this paragraph except a word which appears in bold.

All style tags begin with the '<' character and end with the '>' character, except the notation for applying a style to a paragraph. This has remained the same in order to maintain compatibility with previously formatted text.

You must enter << in order to have a < appear in text.

@stylename =

Be sure to put a space before and after the equal sign. The style name is expected to be found in the QuarkXPress document's list of style sheets. Then, that style sheet's settings are applied.

If the style name is not found, a style sheet of this name is created for the paragraph. The created style’s attributes will be a copy of the default style: Normal. In such a case, use QuarkSPress’ Edit Style Sheets option to set the desired attributes for the new style.

NAPS style tags inherit. Once a style is set it will apply to all subsequent paragraphs until a new style is set, or the end of story is reached.

<*P... >

One of the paragraph commands described below.

<*R... >

One of the rule commands described below.

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NAPS Style Tag Arguments

Font:
By number — <F21> is Palatino (see table on page 8.12)
By name — <F"Courier">
Revert to last font used— <F.>

Point Size:
<P14.5> indicates 14.5 points
Revert to last point size used— <P.>

Color:
By number — <C4> indicates blue (see table on page 8.12)
By name — <C"Magenta">

Shade:
<A80> indicates 80% shading. Rounds up for fractions of percents, e.g., <A57> indicates 56.5% to 57% shading.

Horizontal scale:
<H1.5> indicates scaling of 150%. <H0.4> indicates scaling of 40%.

Kern & Track:
In 1/200 of an em. <K50> or <T50> indicate 50/200 (1/4) of an em.

Baseline Shift:
<J1.35> indicates an up shift of 1.35 points.

Character Commands

Bold...............................................................<B>
Italic ..............................................................< I >
Underline.......................................................<U>
Word Underline.............................................<w>
Strike Thru.....................................................<X>
Outline ...........................................................<o>
Shadow..........................................................<s>
All Caps .........................................................<a>
Small Caps....................................................<S>
Superscript.....................................................<^>
Subscript........................................................<v>
Superior.........................................................<u>
Resume Plain Character Style......................<D>
Reset to Paragraph Style..............................<E>

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Character Attributes

Font.........................<Fnnn>, <F"name"> or <F.>
Point Size ............................<Pnnn.nnn> or <P.>
Color...............................<Cnnn> or <C"name">
Shade........................................................<Ann>
Horizontal Scale.......................................<Hn.n>

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Placement Commands

Begin Kerning..........................................<Knnn>
Begin Tracking ........................................<Tnnn>
Baseline Shift............................................<Jn.n>

Special Character Commands

Em Dash................................................<e> or
En Dash.........................................................<n>
Em Space......................................................<_>
En Space.......................................................<~>
Figure Space.................................................<+>
Flex Space (equal to 1/4 of an em space) .........<+>
Previous space or dash non-breaking ..........<N>
Thin Space......................................................<|>
Indent Here.....................................................<i>
Discretionary Return......................................<d>
Line Break.....................................................<R>
End of Paragraph ...........................................<r>
Jump to Next Box*...............................<j> or <b>
Jump to Next Column....................................<c>
Discretionary Hyphen.....................................<->
Non-Breaking Standard Hyphen....................<y>

Note for CopyBridge users: The following tags appear upon export to XyWrite when the Show Line Breaks and Copy Fit export option is chosen. These are only used internally by CopyBridge.

Generated Hyphen .......................................<h>
Loose Line ...................................................< l >
Bad Keep.......................................................<k>

* Discretionary box jump tag (<b>) does not jump if it falls on the first line of any box after the first box in a linked chain (i.e., if the text has already just “jumped”). The standard box jump tag (<j>) always jumps to the next box.

Paragraph Commands

Paragraph General Format

<*PG, Alignment, LeftIndent, FirstIndent, RightIndent, SpaceBefore, SpaceAfter>

Alignment:
0 = Left
1 = Center
2 = Right
3 = Justified

All other arguments in points and thousandths of points (PPP.PPP).

