I am developing guide specifications for the Architectural Woodwork Standards, soon to be published by the Woodwork Institute, AWI, and AWMAC.
I have been following these forums for a while, and have already gotten some valuable help from the “Computers and…” discussion. I hope I can ask questions here as they come up.
The MasterSpec guide specs use “hidden” text for their comments ane direction. Is this general practice?
I assume I’m the only one who didn’t know about hidden text until last week. If I distribute a guide spec with hidden text, does the person who receives the file have to turn hidden text on, or is that an attribute of the file? If the former, should I post a note at the top of the spec explaining about the hidden notes?
You should definitely post a note at the top of each section explaining about hidden text Steve, including the required keystrokes necessary to make the hidden text visible. You might also include a reminder that printer settings may need adjustment to print, or to avoid printing, the hidden text.
IMHO, hidden text is great for experienced specifiers but can cause some grief for the novice user, especially if the master isnt set up just right. I see lots of instances where several extra lines of Blank Space get included, margins get messed up, etc. In your position, I just might consider including the Editing Suggestions / Comments in a noticeably different color or font without being hidden. That way there’s no worries about seeing them.
Whether or not you use hidden text, having directions and edit notes in a different color and/or font style is helpful for distinguishing those from section text.
The problem with those notes not being hidden text is that in order to produce a final section, you have to delete them (or make them hidden) and sometimes you want to leave them in for future reference and additional edits. If they are hidden and your printer command is set to not print hidden text, you have no problem producing a finished looking section at any time along the edit trail. So a note at the top, maybe in the header, to address all this would be prudent.
I have to assume from your question that you are using a word-processing based system. If that’s the case, the previous answers are good ones. I’d further suggest that you use the whatever feature your software allows to attach notes as part of the file properties instead of in the file itself (which eliminates the need for hiding/unhiding or color-coding text).
I’m also compelled to point out that the database-based specification software systems support specifier notes in seperate windows that are always visible to the user but not a part of the text that appears (or prints out) in the section.
We also write Master Guide Specs. Our “Notes to Specifer” used to be hidden text. But most computers seem to be defalted so hidden text does not print. Even though you can turn hidden text on so it will print, we got so many complaints from our users that it was not printing and they were missing it, that we changed the “Notes to Specifier” to be conventional text.
I agree that hidden text is a bit of a pain; especially when people edit master guide specifications and they don’t realize that they are there.
One alternative that I use when I prepare product specifications for manufacturers is to use regular text, but, like all the other paragraphs, give the commentary its own paragraph style. This way you can delete all comments after editing by using the find/replace feature that deletes all paragraphs in that particular style.
You can even create a macro and assign it to a custom button that you click to “clean up” the document when editing is completed.
Thank you all for your help. I am going to go with hidden notes and a visible note explaining how to access hidden text. You’ve raised a new issue. Should I also explain how to print hidden text?
You asked “Should I also explain how to print hidden text?”
No. Unless part of your job is to teach MSWord or Wordperfect tips and tricks.
Your end users should know this stuff.
Perhaps tell them to turn on hidden text to view the notes to the specifier. Format hidden text with a unique paragraph style.
Wayne
I am inserting the following at the top of each spec section.
“Comments in this spec are in blue hidden text. If you dont see blue comment text you must change your settings in word. From the Tools menu select Options, select the View tab, and select the hidden text check box.”
Steve; Be aware that your proposed text only works in prior versions of Word. For Word 2007 the location for this setting is “Office button, Word Options button, Display (in navigation bar), Hidden Text.”
How about “Edit comments are in blue “hidden” text. If you don’t see blue comment text, change your display settings.” That way, folks using other word processors won’t be looking for specific buttons or pull-downs. I’d assume that if you are using word processing software, you know how to do stuff like that. And yes, I know that’s a dangerous assumption and there are people out there who are using a typewriter with a screen and don’t have a clue. But you can’t hold everyone’s hand.
John, Lynn,
Good point.
I’ll change my warning to the more generic language.
Steve:
When all is said and done, what are the chances that your guide spec section would be made available to SCIP members either by (1) email, or (2) available by download off your website?
Better yet what about the entire AWI Standard?
Ron,
The guide specs will be available for download from our (Woodwork Institute) website. They will also be on a CD version of the “Architectural Woodwork Standards” that will come with each copy. The AWS will only be available on paper and CD. The Associations aren’t willing to put the standard on line because they do make money on sales.
By the way, it’s not the AWI standard, it will be jointly published by the Woodwork Institute, the AWI, and AWMAC.
Steve:
What I meant to say is “free” or deeply discounted.
In the past the Woodwork Institute has given the Manual of Millwork free to architects and specifiers. I believe the powers that be plan to continue that policy for design professionals in our service area (west coast.) I don’t know how they plan to handle requests from other areas. I know the AWI has always charged for their standard.
Also of note: I believe that MasterSpec will also be revising their woodworking sections reasonably soon after release of this new joint woodworking standard.
Woodwork Institute still provides its Manual of Millwork free to “Architects, Specifiers, and Design Professionals”; in fact, I just received my copy. AWI, however, to my knowledge, still charges for its Quality Standards. Oh yeah, I’m in the upper Midwest.
AWI membership costs $50 (I think) and includes the manual. I have no objection to such modest fees for technical materials.
I joined AWI at the beginning of last month and paid $75 for annual dues. That is still modest IMO. At no additional charge, I received the 8th edition of Quality Standards almost immediately with the CD mentioned and understand that I will also receive a complimentary copy of the Woodwork Institute publication when it beocmes available.