Set up Cleanup in Typefi Orion Compass

Note

For Cloud environments, your Typefi team configures Cleanup on your behalf; Customer Administrators with the Manage Configuration privilege can also make changes. For Workgroup and Desktop environments, your Local Administrator performs these steps.

Cleanup prepares a Word document for conversion by removing unnecessary formatting and white space. Cleanup is powered by the Cleanup DOCX workflow action and runs as a server-side job.

To open Cleanup settings in Orion Compass:

1. Sign in to Typefi Server with admin credentials:
   • Cloud: https://cloud.typefi.net
   • Workgroup or Desktop: http://localhost:8080
2. Select the Switch app (9-dot menu) in the top-right corner, then select Orion Compass.
3. Navigate to Configuration Options → Global Settings, then select Cleanup in the left menu.

Configure settings

The settings you configure here apply to all documents in your configuration unless an editor overrides them from the Cleanup dialog in Typefi Orion for Microsoft Word.

Breaks and white space

Remove extra spaces, empty paragraphs, and structural breaks that accumulate in author-submitted documents.

Field	Description
Convert tabs to spaces	Converts each tab to a single space. Tab stops remain unchanged. Selected by default.
Remove column breaks	Removes breaks that force text into the next column. Selected by default.
Remove multiple spaces	Reduces two or more consecutive spaces to one. Selected by default.
Remove page breaks	Removes page breaks, including a paragraph's page break before. Selected by default.
Remove empty paragraphs	Removes paragraphs holding nothing, or only spaces, unless they carry hidden content such as a section break, a bookmark, or a field. Selected by default.
Remove section breaks	Removes section breaks inside the document. The final section is kept. Not selected by default.
Remove leading and trailing spaces from paragraphs	Removes spaces at the start and end of each paragraph. Selected by default.

Typographic

Handle soft hyphens, line breaks, and All Caps or Small Caps text formatting.

Field	Description
Remove optional hyphens	Removes optional hyphens but leaves nonbreaking hyphens. Selected by default.
Soft returns	Controls how each line break inside a paragraph is handled. Options: Leave as-is, Convert to spaces, Convert to hard returns. Default: Leave as-is.
Fix All Caps and Small Caps	Converts All Caps text to capital letters and removes the All Caps formatting. Capital letters lose Small Caps. Affects only caps applied directly or through a character style; caps set by the paragraph style are unchanged. Not selected by default.

Character style to face markup conversion

Apply the formatting from each character style directly to the text and remove the style.

Field	Description
Built-in styles	Converts Word's built-in character styles to their equivalent formatting. Selected by default.
User-defined styles	Converts character styles created by the author to their equivalent formatting. Selected by default.

Comments, bookmarks, and hidden text

Handle reviewer comments, bookmarks, hidden text, and tracked changes.

Field	Description
Remove comments	Removes every reviewer comment but keeps comments added by Cleanup. Not selected by default.
Remove bookmarks	Removes bookmarks that nothing in the document refers to. Not selected by default.
Hidden text	Controls how hidden text is handled. Options: Flag with comments, Make not hidden, Leave as-is. Default: Flag with comments.
Track Changes	Controls how tracked changes are handled. Options: Leave as-is, Accept all, Reject all. Default: Leave as-is.

Graphics

Control what happens to embedded images in the document.

Field	Description
Graphics handling	Controls whether graphics stay in the document, are removed, or are extracted. Options: Leave as-is, Remove graphics, Extract graphics. When Extract graphics is selected, the Cleanup DOCX workflow action writes the image files out. A graphic that only links to its image file is left in place with a warning, because there is no embedded image to extract. Default: Leave as-is.
Removed graphic text	Specifies the replacement text left in place of each removed or extracted graphic. Active only when Graphics handling is set to Remove graphics or Extract graphics. Default: [INSERT FIGURE { $nnn }].

Removed graphic text

You can include a variable in Removed graphic text to insert a unique number or filename for each graphic:

Variable	Output
{ $n }	The graphic's number: 1, 2, 3
{ $nn }	The number with two digits: 01, 02, 03
{ $nnn }	The number with three digits: 001, 002, 003
{ $file }	The document's original filename, without its extension

Graphics are numbered in sequence through the main text, then footnotes, then endnotes. A graphic that is left in place takes no number, so the sequence has no gaps.

To include a literal brace, enter {{ for { and }} for }. The eXtyles markers %Z, %D, and %N are not supported and will appear in the document exactly as typed.

WARNING

If Removed graphic text is blank or contains only white space when Remove graphics or Extract graphics is selected, Cleanup stops the job. The field must contain valid replacement text before you can save.

Tables

Normalise table formatting and alignment to a consistent baseline.

Field	Description
Remove all borders	Removes all table and cell borders. Not selected by default.
Add top/bottom borders	Adds a rule above and below each table. Not selected by default.
Add header border	Adds a rule below the last header row. Not selected by default.
Center columns	Centres every cell paragraph. Not selected by default.
Left-justify first column	Left-aligns paragraphs in the first column. Not selected by default.
Remove first line indent	Removes first-line indents from table cells. Not selected by default.
Remove shading	Removes table and cell shading. Not selected by default.
AutoFit contents	Sizes each table to fit its contents. Not selected by default.

Add a Cleanup workflow

Cleanup requires one workflow file, which must be created in Typefi Server before you can add it here.

Coming soon

Step-by-step guidance for creating a Cleanup Docx workflow in Typefi Server will be available soon.

To add a workflow:

1. In the Cleanup section in Orion Compass, click Add Workflow.
2. In the Choose Workflow dialog, navigate to your Cleanup workflow file (for example, /Files/Orion workflows/Cleanup) and select the workflow.
3. Click Select to add the workflow.
4. Click Save.

Only one Cleanup workflow can be added per configuration.

Next steps

For guidance on running Cleanup from the ribbon in Typefi Orion for Microsoft Word, see the Cleanup reference guide.