For example, <*PG,3,4,2,4,0,0> indicates a paragaraph which is justified, has left and right indents of 4 points, has a first line indent of 2 points, and has no extra space before or after.

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Paragraph Leading

<*PL,Gridlock,Relative,Leading>

Gridlock: On if 1, otherwise 0

Relative: Relative leading if 1, otherwise 0

Leading: Autolead is on if 0, otherwise leading value in PPP.PPP

For example, <*PL,0,1,10.5> indicates that gridlock is not on, that relative leading is functioning, and that leading is set at 10.5 pt.

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Drop Caps

<*PD,NumberOfLines,NumberOfCharacters>

NumberOfLines: Number of lines drop cap spans, e.g., 3

NumberOfCharacters: Number of characters to drop cap

For example, <*PD,5,1> indicates a five-line drop of one character.

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Paragraph H&J

Hnjname: Name ( in doublequotes) of hnj to apply to this paragraph

Language: 0 for English

For example, <*PH,"standard",0> indicates standard HNJ in English.

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Paragraph Tabs

<*PT,Alignment,"Leader2chars",Indent,...(repeat for number of tabs)...

Alignment:
0 = Tab centered
1 = Tab left
2 = Tab right
3 = Tab decimal

Leader2chars: Two characters to leader with (in double quotes). E.g., "::".

Indent: Tab indent amount in PPP.PPP

For example, <*PT,2,"..",6> indicates a tab right with periods for leader characters, placed at 6 points.

The three tab arguments are then repeated for the number of tabs. The maximum number of tabs is currently 20.

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Paragraph Keep Lines

KeepWithNext:
If 1, keep this paragraph with next paragraph

KeepTogether:
If 1, keep some lines together in this paragraph

KeepAll:
If 1, keep all lines together in this paragraph

NumberStart:
Number of lines at start of paragraph to keep together

NumberEnd:
Number of lines at end of paragraph to keep together

For example, <*PK,0,1,0,2,2> indicates do not keep with next, and keep two lines together at the start and end of a paragraph.

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Rule Above/Rule Below

<*RA, Thickness, Style, Color, Shade, LeftIndent, RightIndent, TextLength, Relative,Position>

See Rule Below for arguments.

RuleBelow:

<*RB, Thickness, Style, Color, Shade, LeftIndent, RightIndent, TextLength, Relative, Position>

Thickness:
Hairline if 0, otherwise thickness in PPP.PPP

Style:
Number of rule style

Color:
Number. See color table

Shade:
Percentage, e.g., 50

Left Indent:
Amount of rule's left indent in PPP.PPP

Right Indent:
Amount of rule's right indent in PPP.PPP

TextLength:
If 1, rule is based on length of text, otherwise on margins

Relative:
If 1, rule position (next argument) is a percentage.

Offset:
Percentage of position adjustment in PPP.PPP

For example:
<*RA, 3.75,1,5,60,4.5,4.5,1,1,10> indicates a rule above which is 3.75 points thick, has the style solid, is cyan in color, has 60% shading, and has left and right indents of 4.5 points. The length of the rule is based on the length of the text, the offset position is 10%.

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Anchored Box Commands

<b, T, Boxname, {Editor}, Boxwidth, Boxdepth, {Framestyle}, {Framewidth}, {Framecolor}, {FrameShade}>

See Anchored Art Box for arguments:

Anchored Art Box:

<b, A, Boxname, {Artist}, Boxwidth, Boxdepth, {Framestyle}, {Framewidth}, {Framecolor}, {FrameShade}>

Boxname: Name for anchored box being created
Editor/Artist:Text to be stored in Editor/Artist field of Name Box dialog

Boxwidth: Width of new box in PPP.PPP
Boxdepth: Depth of new box in PPP.PPP

Framestyle: Number of frame style

Framewidth: Width of new box's frame in PPP.PPP
Framedepth: Depth of new box's frame in PPP.PPP

Framecolor: Number. (See color table)
Frameshade: Percentage, e.g. 80% or 0.8

Create anchored text or art box at this location in the text being imported. For example: <b,T,textfloat,Janice C,300,200,1,2,1,80%> creates an anchored text box called “textfloat” with the name “Janice C” in the Editor field. The box will be 300 points wide and 200 points deep, the frame will be a solid black line 2 points thick and shaded 80%.

