Single Sourcing Rant - Work-Related
Meanwhile, At Work...
Note to Self: Remember the following: Knowledge Base Examples as well as http://www.cherryleaf.com/example11/Content/Home.htm They are good examples for reviewing alternative designs. The first link came to my attention when there was a discussion about what to call the link on our main page. Currently, the word is "Knowledge" but that word doesn't necessarily convey what the user would think of when searching for information to solve a problem.From: Me
Sent: Tuesday, April 7, 2020 8:22 AM
To: TL.; JR
Subject: RE: Knowledge button in Portal
I'd be fine with something like "What do you want to do?" or something like that. My first impression was to focus not on "what" people are searching in – yes, it is a Knowledge Base. If we can find a phrase that communicates to the user "if you search for an answer or if you search for information, you will find it," that's what I'd like to have – something like the way Dropbox does it here: https://www.helpscout.com/helpu/knowledge-base-examples/ - the user doesn't know that they are searching for "knowledge" when they type text in the "Search for answers" box.
That said, once the user logs in to Cherwell, the term "Knowledge" is used in numerous places because that's what it is…
Me
From: TL
Sent: Tuesday, April 7, 2020 8:01 AM
To: JR
Cc: Me
Subject: RE: Knowledge button in Portal
We were asked to brainstorm other terms as Lee does not like the term “Knowledge”.
From: JR
Sent: Tuesday, April 7, 2020 7:48 AM
To: TL
Cc: Me
Subject: RE: Knowledge button in Portal
I definitely think we should keep the term Knowledge, everyone knows what that means. If you want to expand to either Knowledge base or Knowledge Library, I’m indifferent. I don’t really care for any of the others.
From: TL
Sent: Tuesday, April 7, 2020 7:37 AM
To: JR
Cc: Me
Subject: Knowledge button in Portal
Good morning,
MJD asked us to think of other labels for the “Knowledge” button. I reviewed other Academic Medical Centers sites and found they used “Knowledge Base”. Do you have any suggestions that are not listed below?
Suggestions:
What do you want to do?
How to?
How do I?
Knowledge Library
Information Base
Update on 03-10-2022 - Unfortunately, Naavia is no longer going to be used at work.
One of the tools I have available to me at work is called Naavia. The neat trick about Naavia is that I can make changes in the text and then spit out a document that has that text in both a flowchart as well as the explanatory text for each part of the flowchart. The advantage of Naavia is that instead of making the text changes both in the flowchart proper and the place where I store the text, I make the text change once, in the place where I store the text and that change is then reflected in the flowchart. If I didn't have Naavia, I'd have a Word document and a Visio flowchart and I'd be trying to keep the text updated. Naavia allows one update to affect two different outputs. Of course, since I am working on Knowledge Management and working within Naavia daily, I see the value. It is a lot like this example, which is from a thread in a LinkedIn Madcap Flare discussion group:
Disaster Recovery Documentation
The Disaster Recovery Documentation project at work is one of my two major projects. It is based upon the premise that there should be a centralized location for all Disaster Recovery documentation. This project is why I was hired. In my Ideal World, this would be my workflow:
Update on 07/15/2023
Update on 03/09/2022
Today, I was asked by Andy about my process for doing my daily work on the Disaster Recovery documentation project. In an effort to achieve transparency regarding the work I do on a daily basis, one of my short-term goals is to document the Disaster Recovery documentation project. To achieve that short-term goal as well as to illustrate my work, I began drawing on the whiteboard by my cubicle. I will consider these drawings my pre-writing for achieving that short-term goal.
Update on 11/11/2021
I know when the IT Auditors will be doing the 2021 audit . . . because it happened two days ago on 11/9/2021! Let me back up a bit. First, I had a meeting with the Directors of my department where I went through my presentation in PowerPoint with ~30 slides on Wednesday, 11/3/2021. Then, on Tuesday, 11/9/2021, at 9 AM, I had a meeting with the new-to-my-employer vendor and some of the same Directors that had attended the 11/03/2021, so they heard the same content again. Overall, I did a good job. There were two small negatives and, because I see a negative as an opportunity to learn, I'll mention one of them here - the second is not for you as it relates to internal / non-public facing workflow within my department.
