Export Preflight

Compatibility

This step is only required for documents you need to export to XML.

Export Preflight tags copyedited elements. This means that you need to run all cleanup and copyediting processes before running Export Preflight. See Working with the Typefi Orion ribbon for an overview of the sequential phases.

Run Export Preflight

To run Export Preflight, select Export Preflight from the Advanced Workflows dropdown (Orion → Advanced Workflows → Export Preflight).

Export Preflight checks and tags paragraphs that include the following elements:

• Author processing and linking
• Affiliations
• Keywords
• Abbreviations
• Publication history
• Run-in headings

Author processing

Export Preflight analyzes paragraphs with author or contributor elements, then correctly tags each element for XML export. When author information is present in a paragraph (for example, author elements prefixed au_), character styles are applied and mapped to other author elements.

This tool identifies which paragraphs contain author information and applies character styles to contributor elements, such as:

• multi-word surnames
• academic degrees
• organisation names
• specific roles

Because author metadata formatting can vary, it's important to carefully review the results of the automatic styling, as manual adjustment of non-standard entries may be necessary.

Character styles

Element	Character style	Description	Example text
Author	_au	The author's name	Ravinder Mamtani, MD* Sherlock Holmes, Jr. Dr. John Watson, RN, DPM
First name Given name	au_fname	The first name(s) or initial(s) of each contributor	RavinderSherlockJohn
Surname	au_surname	The surname of each contributor	MamtaniHolmesWatson
Generation	au_suffix	The generational suffixes to contributor names	Jr., Junior, or III
Degree(s)	au_deg	The academic degrees and other qualifications or appointments that are listed as part of the authorship line.	MDRN, DPM
Collaboration	au_collab	The group(s) of contributors	League of Extraordinary Gentlemen
Role	au_role	Information about each contributor's role	Associate Professor
Prefix	au_prefix	Introductory text before the author line, or prefixes to individual names (such as military ranks or ranks of nobility)	Edited by, Dr.

Affiliations

Export Preflight targets specific styles based on your configuration. In the default JATS configuration, this is the Affiliations paragraph style. Orion analyzes the entire paragraph where you apply the Affiliations paragraph style. Then, it identifies the structured elements (such as address, city, and state), and automatically applies character styles to each element. If needed, you can manually adjust the character styles to refine the tagging.

Primary language affiliations

To ensure Orion correctly identifies and tags the affiliations, the Affiliations paragraph style must be applied to the associated content.

There are two methods to structure primary language affiliations. In both cases, the placement of the linking superscript character, which links affiliations to authors, is critical for tagging:

1. One affiliation per paragraph: Each institution is listed in its own paragraph. The linking character (superscript letter, number, or symbol) must appear at the start of the affiliation paragraph.
2. Multiple affiliations in one paragraph: All institutions or organisations are combined in one paragraph. The linking character must immediately precede the specific institution or organisation it links to.

Example

Translated affiliations

Note

Support for translated affiliations may not be available in all configurations.

🔑 Guidelines

• Use the Affiliations (Translated) style with the corresponding Authors (Translated) style. This ensures that both author and affiliation translations are correctly parsed.
• Maintain the same paragraph formatting methods described in the primary language affiliation section.
• Linking characters can match or differ from the primary language affiliations. Orion identifies links by character style, so you can use different symbols to comply with international style guides while maintaining correct tagging.

Character styles

The table below lists the parts of the affiliation text and the character styles that Orion applies to each element.

Element	Character style	Description	Example text
Department	C.af_department	The specific department or school within the institution	Camperdown Campus
Institution	C.af_institution	The name of the organisation, university, or company (the main body of the affiliation)	University of Sydney
Address line	C.af_addr-line	The general line of address (for example, the street number and name)	Quadrangle A14
City	C.af_city	The city component of the institution's address	Sydney
State	C.af_state	The state or province of the institution's address	NSW
Country	C.af_country	The country component of the address	Australia
Postcode	C.af_postcode	The postal code of the institution's address	2006
Phone	C.af_phone	The phone number	+61 2 9351 2222
Fax	C.af_fax	The fax number	+61 2 9351 7600

Exported JATS 1.2 XML examples

The JATS XML example shows the Affiliations (Translated) paragraph style are exported into the <aff-alternatives> element with the distinction made via the language attribute in the <aff> tag.

Primary affiliations

 <aff id="aff1">
    <label>1</label>
    <institution content-type="dept">School of Chemistry</institution>, 
    <institution>The University of Sydney</institution>, 
    <addr-line>
        Quadrangle A14, 
        <city>Sydney</city>, 
        <state>NSW</state> 
        <postal-code>2006</postal-code>
    </addr-line>
    <country>Australia</country>.
</aff>

Translated affiliations

 <!-- TRANSLATED LANGUAGE (Spanish) -->
    <aff id="aff1-es" xml:lang="es">
        <label>1</label>
        <institution content-type="dept">Escuela de Química</institution>, 
        <institution>Universidad de Sidney</institution>, 
        <addr-line>
            Cuadrángulo A14, 
            <city>Sidney</city>, 
            <state>NSW</state> 
            <postal-code>2006</postal-code>
        </addr-line>
        <country>Аustralia</country>. 
    </aff>
</aff-alternatives>

Keywords

Export Preflight automatically analyzes your paragraphs for keywords then tags XML keyword groups or definition lists based on standard editorial styles. Keywords must be separated by the same character consistently (such as commas or semicolons). Inconsistent separators may prevent individual keywords from being identified correctly.