Arguments in wavy brackets ({}) are optional, but the commas must be present. For example, the tag <b,A,artfloat,,100,150,,,,> will create an anchored art box called “artfloat” 100 points wide and 150 points deep.

If there is a text file named “textfloat” and an art file named “artfloat” in the import folder, their contents will be imported into the new anchored boxes as part of the same batch import that creates “textfloat” and “artfloat.”

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NAPS Script Commands:

<$E"EDITOR NAME"> — Sets the box’s Editor/Artist field as it will appear in Name Box dialog and CopyFlow Tool.

Example: <$E"Bob Herold">

<$Vnnn> — Set story version for the box as it will appear in Name Box dialog. Example: <$V23>

<$P> — (CopyBridge™ in “hot HNJ” mode only) Print HNJ’d document on current laser printer. Assumes appropriate Chooser and Page Setup choices have already been made. The HNJ’d document will be left in CopyBridge’s “hot doc” cache.This command allows editors to trigger their own proof copies.

<$R"RETURN PATH"> — Sends exported file to specified directory rather than the document's default export folder. This must be a valid Macintosh file path, and the specified volume must be mounted on the exporting Mac.

Example: <$R"NAPS Server:pete's stuff:edit ƒ">

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Hidden Text Command:

<{HiddenType,HiddenText}> — Stores the enclosed text as “hidden text” in a QuarkXPress 3.1 document. Not available in QuarkXPress 3.0. Requires NAPS’ EditorialNotes XTension to view the hidden text in QuarkXPress. HiddenType can be any uppercase letter (A-Z). Additional HiddenType characters used by NAPS’ CopyBridge XTension to store XyWrite labels, footnotes and other non-printing modes. See CopyBridge documentation. Example: <{A,Here is my comment}>

Font and Color Tables

These QuarkXPress font numbers are used in CopyFlow’s font style tags (<Fnnn>) for text import and export. Fonts not in this list will be exported by name, e.g., <F"UnusualGothic">.

1 Courier
2 Helvetica
14 Times
20 New Century Schoolbook
21 Palatino
22 Garamond
23 Bookman
24 Lubalin
25 Souvenir
26 Benguiat
27 Glypha
28 Friz Quadrata
29 Zapf Chancery
30 Trump Medieval
31 Melior
32 Galliard
33 New Baskerville
34 Goudy
35 Park Avenue
36 Bodoni
37 Bodoni Poster
38 Century Old Style
39 Cheltenham
50 Helvetica Narrow
51 Avant Garde
52 Optima
53 Korinna
54 Helvetica Light
55 Helvetica Black
56 Franklin Gothic
57 Franklin Gothic Heavy
58 Helvetica Condensed Light
59 Helvetica Condensed
60 Helvetica Condensed Black
99 Swiss721 f
100 American Typewriter
101 Machine
103 Prestige Elite
104 Orator
105 Letter Gothic
128 Symbol
129 Zapf Dingbats
130 Sonata

Colors by Number:

NAPS’ Color style tags refer to colors by their position in the QuarkXPress Color submenu, which is found under the Style menu. These are the values for QuarkXPress’ default Color submenu. Adding or deleting colors from your copy of QuarkXPress may change these values.

0 White
1 Black
2 Red
3 Green
4 Blue
5 Cyan
6 Magenta
7 Yellow
8 Registration

9: Composite (TAG) File Format

Exporting as a composite (TAG) file

When exporting text, CopyFlow produces the correctly formatted composite file if one of the Single TAG File formats is selected as a CopyFlow Preference, i.e., Single TAG File (XyWrite) or Single TAG File (Style Tags).

