SAI Tools

Available automation tools within the SAI.


Performs various cleanup tasks on a document (or documents). Cleanups can be run at different times throughout the composition and copyediting stages. Before running, review all files to confirm global changes will not result in the loss of critical content or information.

  • Settings: Select the cleanup actions to be run.
    • Composition Cleanup: Performs cleanup tasks to preserve and modify styles.
      • Rendering: Replaces Word’s character rendering with ScML character styles when applicable.
      • Underlined to Italic: Replaces underline formatting with italic formatting.
      • Clean Note Markers: Fixes common note issues, which includes removing note character styles from white space. Runs on an entire document only.
      • Load Associate Styles: Loads the Associate Styles dialog to map non-ScML styles to ScML styles globally.
    • Convert Microsoft Word Element to Live Text: Preserves dynamic and linked Microsoft Word content as live text.
      • List Leaders: Converts Word characters that begin list items (numbers, letters, symbols) into literal characters. Run before paragraph styles are applied or Associate Styles is run.
      • Fields: Converts fields (e.g., hyperlinks) to text.
    • Punctuation and Character Cleanup: Performs cleanup and standardization tasks on punctuation and other characters.
      • Periods to Ellipses: Replaces three periods (spaced or not spaced) with the ellipsis character. Also moves the fourth period before the ellipsis character, if applicable. (Mutually exclusive with Ellipses to Spaced Periods.)
      • Ellipses to Spaced Periods: Replaces the ellipsis character with periods separated by nonbreaking spaces. (Mutually exclusive with Periods to Ellipses.)
      • Periods to Spaced Periods: Replaces three unspaced periods (plus additional surrounding punctuation) with periods separated by nonbreaking spaces.
      • Latin Ligatures: Replaces common ligatures with their two- or three-character letter equivalents.
      • Single Quotation Marks: Replaces single straight quotation marks with smart (or “curly”) quotation marks.
      • Double Quotation Marks: Replaces double straight quotation marks with smart (or “curly”) quotation marks.
      • Dashes: Replaces double hyphens, spaced hyphens, and spaced en dashes with em dashes. Also replaces hyphens (spaced or unspaced) in number spans with en dashes. Dashes and hyphens in phone numbers, ISBNs, and text composed with the url or url-i character styles are preserved.
    • Space and Break Cleanup: Performs cleanup tasks to remove extraneous spacing.
      • Spaces: Eliminates multiple spaces. Also removes spaces from before and after paragraph breaks and tabs.
      • Paragraphs: Eliminates multiple paragraph breaks.
      • Tabs: Eliminates multiple tabs and tabs that appear at the beginning or end of a paragraph. As authors may use tabs to format tables, indicate block quotes, and so on, it is recommended that this cleanup be run after paragraph styles have been applied.
      • All Breaks: Selects all break options.
      • Lines: Replaces line breaks with paragraph breaks.
      • Column: Replaces column breaks with paragraph breaks.
      • Pages: Replaces page breaks with paragraph breaks.
      • Sections: Replaces section breaks with paragraph breaks.
    • Mark for Editing: Inserts an internal query near items for editorial review.
      • Long run-in quotations: Marks run-in quotations that appear to be longer than the selected style guide (CMS, APA, or MLA) recommends. Select a style guide by choosing User Settings prior to running this Cleanup option.
      • Short block quotations: Marks composed block quotations that appear to be shorter than the selected style guide (CMS, APA, or MLA) recommends. Select a style guide by choosing User Settings prior to running this Cleanup option.
      • Unmatched paired punctuation: Marks paragraphs that have an uneven number of opening and closing, parentheses, brackets, and other paired punctuation characters.
      • Missing paragraph-ending punctuation: Marks paragraphs that don’t appear to end with a legal punctuation character. Ignores certain styles like heads and senselines and recognizes punctuation before a note marker.
      • Potentially hidden text: Marks text that has been made very small, white, or has been placed in a very small text box.
    • Punctuation: Adds or removes character styles (italic, bold, and bold-italic) from spaces and punctuation (comma, semicolon, colon, and period) following composed text.
    • File Selection Summary: Shows the file selection information.
  • File Selection: Select the file(s) and parts of the file(s) on which the Cleanup options will run.
    • File Scope: Select whether Cleanup will be run on the active document or on multiple documents. If Cleanup is being run on multiple documents, options are available to either automatically save each file or prompt the user to save.
    • Document Scope: Select the parts of the document on which Cleanup will run: main text, footnotes, endnotes, and/or queries.
    • Document Saving: Active when Selected Files is designated. Next to the Selected Files box, choose to have Word save the cleaned-up documents automatically or prompt you to save each file.

Find and Replace

Runs multiple Replace All actions.

This has all the features of Word’s Find and Replace but provides easier access to certain search items and formats. It allows you to save searches and run multiple replacements at once and on more than one document at a time. Replacements may be font and/or style changes, real title case changes, as well as text and Wildcard changes. You can also insert image callouts (IM).

If multiple replacements are selected to run, they will run in the order specified. For example, you may choose to first replace the word “taste” with “test” and then (with the Whole Word option selected) apply the i (italic) ScML style to all instances of the word “test.”

This feature always works as a Replace All within whatever scope has been selected. You cannot replace one instance at a time.

The checkmarks next to each find/replace line allow you to choose which ones you want to run at a certain time. To check or uncheck all find/replace lines, click the top box that is above the find/replace lines.

To change the order in which the replacements are run, use the dropdown number menus next to the checkboxes to rearrange the order. If you save a search and load it, its replacements will appear in numerical order.