Okay, so the item that I have been thinking a lot about is when I was asked what % of P1-Mission Critical systems are in the Disaster Recovery Documentation. I hesitated when I was asked that question. The way it is now, in the Cherwell CMDB, there is an area for "Systems" and an area for "Applications." Right now, the area for "Systems" is not complete while the area for "Applications" is further along, listing 2,138 Applications. The truth of the matter is that we have a system called "Epic" which has been assigned P1-Mission Critical. However, if you search for "Epic" in the CMDB, there are:
- 8 Applications assigned P1-Mission Critical
- 6 Applications assigned P2-Business Critical
- 28 Applications assigned P4-Business Important
- 79 Applications assigned P5-TBD
- 002 Applications assigned No Priority
Update on 10/1/2021
I do not know when the IT Auditors will be doing the 2021 audit.Update on 10/19/2020
I met with the IT Auditors on Thursday, October 15, 2020. The meeting went really well. I continue to work on working with system owners to improve and expand DR doc.
Update on 02/25/2020
I was in Las Vegas, NV, for Pink20.Update on 01/03/2020
I am working on the second tier of applications. There are 6274 files in 2006 directories within the S:\Disaster Recovery Planning folder. I expect that number to increase by 1/3/2021.
Knowledge Management
Update on 12/04/2022
I am working my way through
Update on 03/31/2022
Update on 01/14/2022
- Teresa L, my co-worker, retired on 9-1-2022.
- One of my favorite eras of my career was when my co-worker and I were working through our Knowledge Management process, especially when we met on Tuesday mornings at 9 AM in a Huddle room and were mapping out our ideas on the whiteboard walls with colored markers regarding what our Knowledge Management process out to be.
- We are at a standstill. My co-worker who was on the project with me retired on 9/1/2021 and her replacement has not been named.
- The changes Cherwell that have been proposed to incorporate our KM process have been collecting cobwebs for, roughly, 3 years because there is not a resource available to make the changes.
I recently came upon screenshots I took of the white board in the huddle room
Update on 10/01/2021
Update on 6/23/2020
- We published multiple Knowledge Articles about Working From Home (WFH) in April
- We are moving beyond the initial scope of publishing Knowledge Articles about Working From Home (WFH) and moving into other topics, including Zoom, Spok, and VOALTE.
- The authors of the Knowledge Articles cannot conform to a style guide when the style guide exists only in
- the Microsoft Manual of Style
- sticky notes on my monitor
- thoughts in my head
Update on 01/03/2020
With the approved process requirements aligned to the default Knowledge Management module within Cherwell functionality, the project is now at a standstill. We have designed how someone is going to actually go through the approved process in Cherwell, but are awaiting the necessary resources on the Cherwell team to implement those design changes. Right now, the Cherwell team includes 1.5 staff as Ben left and Tim is now 50% ITS and 50% HCIS (my department). There was a requisition posted for Ben's position. My hope is that there will be a point in the future when the Cherwell team has the necessary staff to implement the design changes for the Knowledge Management process.Update on 10/18/2019
We are trying to align the approved process requirements with the default Knowledge Management module within Cherwell. It's an interesting aspect of this project because we are designing how someone is going to actually go through the approved process in Cherwell.Update on 8/13/2019
I'm happy to report that 6/5/2019, the team went before the Steering Committee, seeking approval for our Knowledge Management process. As of today, all Senior Directors have approved it. We are planning our next actions!Project Information
The Knowledge Management project at work is one of my two major projects. It is based upon the premise that there is customer-facing knowledge in many locations and, in order to locate the information needed, you have to know who maintains it. For example, if I wanted information about VOALTE, I would go here or I could go here, as both locations store information about VOALTE. For the second page, the information was last Modified 5/13/2012, which is several years ago from 2018.In addition to planning how to migrate information about my department's services, what has become very important to me in my daily work is the lack of discussion in Knowledge Management literature about snippets. I'm talking about both conceptual literature and sales literature from Knowledge Management tool vendors.
But before I get to that and before I get to the chasm between technical writing & knowledge management, here's a great transcript about silos.
And here's an article about silos: https://contentrules.com/how-to-create-a-unified-content-experience
In technical writing, I use snippets of text or graphics to create a reference to text or graphics that I need to use in multiple places.
In Knowledge Management, no one talks about snippets or reusable content or the actual meat & potatoes of writing and then maintaining Knowledge Articles (KAs).
There is no mention that I can find about why snippets can save you time with your KAs. It’s like you write a KA, you publish it, and it exists in a vacuum. I looked at 8 documents that I think will end up as KAs. I analyzed the contents and found the following:
There were 121 paragraphs of text and 62 graphics in those 8 documents.
