Web Conversion Workflow (current)

1. Account managers task us jobs on MOS.
Red means the job is late
Yellow means the job is due today
Green means the job is due in a couple of days

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2. If we see a job that no one has picked up we check in NASSHARE in our dropbox to see if the files are in.

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3. We pick up the files and move them into the ‘Job in progress’ folder


4. In our ‘Documents’ folder in our computer, we create 3 separate folders –
Job number
Source files
Working Files

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5. We copy the folder that we previously moved into the ‘Job in progress’ folder into the ‘Source Files’ folder that we just created.

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6. We open up the word document from the ‘Source Files’ folder and begin deleting any images from it.

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7. After you have deleted any images, markup any footnotes on the word doc.


8. If there any any footnotes in the word doc, cut them and put them at the end of the word doc with the title ‘Footnotes’ above them.

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9. You now mark up each of the footnotes with square brackets and clicking on the Superscript button on Word, by browsing through each footnote.



10. After you have marked up all the footnotes. Save this word doc into the ‘Working Files’ folder you created earlier.

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11. Open up TextEdit application and select all of the word doc. Then drag and drop the word doc into TextEdit.


12. Save the document in TextEdit and save as HTML in theĀ  ‘Working Files’ folder.


13. Open up the new HTML file in Dreamweaver. Run the Command ‘fix bullet points and remove numbered lists ‘.

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14. Go to ‘Edit’ and ‘Edit with ‘BBEdit’.

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15. Once in BBEdit click on ‘Markup’ then ‘Tidy’ and then ‘Clean Document’.

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16. Still in BBEdit click on ‘Markup’ then ‘Tidy’ and then ‘Covert to XHTML’.

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17. Close BBEdit and it was ask you to save, Click save and go back to Dreamweaver, it will ask you if you want to reload the document click on yes.

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18. Use the abbreviation and acronym queries to put in the abbreviation and acronym tags.


19. Drag the HTML file with the abbreviation and acronym tags into the toolbox to create the csv file to give to the account manager.

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20. Once you have the csv file, in your ‘Working Files’ folder, create a acronyms folder and save the csv in that folder.

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21. In MOS go to your job and under the attachment tab, attach the CSV file to it and then create a action for the account manager to send the customer the csv to approve and add any mission acronyms.


22. Go back into MOS and into your job, and put a comment saying you are waiting for the acronyms.


23. Whilst you are waiting for the acronyms, you can continue working on the job.

24. Open a new SG XHTML template and save it as the job number-00.htm, in the Job number folder you created in Step 4.
The 00.htm is always the contents page.


25. With the new template saved in its correct place. Place the title of the job in the title tags and bodytitle tags. Then cut from your main document the contents part on to your new template and fill in the required information e.g. ISBN, DPPAS and pdf etc.


26. Open another SG XHTML template and name it jobnumber-01.htm. Where it says “Contents” just below the title tags, put “Part 1”, this represents the first chapter. Cut from the main document the first chapter and paste it into this new template. At the start of the chapter, make sure the chapter title is in a h3 tag.
Repeat process until you have all the chapters. Making sure you replace the “Part 1” with “Part 2” for chapter 2 so on and the filename for the new template is 01.htm for chapter 1 and so on.


27. Open up the PDF of the job and create screenshots of each graphic and save them for web in Photoshop under the naming convention jobnumber_g01.gif.

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28. Go through the whole document looking for any internal documents and putting in the relevant links in. e.g. contents page.


29. Go through the document checking that all external links work.


30. Copy the pdf of the job from your ‘Source Files’ folder and paste it to your jobnumber folder. Enter the metadata in the PDF and save for web with the naming convention jobnumber-01.pdf.


31. Enter the size of the pdf and link it to the part on the contents page of the HTML.


32. Open up Word, and write the jobnumber: job title. E.G. j305840-01.pdf: The Land Reform (Scotland) Act 2003 (Modification) Order 2013 – Guidance for Local Authorities and National Park Authorities.
Save as a .txt file and name it manifest.txt.


33. By now, the account manager should have uploaded the new csv file back into attachments. Save the new completed csv into your ‘Working Files’ and in the Acronyms folder. Zip your jobnumber folder (which should have all your HTML files, graphics, pdf of the job) and then upload the zipped folder and new csv file to the toolbox and it should spit back out all your HTML files with the acronyms in placed.

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34. Check the HTML files that they match up with the PDF.

35. Validate each individual HTML page using W3C’sĀ validator online and save each validated page out as a PDF and in a validation folder.

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36. In NASSHARE, go to SG Completed folder, and copy your folder to the relevant folder.

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37. Copy the job information PDF and paste it to where you just copied your jobnumber folder. Fill out the PDF and zip the PDF with the jobnumber folder.


38. Upload the new zipped folder into SimplyAsset.

39. Send a email to the SG Web Team (blind copying the account manage of the job, so they know that the job is complete) with details of the job and letting them know that the job is available to pick up from SimplyAsset.

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40. Go into NASSHARE, into the Digital Media Folder, Web Conversions folder, then fill out the web conversion log sheet. With the information in the relevant fields.


41. Go back into the Digital Media folder, and into the ‘Process Notes for Team’ folder and copy the ‘Job Information pdf’ and paste it into the ‘Completed QA Check’ folder. Rename it as ‘HTML QC jobnumber’. Fill in the relevant questions.

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42. Go into Citrix and log in the time for the job.

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43. Finally go back into MOS, and into your job. In the ‘Respond’ tab, Change the status to completed and click on save.

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