Lattira Spec and NBS Chorus can import specifications from Microsoft Word into certain content sets. the platform parses the MS Word documents based on their styling. This article is a step-by-step guide to re-styling your MS Word document so it matches the import schema.
Topics
Before you start
- The import from MS Word has been developed for Australian, Canadian and USA specifications.
- The styling schema is different depending on the content set you are trying to import into. Please follow the right scheme for the content set you are trying to import into.
Related article: Importing Microsoft Word-based specifications
Simple steps for how to reformat an MS Word document to import
Please note: The steps below have been written for the 'Australian - Import from MS Word' styling schema. The same approach applies to importing MS Word files into 'Australia - SureSpec', 'Canada - CMS' and 'USA - USMS' but the styling schema is slightly different.
Please see Importing Microsoft Word-based specifications for the two schemas.
- Open your MS Word document, select all of the text and change the style to 'Normal'.
- For each specification section title, change the first line of this to 'Heading 1'.
- For each group or part, change the first line of this to 'Heading 2'.
- For each article or clause title, change the first line of this to 'Heading 3'.
- Row values will be identified for every line of text after the clause that has a carriage return.
- Save as Microsoft Word .docx file format.
More advanced tips
Changing Part (group) styles
If a document is already auto-numbered where Part paragraphs styled as Heading 1, and you need to be Heading 2, you can demote all numbered paragraphs in the document at once.
- In MS Word select the “View” ribbon and choose “Outline” view.
- Double-click the node to collapse the paragraphs (you should see only the 3 Parts).
- Demote the Parts to “Level 2”. Collapsed sub-paragraphs are also demoted.
- Close Outline View.
- Insert a new Heading 1 paragraph at the top containing the section number/name.
Changing all paragraphs of a given style
You can change all paragraphs of a given style using the Styles panel in MS Word.
- Select a style used in the document, right-click on the style name, choose “Select All” from the menu.
- All paragraphs of that style are selected wherever they are.
- Then click the desired target style to change them all at once.
Identifying subclause titles
The 'Heading 4' style may be used to identify a clause subclause title.
In MS Word:
Imported into the platform:
Identifying clauses with name-value pair style clause items
If every line with a clause contains a colon then the format of this clause will be row-value-pair instead of single-line. Row-value-pair is the specification style preferred by many around the world, for reasons of clarity and conciseness.
| Unnecessary words example | The contractor will submit two copies of the documentation. |
| A concise and clear example | Submit: two copies. |
The screenshots in subclause headings (above) show this and are not repeated here.