If text is being exported from a box named “headline”, followed by text from a box named “mainbody”, markup is inserted into the composite file in the form:

# b o x n a m e

to separate the text of the various boxes. For example , the composite file would contain:

# h e a d l i n e
Then the headline text ...
# m a i n b o d y
After which comes the text which makes up
the mainbody...

Importing a composite (TAG) file

When a composite (TAG) file is in the import folder and the Batch Import menu is selected, the file is exploded into its component files. That is, each text file following # b o x n a m e is copied to a temporary file — named the same as the boxname. When the Batch Import dialog is closed, these temporary component files are automatically deleted.

It is important to ensure that you do not have any files in the import folder which have the same name as the temporary component files which will be created when you import a composite file. If you do, you will get an error message telling you the program is aborting use of the TAG file.

If one wants a hash mark to appear in the body of the text after import, it must be entered twice since the hash mark is used as a delimiter for box names. For example, to end up with the following text:

Picture #2 is referred to in the text.

The composite file must contain this text:

Picture ##2 is referred to in
the text.

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.TAG and .TXY Files

For CopyFlow to recognize the composite files, they must have specific filename extensions. A style tag file in the composite file format must be named FILENAME.TAG, while a XyWrite file in the composite file format must be named FILENAME.TXY. If you need to customize these filename extensions, see Appendix B.

The XyWrite file name extension defaults are UPPER CASE. However, file name extension checking is case insensitive.

The default file name extensions are as follows:

.TAG An ASCII file with Style Tags included
.TXY A XyWrite file in "TAG" format

10: Error Messages/Getting Help

CopyFlow Error: Use Of Tag File Conflicts With Other Import Files — Aborting Tag File Use

A “TAG” file in the import folder contains a boxname identical to the name of another file in the import folder. Either remove the other file from the import folder or edit the names in your “TAG” file (and their boxes in the QuarkXPress layout). to resolve the conflict Note: This error can also appear if two or more “TAG” files have identical “#boxname” labels

When CopyFlow opens a “TAG” file, it creates a temporary file for each “#boxname” label to hold the text following that label.These temporary files are automatically deleted once the Batch Import dialog is closed.

CopyFlow Error: Can’t Allocate Space For Error Messages

There is not enough memory available on the system to run CopyFlow. Try removing un-needed XTensions from the QuarkXPress folder, quitting other applications, restarting your system, or using Finder rather than MultiFinder.

CopyFlow Error: This Box Name Is Already In Use. Use Another Name.

The boxname you have attempted to create is in use for a box of this type in this document. Either use another name or—if you intend to name this box the same as another for a repeating element—deselect the This Box Name Is Unique check box.

This copy of CopyFlow has been previously run with a copy of QuarkXPress that had a different serial number. Order a new copy of CopyFlow.

CopyFlow Error: Can't Name Picked Item.

You can only name text or art boxes.

CopyFlow Error: Bad Box Name.

The name you have given the box is either too long (more than 31 characters) or contains an illegal character (colon, space, slash or backslash.)

CopyFlow Error: Can't open document's import folder. Use Set Batch Import Folder to reset.

No Import folder is currently set for the document.

CopyFlow Error: Can't open document's export folder. Use Set Batch Export Folder to reset.

No Export folder is currently set for the document.

CopyFlow Error: There is another CopyFlow with the same serial number running on the network. Quitting.

Order another copy of CopyFlow.

CopyFlow Error: Don't name box with XyWrite file extension.

Your box should be named MAIN if your filename is MAIN.XY.

CopyFlow Error: Can't directly name boxes in default pages. Use Cut and Paste instead.

Create a box and name it in the document and then use Cut and Paste from QuarkXPress’ Edit menu to move the named box to the default page location. You must have the mover tool selected in order to "cut" a box.

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11: Things to Avoid Doing

Don’t export with one style tags filter and then use preferences to import with the other. Quark XPress Tags and NAPS style tags are similar but not compatible.

