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Re: Help!

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From: Natalie Jean
Date: Aug 20, 2015 9:14AM

Hi Deborah,

Thanks, Deborah. To answer your question - The staff person customizing the notice needs flexibility to edit the content that can be edited. The translation company needs to be able to insert the translation into the notice the staff person customized and sent to be translated.

We have Sharepoint as part of Office 365. Are you saying that I can create the notice in Sharepoint that could then be saved as a Word document when the notice is finalized? I could set up the notice with the restrictions and then the person working with the notice could what they need to do on the notice n Sharepoint and then that person can save it as a Word document. Am I understanding correctly? If I am understanding correctly, I have another question. When it goes into Word how can I ensure that it's accessible without asking the individual who finalized the notice to make the necessary adjustments? We have a huge volume of notices that go out daily.

Natalie N. Jean
Government Operations Consultant II
Agency for Persons with Disabilities
Email: <EMAIL REMOVED>
Phone: 850.414.6666
Fax: 850.922.6432

APD Website: http://apdcares.org
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-----Original Message-----
From: WebAIM-Forum [mailto: <EMAIL REMOVED> ] On Behalf Of <EMAIL REMOVED>
Sent: Thursday, August 20, 2015 10:15 AM
To: WebAIM Discussion List < <EMAIL REMOVED> >
Subject: Re: [WebAIM] Help!

Natalie,

In both cases, but especially in the case we you are sending the notice to a translation company, does the document itself need to be editable by the content editor? It sounds like you have two different roles here: content editing, and formatting editing.

> The adjustable parts allow the notice to "customized" to the issue. For example, sometimes a narrative is necessary. ...
> The unchangeable parts of the notice have already been translated through a translation company. That notice with the content that needs to be translated is sent to the vendor so that they can translate.


Content editing, such as the person changing the particular parts of the notice, or adding the narratives, or translating, doesn't actually have to happen in the Word document. There are some tools which will let you push from a content management system into Microsoft Word, or, if you have access to programmers, you could write a tool appropriate for you, for example, something in Visual Basic, which would allow you to pull from the source used by your staff or translators, and push it into a word template.

The solution for this would be easiest if you have programmers who can build you a tool which is ideal for your use cases, but I'm fairly sure there are built-in solutions using something like SharePoint. If you used Excel as the content source, you could probably find code samples on the Internet from other people who have done it.

> Read-Only does not allow the person creating the notice to enlarge
> the font for individuals who need larger text (not all of our
> consumers are tech-savvy or have screen magnifiers so enlarge the font
> of the notice if they need it)

Now this is a different use case. My first instinct would be that the people who need to have enough training to enlarge fonts appropriately, also need to have the training not to break the accessibility and the rest of the document.

Deborah Kaplan
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