Working with the Typefi Orion ribbon in Microsoft Word

This guide explains the sequential document processing phases in the Typefi Orion ribbon in Microsoft Word. The ribbon is organised into groups, with each group representing a phase of the document process. To ensure accurate styling, cleanup, and final XML conversion for export, all tools must be run according to the group order.

Prerequisites

To start processing documents in Typefi Orion for Microsoft Word, please confirm that the following prerequisites are complete:

1. Confirm that your default settings are configured in Typefi Orion Compass.
2. Install Typefi Orion for Microsoft Word.
3. Connect Typefi Orion to a Typefi Server to activate the tools in the Orion ribbon. For step-by-step instructions, see the help article, Connect Typefi Orion to a Typefi Server.

The Typefi Orion process

The Orion ribbon is divided into three main groups. The processing sequence begins in the Document group and then flows left-to-right, representing the sequential steps you must take to process a document.

Order	Ribbon group	Description
Phase 1	Document	Attach your document to your publication settings , update document metadata cleanup formatting , and apply styles to your paragraphs.
Phase 2	Edit	Run automated checks and corrections with SmartReplace for consistency, run SmartReferences to validate references, and run Advanced Workflows for citation management.
Phase 3	Output	Export your Word document to XML.

Phase 1: Prepare your document (Document group)

After successfully connecting Typefi Orion to Typefi server, use the tools in the Document group to apply publication settings and perform the initial structural cleanup.

IMPORTANT

The following tools must be used in sequential order.

1. Attach to publication settings

Click the Publication tool

. This important first step in the document phase activates your document for processing by syncing it with the publication settings configured in Typefi Orion Compass. For step-by-step instructions, see Attach a publication to a Word document in Typefi Orion.

2. Update document metadata

Select the Metadata

tool to confirm or edit document-specific metadata. This ensures your metadata is preserved during editing and conversion.

3. Cleanup formatting

Click the Cleanup

tool to run preliminary cleanup that removes unnecessary white space and Word formatting. This lays a clean foundation for subsequent editing steps. See this Cleanup guide for details.

4. Style paragraphs

Select the Styles tool

to open Orion's Paragraph Styles palette. This ensures all paragraphs are correctly tagged with the appropriate structural styles necessary for the conversion process. For step-by-step instructions on working with Orion's Paragraph Styles palette, see the Paragraph styles guide.

Phase 2: Edit with smart tools and advanced workflows

1. SmartReplace

Click the SmartReplace

tool to automate pattern-based cleanup and substitution rules.

SmartReplace replaces Inera's eXtyles® Auto-Redact. If you imported your Auto-Redact rules using Typefi Orion Compass, the system translated the rules into the SmartReplace format.

🎉The SmartReplace rules integrate with Microsoft Word's Tracked Changes functionality. This means that every tracked change specifies the exact SmartReplace rule that made that specific change.

2. SmartReferences

Select the SmartReferences

tool to ensure your references are set up according to your organisation's preferred style.

Before using SmartReferences in Typefi Orion for Microsoft Word, confirm that your reference style is set in Typefi Orion Compass.

3. Advanced workflows

Click the Advanced Workflows

tool to open a dropdown menu that displays the available advanced workflows configured in Typefi Orion Compass.

Advanced Workflows help you automatically edit, validate, and apply post-processing styles to your documents by performing the following tasks:

• converts and validates reference and citation formats
• structures and standardises author-affiliation data,
• prepares files for post-Orion production systems.

Phase 3: Export to XML

Preparing for export

To ensure your document is ready for export, check out this help article, Preparing your Word document for export.

Export to JATS XML

Click the Export to XML

tool and select Export to JATS. This will generate JATS 1.2 from your structured Word documents. For more detail, see the Export to XML guide.

NOTE

Typefi Orion 1.0 supports PubMed Central-compliant JATS 1.2 as its baseline. Custom JATS modifications will be handled during full implementation onboarding.

The Orion group

• Options: Select this icon to view and manage your server connections.
• About: Select this icon to view details about the Typefi Orion for Word add-in.