Be careful when combining “tag” files with files of other types in the import folder. If the “tag” file contains a boxname reference which is the same as the name of another file in the import folder you will get an error message and the “Tag” file read will be aborted. This happens because in the process of reading a “Tag” file — the “Tag” file is burst into smaller text files — one for each box name in the “Tag” file.

The selected export folder should be considered a volatile place — since CopyFlow will overwrite existing files in the export folder without warning.

12: CopyFlow Tutorial

A QuarkXPress document named “tutorial2” is included on the second distribution disk. Move this document into a working folder on your hard disk. The document consists of several pages of text and picture boxes which will demonstrate CopyFlow’s use. Also on the second distribution disk, are two folders: “import” and “exported stuff”. The import folder contains all the text and art necessary to use the document “tutorial2”. Move these two folders into the same folder on your hard disk which now contains the QuarkXPress document “tutorial2”. If you have not already installed CopyFlow, see the section on Installation. For the purposes of this demonstration also load your Quark MacWrite and WordPerfect file translators into the same folder as QuarkXPress — then re-start QuarkXPress.

Open the document, “tutorial2”. This is an empty page design — the art and text boxes have already been drawn by our page designer. In addition to the standard QuarkXPress menus at the top of your screen, there should now be an additional menu — CopyFlow.

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Import and Export Folder Settings

Again, click on the CopyFlow menu and select the item Set Batch Import Folder. A dialog will be displayed which shows folder names. Click on “import” in the list and then on the Set button. You have just set the folder named “import” to be folder where this document will expect to find its incoming text and art material. This folder need not be of any particular name, or in any particular location — it need only be selected. In many cases, this folder will be on a central file server.

Now we repeat this process, to establish the export folder for this document by picking Set Batch Export Folder, then picking the name “exported stuff”, and again clicking on Set. The CopyFlow document is now set to export its text to “exported stuff”.

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Name Box Dialog

If we now click on the box which contains the “1”, and then use the Name Box menu pick under the CopyFlow menu, the following dialog box will be displayed: Our page designer has already filled in the box names throughout this document, as she was laying out the pages. The name of the currently selected box is repprep. If you click on the small box to the left of the text box name field, a pop-up list will appear containing the names of all the text files in the currently selected import folder for the document tutorial2. This feature allows you to easily rename text boxes to match the particular file you want to bring into that box. Be sure to select repprep from the pop-up list, then click OK.

We are now ready to begin to assemble the document — but first save the locations of the import and export folders set for the document by saving the document using the standard QuarkXPress Save item under the File menu.

Once a document has been saved with its selected import and export folders, and box names, they need not be reset — until you want to make a change. This information is stored in the document.

CopyFlow Preferences Dialog

Before we begin importing, we also want to configure CopyFlow for our site. Do this by selecting the CopyFlow Preferences menu under the CopyFlow menu. The dialog looks like this: For this demonstration, set the radio button to Use NAPS Style Tags, and then select Single TAG File (XyWrite^™) from the Export As: pop-up list as our preferred method of text export.

Note the item Delete Source Text Files After Import. If this item's check box is checked, CopyFlow will automatically delete files from the selected CopyFlow Import Folder which have been imported into the QuarkXPress document. This selection has been added by customer request — for cases in which CopyFlow is used with a file management system. The option allows automatic removal of redundant copies of the text material. It is strongly recommended that any files to be imported when this option is selected be backed up elsewhere on the network before being sent to the import folder. Use this option with care. NAPS, Inc. is not responsible for the loss of data.

When a composite (TAG) file is in the import folder and the Batch Import menu item is selected, the file is exploded into its component files. That is, each block of text file following a “#boxname” label is copied to a temporary file with the same name as “#boxname”.See the section Composite (TAG) File Formats for more information.

Finally, click on the OK button. These preferences are stored in the CopyFlow program itself and will be applied to all documents from now on, until modified.

The serial number for your CopyFlow software is located in the upper right hand corner of the CopyFlow Preferences dialog box.