58% of those paragraphs were used, verbatim, in more than one document
55% of those graphics were used, verbatim, in more than one document
From my perspective, I think there needs to be a way to store duplicate content as snippets so that before we create hundreds of identical paragraphs and graphics that are spread throughout hundreds of Knowledge Articles in our Knowledge Repository we have a solution. If there are reusable variables (e.g. snippet) to store duplicated content, the content is maintained efficiently. I would use reusable variables to centralize the definition of commonly used text, such as company names, product names, contact information, URLs, graphics and things of that nature. I think it would promote content reuse, making it easy to update placeholder text, and eliminate common Copy & Paste and Find & Replace errors. The problem is we do not have a way to create snippets in Cherwell.
I understand that part of the KCS Knowledge Management methodology is that there is a review process.
Reusing Content in a Cherwell Knowledge Repository
I posted this on a LinkedIn forum for KCS.I'm trying to build a bridge between my 20+ years as a technical writer and Knowledge Management.One area I'm focused on is the ability to create a snippet to store text or a screenshot and to then reference that snippet in other Knowledge Articles. I use Adobe's RoboHelp for other work-related documentation. I know I can create a snippet and then reference that snippet wherever applicable. However, for Knowledge Management, we are using Cherwell. Just this week, I wrote a new Knowledge Article that had a procedure for entering time in a system. After a certain step, the process is identical to another Knowledge Article which is also about tracking time. Because they were the same, I copied that text from the other Knowledge Article into the one I was writing. When I validated the procedure against the system, I learned that there had been changes made to a screen. I need to manually update how many other Knowledge Articles have that screenshot. Manually, with copy and paste. One adjective for that workflow: Ick! Here's another example. Our user name is called an "Apple ID" and readers are instructed in pretty much every article to "Enter your "Apple ID" and password" as one of the first steps. Fast forward 5 years from now and there are 600 Knowledge Articles in our Knowledge Repository. Our dept merges with another dept and adopt their "Pear ID" as a replacement for "Apple ID." 600 KA need to be updated. If updating a single article required 1 minute to open, edit, save, and route to the next step, that would be 10 hours (600/60) if that was *all* you worked on and if there were no potty breaks or lunch or anything - one workday spent pasting a sentence. What I propose is storing "Enter your "Apple ID" and password" as a snippet and setting up those 600 KA so I could edit that snippet in 1 minute and update 600 Knowledge Articles in 1 minute instead of 10 hours. Here's a specific example of what I'm facing. I have 8 Word files that should be 8 Knowledge Articles. Out of the 121 paragraphs and 62 graphics in those 8 Word files, 58% of the paragraphs exist - verbatim - in more than one Word file and 55% of the graphics exist in more than one Word file. Over 1/2 of the content in these files is duplicate content. We are in the infancy of building our Knowledge Repository and have less than 20 total articles. Looking ahead, my fear is that 5 years from now, we have 500 Knowledge Articles. If content is copied and pasted from Knowledge Article to Knowledge Article, how can accurate content be maintained? That's why I think if I had these Knowledge Articles in RoboHelp and had a snippet for each of those duplicated paragraphs & a snippet for each of those duplicated graphics, I would be in a much better position to keep the Knowledge Articles updated. I've thought a lot about this but I'm still struggling. I was writing a Knowledge Article last week and, at one point, the steps were going to be identical to what I had wrote in a different knowledge article. I copied and pasted from the old to the new, but when I compared the content to the system, there was a screen that had changed. That means, I have to go back to that original article and fix that one. How many other articles have that same out-of-date screen capture? My premise is that if you're going to have screen captures, they should match. Then I think about how we have 10 articles today so it's somewhat manageable. What happens when we are five years into the future and have 1000 articles? How do you track what articles need to be updated? From Rick Joslin 2nd degree connection 2nd Enterprise Knowledge Management Strategist at Cigna In some cases, it is appropriate to have the same text in multiple articles. That is where flagging and fixing comes in as they are used. You update only what is being used based on demand. In other cases, it is more appropriate to document a sub-procedure as a separate article and then link to that article from other articles that require that sub-procedure. Using this method, when the update is done to the sub-procedure then all other articles will benefit from that improvement. When to use this method is a question? Here are few considerations:- When the sub-procedure can stand on its own as a how to or SOP - Then the sub-procedure provide very details steps that are valuable to the novice, but not necessary for an experienced user. - The over process is long and complex and set of short procedures will benefit the design. - Someone else is maintaining the sub-procedure and the document is separate from the knowledge base. This is not meant to be a complete list.
Here's some more info!
