Sample Workflows

eXtyles was designed to standardize and streamline Word documents and, by extension, publishing workflows. However, each publisher, publication, and workflow is unique, and eXtyles was also designed to be a flexible solution, molded to each customer’s editorial style, production requirements, and publishing goals.

Below are synopses of some (but by no means all!) typical eXtyles workflows.

A Copyediting Solution for Journal Publishers

A life science journal does all copyediting in-house and supplies edited Word documents to their vendors for typesetting, conversion to XML, and online hosting. The editorial director sought out eXtyles primarily for its bibliographic reference tools, as their copyeditors estimated that they spent at least 20% of their time editing references to style and performing manual online searches to fix incomplete or incorrect references. Because their journal uses a numbered (Vancouver) reference citation style, the editors were also enthusiastic about the Convert/Clean Numbered Citations feature (which will convert an incorrect numbered citation style, such as numbers in square brackets, to their preferred style, which is superscript numbers) and the Citation Renumbering feature, which automates the time-consuming and error-prone process of renumbering out-of-sequence reference citations. After reviewing the optional eXtyles modules, they also decided to include the Auto-Redact feature, a large library of find-and-replace rules customized to change common terms, phrases, units, and symbols to their preferred editorial style.

Product: eXtyles


eXtyles could be fully customized to accommodate the journal’s unique editorial style, and they were able to include any premium features they wanted (such as Auto-Redact) and leave out features they didn’t need, or might want to add later (such as a validating XML export filter).

Key Features

A PubMed Central XML Solution for Journal Publishers

A two-year-old, online-only, open-access journal has just been accepted into PubMed Central (PMC). Their content volume is low (though they anticipate it will expand over time) and their staff is small. They do minimal copyediting and convert to PDF directly from Word. They require a solution for the creation of high-quality, PMC-compliant NLM DTD XML that will also facilitate the creation of full-text HTML of their content. They opt to license eXtyles NLM instead of contracting with an off-shore vendor for two reasons. First, an eXtyles solution enables them to better control their costs as they begin to publish more articles and create new journals. Second, the consistent accuracy of the XML produced by eXtyles eliminates the need for creating in-house QA processes and tools, a necessary step when working with outside converters whose XML output may fluctuate in quality.

Product: eXtyles NLM


Though the publisher could have licensed a custom version of eXtyles to address their needs, they did not have stringent editorial requirements and were primarily concerned with being able to submit NLM XML to PMC as quickly as possible. eXtyles NLM provided all the tools they needed, was the most cost-effective solution for a publisher of their size, and could be implemented within about a month after signing the license.

Key Features

An End-to-End Solution for Book Publishers

A university press publishes 15 journals and about 150 books per year. They edit and revise all content in house, using Microsoft Word; they also typeset in house, using Adobe InDesign. Because of the broad adoption of e-readers, they require a workflow solution that will enable them to create EPUB and other formats for iPads, Kindles, and other e-readers and tablets as well as XML for repurposing of their content. The transition from print only to print and e-books has placed new burdens on their publishing operations and staff, so they also want their solution to improve their overall speed and efficiency.

Products: eXtyles and Typefi


A custom eXtyles solution allows this university press to reduce copyediting time by implementing customized features such as Auto-Redact and Bibliographic Reference Processing. Because their books use multiple standard styles, they are able to incorporate several eXtyles templates to accommodate them (e.g., American spelling and Chicago-style references for one book; British spelling and APA-style references for another book). eXtyles can also produce high-quality XML to facilitate the transition to ePub and future repurposing of their content. However, the XML exported from Word via eXtyles cannot be imported directly into InDesign, their preferred in-house typesetting system. The press therefore also opts to license Typefi, a software solution that imports XML into InDesign and fully automates page layout according to a customized template. The process of export to XML and import into InDesign takes a matter of minutes and can be repeated through correction cycles, with any manual tweaking of the layout (if needed) completed when the content has been finalized. The content of the final XML and PDF files is identical, and ePub and other e-book formats can be exported directly from Typefi. The automation provided by eXtyles and Typefi allows the press to keep its operations in house, to maintain its high quality, and to produce more content in a wider variety of formats without significant increases in staff.

Key Features

  • Automatic application of multiple custom editorial styles
  • Fast, high-quality XML export
  • Automated page layout in InDesign
  • Conversion to ePub

An Automated Solution for Publishing Suppliers and High-Volume Content Publishers

A supplier provides end-to-end services to its publishing clients, from editing to page composition to XML conversion. They decide to implement a customizable and expandable version of eXtyles with a full suite of optional modules, which enables them to offer a great deal of added value to their customers while also accommodating multiple publication types and editorial styles. Because of the high volume of content processed by their organization, they wish to build enhanced automation into their operations.

Products: eXtyles SI and eXtyles Lite


eXtyles is a plug-in to Microsoft Word that typically runs on an individual desktop, and each step in the process is triggered by the user. Though the time to run a 20-page document through eXtyles is usually 5 to 15 minutes, this publishing supplier wanted to reduce this processing time by flowing more content through eXtyles in a less hands-on fashion. eXtyles SI extends Word on a Windows server by providing an XML interface to automate any eXtyles function that does not require user interaction, allowing for unattended batch processing of Microsoft Word files. The two eXtyles steps that do require user interaction — metadata capture in the Document Information dialog and structuring of the document through the application of paragraph styles — are included, along with Cleanup, in a scaled-back version of the tool known as eXtyles Lite. This easy-to-use tool allows for efficient document preparation; after running a file through eXtyles Lite, the remaining steps, from Auto-Redact through XML export, can be run in a fully automated fashion, with complete logging functions that allow server processes to respond automatically to status messages reported by eXtyles SI.

Key Features

  • Full eXtyles feature set
  • Fully automated batch processing of Word files
  • Accommodation of large volumes of content through load balancing across multiple servers

An Automated Metadata Solution for Submission Systems

A service provider working primarily with STEM publishers offers online submission software for journals that receive hundreds or thousands of article submissions per year. In working to develop and maintain a system that meets all their customers’ needs, they have observed some recurring pain points for submitting authors (Why does submission take so long? Why do I have to type in so much information that’s already in my Word file?) and editorial office staff (Why do I spend so much time double-checking metadata that should already be correct?).

Product: eXtyles Metadata Extraction


After integrating eXtyles Metadata Extraction into their submission system, the service provider is able to offer their customers a shorter submission process and more accurate metadata. eXtyles Metadata Extraction works behind the scenes during manuscript submission to accurately analyze the author’s Word file; collect article title, author names, affiliations, and other metadata elements; and export this metadata as a richly tagged JATS XML file, which is then ingested into the submission system to automatically fill in the form fields. The result is a better experience for both authors and journal staff.

Key Features

  • Automated extraction of metadata from author-supplied Word files
  • Automated ingestion of XML metadata into the submission system
  • Faster, more seamless submission experience for authors
  • Better metadata with less effort by journal staff
  • Designed to integrate with submission systems, preprint servers, and repositories