SI Tip of the Day - light gray for deletions improves readability of SpecsIntact sections

UPDATE: If your project requirements include UFC 1-300-09N, Don't try this for anything you submit to the Government for review (because it conflicts with UFC 1-300-09N - but many projects may only UFC 1-300-02, which has less specifics on revision format). But whatever the case, you & your designers might really like it for internal use. Just remember to change it back before publishing design submittals.

This is a one-time change, even though it is done in the editor window. Open any section, click Format menu, Font, choose tag name Deletion, foreground color Light Gray (or Gray if you like). You can also change header and note to Gray (or Cyan if you are using Gray for deletions).

Here is the cool part - deletions now recede so it is much easier to pick out the retained text and new text at a glance, while still having the benefits of seeing in context the other options that may exist.

These settings are stored in C:\Documents and Settings\<username>\Application Data\SpecsIntact\INI_Files\SECTION.INI, so you could easily have two copies of it saved somewhere to make switching back & forth much easier. Sometime when I get a chance, I might try to write a simple DOS batch program or Python script that makes this as easy as clicking a button.


Click thumbnail below to view an example:

SI Tip of the Day - don't forget to reset revision format

If you have updated to the new version of SpecsIntact that was recently released, just a quick reminder -

 

Time to re-customize font settings for revision marks per UFC 1-300-09N Design Procedures 10-4.3 on page 71 of pdf:

10-4.3 Specifications or RFP Development.

Provide edited, red-lined specification sections, showing deletions from and additions to the master guide specification sections. Red-line other parts of the RFP when required by the contract. When using SpecsIntact, deletions should be shown in bold print and lined out. Additions should be shown in bold print, italicized, and underlined. This special editing feature will have to be reset each time SpecsIntact program is updated. To do this, open a job; go into a section and select “Format.” …

I'll have to pass along a feature request that the program could be taught to either (a) remember the user's settings (preferred), or (b) at least have default settings that correlate with UFC required formatting -- instead of requiring us to remember to change it back every time we upgrade!

 

SI Tip of the Day x 2 -- 1: Using a shared supplemental reference list -- 2: Update to SI 4.4!

This tip applies to working in an office where multiple users work with SpecsIntact.

 

Avoid reinventing the wheel by benefitting from each other's efforts to increase the library of supplemental references:

 

[X:]\SISGML\Masters\UFGS <-- UFGS masters are here.

create new folder:

[X:]\SISGML\Masters\[Office]\SUPP.REF <-- move the SUPP.REF file here, and change users' SI setup options file locations to use this folder. (This folder can also be added to the SI Masters so user can also share customized specifications for topics not currently covered in the UFGS.)

(In examples above, assume X:\ is a mapped drive letter for a shared network folder. Insert firm name or other name for office master folder in place of [Office]. Because drive letter are mapped, users can still use local installation of SpecsIntact. This can help some for those who use a docked laptop at the office and undock and take it with them at other times. SyncToy is the other main piece to that puzzle that I am currently using.)

The one pitfall we found with the shared Supplemental Reference List concept was that some recent changes had been overwritten by the program - simple solution: Mark the file read-only whenever you are not editing it. Also when changes are made, saving a backup copy here: X:\SISGML\Masters\[Office]\Supplemental Ref backups.

 

Then I added this little note at the top of the SUPP.REF file to remind us all (including myself) how this plan works:

<HLS>¡ ¡ ¡ IMPORTANT ! ! !

 

To avoid loss of data in this shared file, we have developed a simple procedure that must be followed when editing this file.

 

1. Copy the SUPP.REF file into the \Supplemental Ref backups subfolder. (Double-click here if you do not already have the office master folder open).

 

2. Rename the backup file using the same date format as the others in the backup folder 4-digit year, 2-digit month, 2-digit day, using today's date.

 

3. Go back up to the previous folder.

 

4. Right-click the SUPP.REF file and temporarily uncheck the Read only checkbox.

 

5. Execute any previous revisions, and then edit the file. Be sure to turn tags on. To preserve tagging structure, it is often easiest to copy an existing reference and then edit. Revisions view can be used to mark what you are changing.

 

6. Save and close, THEN BE SURE TO CHANGE THE FILE BACK TO READ-ONLY!!!

 

Keep in mind that the dates of issue should be checked periodically. In the UMRL the Government checks their list. But in our supplemental list, NO ONE is checking to keep it up to date unless we do it.</HLS>

So far so good!

 

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Side note - Kudos to the SI Development team for getting so many updates into the new version 4.4! The greater awareness of presence of tailoring options and common selections across sections will be of great value. Sometime I would really like to be able to still have revision marks when using tailoring. Most agencies require it, so it diminishes our ability to take advantage of tailoring. Very nice job overall though, and thanks for listening to all the feedback!