DefinitionOmission v1.1 (Cross-Platform)
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DOCUMENTATION - DefinitionOmission - Version 1.1:

Purpose

DefinitionOmission (this "application") intends to facilitate proper use of defined terms and other references in contract-related documents. The application analyzes a given Microsoft Word, OpenOffice.org or StarOffice (Open Document Text) or Rich Text Format (.rtf) document and creates an HTML-based report that lists all defined terms and indicates whether a defined term is not otherwise used in the document. The application also searches for and creates a list of capitalized terms that appear to be terms that should be defined. Finally, the application searches and prints section references including surrounding text.

The report of defined terms aims to assist you in removing terms from a contact that have been defined but that are not used. The report of capitalized terms gives you an indication of the various capitalized words used in the document that may still need to be defined. The report of section references creates a simple "lookup" list which you may refer to in order to ensure that proper sections exist in the document. Note that, while a defined term in the document may not be used in the document being processed, if other documents reference such terms, you might not want to remove such terms. Future versions of the application may include the ability to analyze use of terms in more than one document.

Supported Files

This application is currently able to read Microsoft Word, OpenOffice.org and StarOffice (Open Document Text) and Rich Text Format (.rtf) documents only that are in cleanline or redline. Microsoft Word documents usually are identified by the ".doc" suffix. OpenOffice.org and StarOffice (Open Document Text) documents usually are identified by the ".odt" suffix. Rich Text Format documents are identified by the ".rtf" suffix. Redline versions can be processed as long as the redline was not created with the Microsoft Word internal comparison feature. Redlines created with DeltaView are "OK." OpenOffice.org is free for use and can be downloaded at http://www.openoffice.org. OpenOffice.org can read and write Microsoft Word documents. StarOffice is a version of OpenOffice.org created, maintained and supported by Sun Microsystems, Inc., the parent company of OpenOffice.org. StarOffice is largely the same as its cousin, OpenOffice.org, except for certain enhanced features and integrated support. Microsoft Word is not free for use.

Application Window

The application window loads when you open the application. This window includes three buttons. The first button, titled "Select document...", opens a dialog box that permits you to select the Microsoft Word, OpenOffice.org or StarOffice (Open Document Text) or Rich Text Format (.rtf) document that is to be analyzed. The second button, titled "Select directory...", opens a dialog box that permits you to specify the directory in which the application is to store generated report files. Once generated, these report files may be opened with any Web browser including Microsoft Internet Explorer, Mozilla Firefox, Apple Safari and Google Chrome. The third button, titled "Process Word Document and Create Report", generates the report. The application is able to process documents with nearly unlimited numbers of pages. The application requires approximately 15 seconds to analyze a 150 page document.


If you want the application to load the report as soon as the report has been created, make sure the checkbox captioned "Open report once Word document has been processed" is checked. On Windows and Macintosh systems, the application will open the report in your system's default Web browser. On Linux and Unix systems, including Solaris, the application will look for the following browsers to open the report, in the following order: Epiphany, Firefox, Mozilla, Konqueror, Netscape, Opera, Links, Lynx.

Preference Window

You will find the Preferences window under the "Edit->Preferences" menu item. The "Report Settings" tab of the Preferences window currently only shows one configuration option concerning the application's ability to find definitions. By default, the application will consider a definition to include up to 45 characters only. Terms found by the application that are stated within quotes are not considered to be definitions if the starting and ending quotes are separated by more than 45 characters. This permits the application to avoid characterizing terms as definitions that may not be intended as definitions, such as text quotations and other types of references. You may find it necessary to increase or decrease this setting to filter out unwanted definition results.


The "Application Settings" tab of the Preferences window currently includes the registration settings. In the textfield captioned "Registration Code," enter the registration code you received when you downloaded the application. In DefinitionOmission v1.1, the registration code will be prepopulated with a code that will permit you to use the application free of charge until January 1, 2010. After January 1, 2010, a new version of the application will be available that may continue to be available for use free of charge. We may, if necessary, provide interim updates free of charge available at http://www.blackcatworks.com at any time. Please check our Web site frequently.


After January 1, 2010, the application will continue to work, but will be limited to identifying no more than 10 defined and capitalized terms. This is intended to encourage you to download the newest version of the application that may include important updates and improvements.

Report

Once the application has analyzed the Microsoft Word, OpenOffice.org or StarOffice (Open Document Text) or Rich Text Format (.rtf) document, the application stores related report files to the directory selected in the application Window. If the "Open report once Word document has been processed" option is enabled when the report is generated, the application will attempt to open the system's default Web browser and load the report. Please note that your report is NEVER uploaded to the Internet when you use DefinitionOmission. The report is simply displayed in the browser because the browser is your default application for viewing HTML files. The report is a HTML file. Of course, you may, separate from DefinitionOmission, upload your report to the Internet, but DefinitionOmission will not do this.


The report includes three report pages: (1) Definition Report; (2) Full Document; (3) Section Report. When the application loads the report displays the Definition Report page.

The Definition Report page displays a list of all defined terms in the document along with paragraph and section references. Entries in the "Comments" column identify whether or not a defined term is used in the document.

The Full Document page displays a full representation of the document, split by section and paragraph. The section references in this Full Document report page do not necessarily reflect sections visible in Microsoft Word, OpenOffice.org or StarOffice because a common document contains several hidden sections including footnote sections which are not identified as separate sections in Microsoft Word. Therefore, it is not always possible to cross-reference sections of the Full Document with sections visible in Microsoft Word, OpenOffice.org or StarOffice.

The Section Report page displays a list of all sections (identified by the prefix "Section") referenced in the document along with section and paragraph identifiers and certain surrounding text which is intended to make it easier to understand the context in which the section reference is used.

Defined terms and section references link to the appropriate location within the Full Document page and permits the user to review the textual context in which the defined term or section appears. Most Web browsers will highlight the defined term or section in the Full Document page. Microsoft Internet Explorer may display a security warning which must be acknowledged and closed before the browser will show accurate highlighting.



Copyright 2009 BlackCatWorks Enterprises