Batch Import Dialog

Before we go on to exporting text files from the document and flushing the document's text and art boxes, let’s take a look at what’s really in the import folder. Under Multifinder you can look into this folder and see twelve Adobe Illustrator files. These are named exactly the same as we’ve named our picture boxes — which is how CopyFlow knew where to place them. In addition, there is an assortment of text files from different writers who apparently prefer to use different word processors. There are several MacWrite files and a WordPerfect file — these are named just like the box names in the document: adhearing, series, and subject. Finally, there is a single XyWrite text file named “tutorial2.txy”. This file contains all the remaining text for this document. If we opened this file with a text editor we would see that the different stories are delimited with a simple piece of markup:

#boxname
Some text...

#another boxname
More text...

When CopyFlow finds a file with the “.TAG” or “.TXY” filename extension in the import folder,

Back in QuarkXPress, if we scroll through the document we can see there is a problem with the large picture at the bottom of page 76. It doesn’t fill the box. We can use the standard Quark tools under Item, Modify to scale it to 150% both across and down and then use the content tool to position it within the frame to our taste. We just get this done when the artist comes over to our page layout station to let us know he’s had to modify a few lines, and a new copy of the illustration is in the import folder. Again, pick Batch Import, scroll through the list until we see 12E, the name of this picture box, click on 12E and then click Import. The newly revised picture is read in again, this time applying the position and scale edits which we’ve made.

Batch Export Dialog

Perhaps we now make a few typographic changes, fix a typo and run a proof. We can now export the text so our copy editor can review the proof and make any final changes. The copy editor prefers to work in XyWrite.

We select Batch Export which produces the following dialog: Pick Select All and then Export. Our Export As: choice has already been set up by our earlier preferences choice. CopyFlow will create a single file in the “exported stuff” folder named “tutorial2.TXY”. This XyWrite text file now contains all the text from all the named boxes in this document. Upon export, the copy editor would pick up the exported file and make any necessary changes. After the copy editor is done with his changes, he would place the edited file in the import file for another quick assembly.

If we had exported in Native Format rather than in the XyWrite format we chose, all the text files would have been exported in the file formats in which they were imported.

Batch Flush Dialog

Finally, let’s imagine that the job is now completely done — but we want to preserve the design as a template for next month. Under CopyFlow, select the item Batch Flush. The following dialog box will appear: Pick the Select All button, the Text button, and then Flush. Repeat this sequence, but with the Art button selected — and all the named boxes of our document have been cleared.

CopyFlow Tool Palette

As a final note to the tutorial section, we would like to draw your attention to a useful item called CopyFlow Tool.— This floating palette can be displayed by selecting the CopyFlow Tool menu item from the QuarkXPress View menu. Its window can be closed by clicking on the Close Box in the left hand corner of the palette window.

The palette displays the name of the currently selected box, the name of the editor or artist, and the path names of the document’s selected import and export folders. Now, by simply clicking on a box when the palette is displayed, you can check a box name or folder setting.

13: Edit Notes II

CopyFlow 3.2 and CopyBridge 3.2 take advantage of QuarkXPress’s “hidden text” feature to let users store notes in files imported to and exported from Quark documents. The text of these notes is invisible while in Quark, but can be viewed and edited using NAPS’ Edit Notes II XTension.

Notes are designated in import files using NAPS’ standard notes markup (see CopyFlow manual). In XyWrite, notes can also be designated using XyWrite’s Label and Footnote commands (see page B2.6). Notes translated to “hidden text” on Batch Import and back to their original format on Batch Export. Edit Notes II also lets users put NAPS note markup in any word processor document for which they have Quark import/export filters, such as Microsoft Word or Word Perfect.

To view and edit notes within the Quark document, click on a text box with Quark’s Content Tool and select Show Notes from the Utilities menu. Edit Notes II will mark all notes with dark triangles.

To open a note, click once on its triangle with the mouse while holding down the Shift and Option keys. The note’s contents will appear in a small window and its marker will change to a hollow triangle. Edit the note here and save your changes. Deleting a note’s contents and clicking on Save will remove the note entirely.