You can also run replacements on multiple documents (select under this tool’s File Selection tab).

  • Load Search: Select a saved search from the dropdown menu, and click this button. Then select the replacement(s) you wish to run using the checkbox to the left of the find/replace line and click Replace All.
  • Save Search: If you use certain replacements regularly, you can save them so you don’t have to remember them and type them in every time. Enter the replacements you wish to save, then click this button. Enter a memorable name when prompted. The replacements do not necessarily have to be ones you would run together; they could be individual replacements that you simply select or deselect as appropriate.
  • Match Case: Select this option to only find/replace instances that match the case of the entered text.
  • Whole Word: Select this option to only find/replace instances that match the entered text as a whole word rather than as part of a word. So for example, check this box if you want all instances of the word “test” to have a style applied but do not wish to apply a style to words like “tested” or “testing” (i.e., test but not tested or testing).
  • Wildcard: Select this option to use Word’s wildcard text (similar to regular expressions)
  • Real Title Case: When the cursor is within a Replace text box, this button will be available. It will apply “intelligent” title case to specified text. For example, to make all a-heads title case, select the ah ScML style for the Find box and click this when in the Replace box, then run the replacement.
  • Default Paragraph Font: Search for or change specified text to Default Paragraph Font (actually a character style). This formatting is often used to change bold or italic text to plain text. Click your cursor into either the Find or Replace text bar and then click this button to apply this formatting to the desired field.
  • Clear Formatting: Removes formatting details (style, font, or paragraph) from Find or Replace fields. These details appear under each text bar if they have been selected. Click your cursor into either the Find or Replace text bar and then click this button to remove the formatting of the desired field.
  • Image Insert: Use to insert Scribe-formatted, consistent image callouts using the figure file names. For example, if your figures are already called out as “Figure 1.4 goes here” or “Figure 10.6 goes here” and your project is named “scr-tester,” you can use the following search (Wildcard selected):
    • Find: Figure ([0-9]{1,2}).([0-9]) goes here
    • Replace: Click the Image Insert button. Formatting style: img will be applied and {~?~IM: insert [fig file name] here.} will appear in the text bar. Where [fig file name] is, type in scr-texter-fig0\10\2 for single-digit chapters or scr-texter-fig\10\2 for double-digit chapters.
    • Your output would look like this:
      {~?~IM: insert scr-tester-fig0104 here.}
      {~?~IM: insert scr-tester-fig1006 here.}
  • Special Characters: Provides Find/Replace search symbols to use. The dropdown list changes when Wildcard is selected.

Insert Structure Indicators

Inserts structure indicators useful for conversion purposes (feature also found as a button in SAI’s Styles section of the ribbon).

Select the content that will fall within the structure indicators, then select from the context menu which structure indicator you would like to apply (feature also found as a button in SAI’s Styles section of the ribbon).

File Check

Checks file for common errors prior to upload to Scribe’s Digital Hub.

This feature will accept all changes, create a report of any non-ScML styles, compare the number of note references to notes (they should match), and list any image callouts. The File Check report will indicate success or failure via a green checkmark or a red warning symbol. If the File Check fails, check the report for items that require action (like mismatched endnotes or non-ScML styles).

To view the full text of the File Check output when the dialog box appears, select the text, copy it from its window, and paste it into a Word or text document.

Convert Notes

Converts Word’s embedded endnotes and footnotes to/from regular text. Because Word’s embedded notes feature allows for automatic renumbering of notes when changes are made, Scribe recommends using Word notes throughout the composition and editorial processes.

Conversion can be run on the active file or files selected from a directory. If run on selected files, the converted file will be saved as a separate file in the same directory. If converting embedded notes to unlinked text, the new file name will end with -postnotestrip. If converting from plain text to embedded notes, the new file name will end with -prenotestrip.

  • Use the checkboxes to indicate whether the conversion should occur on endnotes, footnotes, or both. On Mac versions of the SAI, choose which notes type to run Convert Notes on via the menu.
  • From the main dropdown, follow the dropdown path for converting notes in either the active document or multiple documents. If converting embedded notes to plain text, select the formatting to apply to note numbers.
    • [refnum].[tab]: The note number will convert to the note number followed by a period and a tab before the note text.
    • [tab][refnum].[tab]: The note number will convert to a tab followed by the note number followed by a period and another tab before the note text.
  • Insert Chapter Breaks: Inserts Microsoft Word section breaks where each chapter should occur. Doing this makes it possible to renumber Word’s embedded endnotes and footnotes per chapter. This tool can also be used with the “Split Document” feature to output one file per book chapter.
  • Change Note Numbering Options: Loads Word’s “Footnote and Endnote” dialog box.

Get Character Code

Supplies the decimal and hexadecimal codes for symbols and special characters; also provides a link to more information (requires an active Internet connection).

Select a symbol or special character, right-click it, and select this from the context menu. A window will pop up showing the character’s decimal and hexadecimal codes. Clicking Yes opens an Internet browser window (requires an Internet connection) that provides more information from about the symbol/special character.

Find Text Formatting

Identifies potentially problematic text formatting at the character level in source documents that are unlikely to be captured during a typical composition process. Selects the first piece of text after the current cursor location where problematic conditions are found:

  • local formatting applied over non-ScML character styles
  • atypical text features of Microsoft Word used to capture structural meaning
  • font sizes that significantly differ from their paragraph and character styles

This tool is useful when vetting or composing files that have been OCRed, that have a large number of nondescript non-ScML character styles, or that have been modified extensively outside the rules of the WFDW. This tool may take a long time to run on large or complicated files and has limited compatability with Word for Mac.