Keywords are terms used to highlight the subject of the document that improve search results.

The strongest symbols to separate keywords are:

• semicolons ;
• em dashes —
• bullets (•)

Keywords separators, listed in priority

1. ;
2. ,
3. tab
4. dash

These characters aren't typically used within the text of a single keyword. When a semicolon, em dash, or bullet is found in a paragraph containing keywords, Export Preflight will use that character to separate the paragraph into individual keywords.

If no semicolons, em dashes, or bullets are found in the paragraph containing keywords, Export Preflight will check for additional characters:

• tabs
• em spaces
• commas (followed by a space) (, )
• slashes with spaces on either side ( / )

Character styles

Element	Character style	Description
Keyword title	kwd_title <title> </title>	The keyword title
Keyword	kwd_kwd <kwd> </kwd>	The keywords in the paragraphs

Example

Keywords: Chickpea; Physiological trait, Genotypes, QTLs, Head stress, Climate resilience, Staphylococcus aureus.

This paragraph will be correctly processed during XML export.

Exported JATS 1.2 XML:

<kwd-group>
<title><bold>Keywords:</bold> </title>
<kwd>Chickpea</kwd>
<kwd>Physiological trait</kwd>
<kwd>Genotypes</kwd>
<kwd>QTLs</kwd>
<kwd>Head stress</kwd>
<kwd>Climate resilience</kwd>
<kwd><i>Staphylococcus aureus<i></kwd>
</kwd-group>

Abbreviations

Export Preflight automatically analyzes your paragraphs for abbreviations then tags keyword groups or definition lists based on standard editorial styles.

Abbreviations appear as term-definition pairs. In the default JATS configuration, this is the Abbreviations paragraph style. Orion analyzes paragraphs where you apply the Abbreviations paragraph style; then, it identifies the terms and definitions, and automatically applies character styles to each element.

Note

Abbreviations must be separated by the same character, consistently (such as a commas or semicolons). Inconsistent separators may prevent individual abbreviations from being identified correctly.

Primary language abbreviations

The Abbreviations paragraph style may be used for one or more paragraphs containing a list of abbreviations.

Separate term-definition pairs with one of the following:

• tab
• semicolon ;
• em dash —

Separate individual terms and definitions with one of the following:

• en dash –
• comma (followed by a space) (, )

Translated abbreviations

Note

Support for translated abbreviations may not be available in all configurations.

🔑 Guidelines

• Use the Abbreviations(Translated) paragraph style in the same way as the primary language abbreviation style (including, the use of the specific separators). In the XML output, primary and translated language abbreviations are listed together in the <def-list> element.

Character styles

Element	Character style	Description	Example text
Abbreviation title	C.abbrev_title <title> </title>	The title of the abbreviation	Abbreviations
Term	C.abbrev_term <term> </term>	The abbreviation term	JATS
Definition	C.abbrev_def <def> </def>	Full form or explanation of the abbreviation	Journal Article Tag Suite

Example

Publication history

Export Preflight will automatically identify, categorise, and tag different types of dates within your document.

Orion will identify a date type by the consistent keywords you use then apply the correct tag to that date. For example, if it identifies the date "Accepted: 17 July 2024" it will tag the date with an accepted attribute.

Keywords to use to introduce dates:

• Received
• Updated
• Revised
• Accepted
• Submitted
• Dates related to online posting or publication (for example, "Online First," "Published").

Character styles

Element	Character style	Description	Example text
Date format	C.date_type @date-type=" "	The descriptive text indicating the publication stage. This style triggers the export process to generate the corresponding @date-type attribute in the XML, for example @date-type="received".	Date received, Accepted
Day	C.date_day <day> ,</day>	The numerical day of the month	Numerical value: 1 through 31
Month	C.date_month <month> </month>	The month name, standard abbreviation, or numerical value.	Format: Word: December Abbreviation: Dec Numerical value: 12
Season	C.date_season <season> </season>	The season name.	Example: Spring
Year	C.date_year <year> </year>	Identifies the four-digit year.	Format: YYYY

Date formatting best practices

To ensure accurate data recognition and avoid ambiguity:

• Use four-digit years
• If you use numerical dates, use the ISO 8601 format (YYYY-MM-DD), for example 2024-07-17 is read as July 17, 2024.
• Use full month or season names, or standard three-letter abbreviations

Example

Date separators

Use the following characters to separate date elements (day, month, year):

• Slashes (/)
• Colons (:)
• Hyphens (-)
• Periods (.)

Exported JATS 1.2 XML:

<history>
    <date date-type="received">
        <day>10</day>
        <month>04</month>
        <year>2024</year>
    </date>
    <date date-type="rev-recd">
        <day>10</day>
        <month>07</month>
        <year>2024</year>
    </date>
    <date date-type="accepted">
        <day>17</day>
        <month>07</month>
        <year>2024</year>
    </date>
</history>

Run-in headings

Run-in headings are concise labels that appear on the same line as the start of the text they introduce (often used in abstracts, glossaries, or lists).

Export Preflight uses the Labelled Paragraphs style set to identify which paragraph styles should have run-in headings tagged. To ensure run-in headings are automaticlly tagged with the appropriate character style, check the following:

• The run-in heading is in bold and located at the beginning of the paragraph
• The paragraph style must be listed in the Labelled Paragraphs style set in Typefi Orion Compass
• The appropriate paragraph style must be applied to the paragraph containing the run-in heading (for example, Right Running Head or Left Running Head).

Example

Main heading: Start of text that main heading introduces.