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Thread: Help!
Number of posts in this thread: 5 (In chronological order)
From: Natalie Jean
Date: Thu, Aug 20 2015 8:01AM
Subject: Help!
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I need advice. I'm desperate.
So, a scenario -
Say an official notice has to be sent out to a consumer who is blind or has a visual impairment. These notices would be Word documents. The staff person creating the notice would be using a notice that has been restricted to have certain parts of the notice that cannot be changed for legal reasons and certain parts that are adjustable. The adjustable parts allow the notice to "customized" to the issue. For example, sometimes a narrative is necessary. The parts that cannot be adjusted are Read-Only. The other reason for the Read-Only is so that the accessibility settings of the document cannot be adjusted. What I want to prevent is accidental mess-ups to the accessibility of the document (like they accidently delete alt text for a table, for example) when they are adjusting the notice (while also ensuring that required content is not accidently deleted...but my main concern is accessibility).
Problems -
1. Read-Only takes away the ability for the individual creating the notice to delete parts that don't apply to the consumer
2. 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)
Is there a solution? Is there a work-around? What can I do?
Now, same scenario with an added problem -
The primary language of the person receiving the notice is not English. 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. The Read-Only allows them to stay away from things that shouldn't be touched. However, when the notice is sent back, the formatting has changed (like it comes back in a serif font or the font is size 10). What do I need to do to the document so that things like that do not happen? Again, I'm concerned about accessibility.
Help!
Thanks,
Natalie
Natalie N. Jean
Government Operations Consultant II
Agency for Persons with Disabilities
Email: = EMAIL ADDRESS REMOVED = <mailto: = EMAIL ADDRESS REMOVED = >
Phone: 850.414.6666
Fax: 850.922.6432
APD Website: http://apdcares.org<;http://apdcares.org/>;
Toll-free: 1-866-APD-CARES (1-866-273-2273)
CONFIDENTIALITY NOTICE: This message and any attachments are for the sole use of the intended recipient(s) and may contain confidential and privileged information that is exempt from public disclosure. Any unauthorized review, use, disclosure, or distribution is prohibited. If you have received this message in error please contact the sender (by phone or reply electronic mail) and then destroy all copies of the original message.
From: deborah.kaplan
Date: Thu, Aug 20 2015 8:15AM
Subject: Re: Help!
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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
From: Lynn Holdsworth
Date: Thu, Aug 20 2015 8:25AM
Subject: Re: Help!
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Hi Natalie,
Could you and your colleagues do all of the work in the Word document
and then save it right at the end as an accessible PDF document?
Best, Lyn
On 20/08/2015, Natalie Jean < = EMAIL ADDRESS REMOVED = > wrote:
> I need advice. I'm desperate.
>
> So, a scenario -
>
> Say an official notice has to be sent out to a consumer who is blind or has
> a visual impairment. These notices would be Word documents. The staff person
> creating the notice would be using a notice that has been restricted to have
> certain parts of the notice that cannot be changed for legal reasons and
> certain parts that are adjustable. The adjustable parts allow the notice to
> "customized" to the issue. For example, sometimes a narrative is necessary.
> The parts that cannot be adjusted are Read-Only. The other reason for the
> Read-Only is so that the accessibility settings of the document cannot be
> adjusted. What I want to prevent is accidental mess-ups to the accessibility
> of the document (like they accidently delete alt text for a table, for
> example) when they are adjusting the notice (while also ensuring that
> required content is not accidently deleted...but my main concern is
> accessibility).
>
> Problems -
>
>
> 1. Read-Only takes away the ability for the individual creating the
> notice to delete parts that don't apply to the consumer
>
>
>
> 2. 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)
>
> Is there a solution? Is there a work-around? What can I do?
>
> Now, same scenario with an added problem -
>
> The primary language of the person receiving the notice is not English. 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. The Read-Only
> allows them to stay away from things that shouldn't be touched. However,
> when the notice is sent back, the formatting has changed (like it comes back
> in a serif font or the font is size 10). What do I need to do to the
> document so that things like that do not happen? Again, I'm concerned about
> accessibility.
>
> Help!
>
> Thanks,
>
> Natalie
>
> Natalie N. Jean
> Government Operations Consultant II
> Agency for Persons with Disabilities
> Email: = EMAIL ADDRESS REMOVED = <mailto: = EMAIL ADDRESS REMOVED = >
> Phone: 850.414.6666
> Fax: 850.922.6432
>
> APD Website: http://apdcares.org<;http://apdcares.org/>;
> Toll-free: 1-866-APD-CARES (1-866-273-2273)
>
>
> CONFIDENTIALITY NOTICE: This message and any attachments are for the sole
> use of the intended recipient(s) and may contain confidential and privileged
> information that is exempt from public disclosure. Any unauthorized review,
> use, disclosure, or distribution is prohibited. If you have received this
> message in error please contact the sender (by phone or reply electronic
> mail) and then destroy all copies of the original message.
> > > > >
From: Natalie Jean
Date: Thu, Aug 20 2015 9:14AM
Subject: Re: Help!
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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 ADDRESS REMOVED =
Phone: 850.414.6666
Fax: 850.922.6432
APD Website: http://apdcares.org
Toll-free: 1-866-APD-CARES (1-866-273-2273)
From: deborah.kaplan
Date: Thu, Aug 20 2015 9:44AM
Subject: Re: Help!
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Natalie Jean wrote:
> 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 believe so, though I'm no Sharepoint guru. The initial setup is complex, though this post goes through the process:
http://mysharepointguru.com/business-processes/creating-docs-with-sp-desiger-2010-a-workflows.html
My understanding is that Sharepoint lets you create a document template that can be populated by data stored in Sharepoint. So you;d go through the initial process of setup, and make the template accessible. Then your translators' and editors' data goes into Sharepoint, and the documents are creasted from the accessible templates.
Deborah