To create a new note, put the insertion point where you want the note to appear and select Make Note from the Utilities menu. An empty note palette will appear. You can also select a range of text within a text box and select Make Note. The highlighted text will be deleted from the text box and stored as a new note at that location.

To convert NAPS note markup in word processor files, select Filter Notes from the Utilities menu. When this item is checked, Edit Notes II will scan the text of any word processor files imported via Batch Import or Quark’s own Get Text command for note markup and convert them to “hidden text”.

NOTE: NAPS’ note markup is imcompatible with the XPress Tags filter. To use NAPS note markup in ASCII text files, make sure the XPress Tags filter is NOT loaded.

Appendix A: XPress Tags And NAPS Style Tags: The Differences

Your choice of which of the style tags filters you wish to use will depend on your work and copy flow. (XyWrite users must use NAPS style tags.) Both filters provide methods for dealing with most markup situations — but the approaches are slightly different. This discussion reflects the state of the filters in early January, 1991. There will undoubtedly be changes in both approaches — this material is subject to change.

XPress Tags now handle all of the text and paragraph attributes in QuarkXPress. In addition, a description of the style tag is written into the style tag file.

NAPS Style Tags are considerably more compact. The NAPS style tag approach has been to include all of the character and paragraph attribute information in the markup language and the ability to invoke style sheets which already exist in a Quark document. NAPS style tags have no notion of defining a style sheet in the ASCII file — the style definition is expected to be found in the QuarkXPress document.

Whichever approach you decide is best for you — once you make it, you will probably want to stick to it. Except at the simplest levels, the markup languages are not compatible.Thus, it is important to remember: don't export with one style tags filter and then use preferences to import with the other.

XPress Tags and NAPS Style Tags: The Differences

Note to XyWrite users: You must use NAPS style tags.

Appendix B: Customizing File Extensions

FILENAME.XY:
A simple XyWrite file.

FILENAME.TAG:
A style tag file which contains text for many different stories. A so-called “TAG” or composite file.

FILENAME.TXY:
A XyWrite file which contains text for many stories. A XyWrite "TAG" file.

These definitions are initially set to be the same for both imported and exported files.

The filename extensions may be modified by using ResEdit in the following manner.

1) Be sure QuarkXPress is not running.

2) Make a copy of your CopyFlow program and put it away for safe keeping.

3) Start ResEdit, open CopyFlow, select STR#, and open number 20003.

4) The six file extensions will then be displayed in the following order:
Import tag filename extension
Import tag XyWrite filename extension
Import XyWrite filename extension
Export tag filename extension
Export tag XyWrite filename extension
Export XyWrite filename extension

5) Edit these strings to your taste, close and save the modified CopyFlow program.

Appendix C: Installing A New Translator

You can test if CopyFlow knows about a particular file translator by putting the new translator into the same folder as QuarkXPress, and then starting Quark with CopyFlow. Pick the CopyFlow Preferences dialog and select the popup menu item: Export As: — if CopyFlow knows about your filter it will displayed in the menu’s list — if not perform the following steps.

1) Be sure QuarkXPress is not running.

2) Make a copy of your CopyFlow program and put it away for safe keeping.

3) Start ResEdit, open CopyFlow, select STR#, and open number 20004.

4) There will be a list of strings in the form:
FILECREATOR, FILETYPE, DESCRIPTIVE STRING FOR MENU

5) Go to the end of the list and create a new, empty string. Then type in the information for the new file translator and then save the revised CopyFlow program.

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If you wish to interactively modify the contents of all of a series of non-uniquely named text boxes — you must first find the “first” of these boxes in the document. This is done by displaying the Batch Import dialog, selecting the box name from the list of text boxes and then clicking Find Box. The first of the boxes of this name will then be displayed and selected in your Quark document. You can then modify the contents of this box, export the revised text and re-import it. The edits will then be applied to all boxes of this name.

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