Brief side note about a video I found about Acorio's Knowledge Centered Support tool (which I am not using). I'm including it here because it talks about KCS in more depth: Acorio Knowledge Centered Support.https://www.linkedin.com/pulse/kcs-93-adoption-team-knowledge-centered-support-paul-jay/
I think it’s implied that if you have outdated text or an outdated screenshot, it would be during that Review process when it would be fixed. To me, that is too reactionary. I think if you know you’re going to have standard text, like Help Desk contact information, it makes more sense to write and maintain it once. If the Help Desk becomes the “Support Desk,” the task of updating the email address in hundreds of Knowledge Articles seems like a giant waste of time – especially when I use a tool (RoboHelp) for other projects that support snippets! It felt like I was missing the obvious or that I was speaking Klingon when I talked about content reuse in relation to Cherwell's Knowledge Management functionality.
That's why, on Wednesday, March 28, 2018, which happened to be my 2 year anniversary at work (!!!), I talked about snippets in relation to the way I believed the Knowledge Articles in the Knowledge Repository should be created. I mentioned the statistics above - about how 58% of the content is duplicated and that 55% of the graphics are duplicated - and that Cherwell does not have snippet functionality. My manager was not at this meeting, but his boss was. He is well-acquainted with the work I have done with the Disaster Recovery documentation project and knows that the tool I use - Adobe RoboHelp - is powerful. Before I could say, "We should use Adobe RoboHelp for the Knowledge Articles," HE SAID, "Does the Adobe platform allow the creation of snippets?"
The smile on my face was a trillion miles wide. I said, "Yes."
Since the meeting, I have been working on a proof-of-concept to prove the power of snippets.
If only everyone understood the power of snippets. Some people do not.
But I can add Paul Jay as someone who does!
I wrote the following to him on Friday, June 22, 2018:
I have been a technical writer for just over 23 years, mainly working in the realm of software documentation. I started at the U of Iowa in March 2016 and am working on implementing a Knowledge Management strategy for our department, using Cherwell. I have attended KCS training and am a member of the Knowledge Centered Service (KCS) LinkedIn group. Additionally, I’ve researched and learned as much as I can about ITIL guidelines related to Knowledge Management. I’ve read articles like this one - https://www.comaround.com/en/blog-itil-kcs-success/ - as well as searched your website for the missing piece so I might fully understand the following:
In technical writing, I use snippets of text or graphics to create a reference to text or graphics that I need to use in multiple places.
In Knowledge Management, no one talks about snippets or reusable content or the actual meat & potatoes of writing and then maintaining Knowledge Articles.
That’s what I don’t understand – why isn’t there any mention that I can find about why snippets can save you time with your KAs. It’s like you write a KA, you publish it, and it exists in a vacuum. I looked at 8 documents that I think will end up as KAs. I analyzed the contents and found the following:
There were 121 paragraphs of text and 62 graphics in those 8 documents.
- 58% of those paragraphs were used, verbatim, in more than one document
- 55% of those graphics were used, verbatim, in more than one document From my perspective, I think we need to determine how to store duplicate content before we create hundreds of identical paragraphs and graphics that are spread throughout hundreds of Knowledge Articles in our Knowledge Repository. To me, if there are reusable variables (e.g. snippet) to store duplicated content, we could maintain the content more efficiently. I would use reusable variables to centralize the definition of commonly used text, such as company names, product names, contact information, URLs, graphics and things of that nature. I think it would promote content reuse, making it easy to update placeholder text, and eliminate common Copy & Paste and Find & Replace errors. The problem is we do not have a way to create snippets in Cherwell.
I understand that part of the KCS Knowledge Management methodology is that there is a review process. I think it’s implied that if you have outdated text or an outdated screenshot, it would be during that Review process when it would be fixed. To me, that is too reactionary. I think if you know you’re going to have standard text, like Help Desk contact information, it makes more sense to write and maintain it once. If the Help Desk becomes the “Support Desk,” the task of updating the email address in hundreds of Knowledge Articles seems like a giant waste of time – especially when I use a tool (RoboHelp) for other projects that support snippets!
Am I missing the obvious?!? And this is what Paul Jay wrote back:
Hi Paul, your email is brilliant, it's bought to my attention a number of possibilities and opportunities to improve knowledge management. For this I'm grateful that you took the time to email me. Snippets seem like an extremely powerful tool, I've just had a look at the RoboHelp snippets. It very cool..
I'm a Cherwell devoper (sic) full time so I'm interested in making improvements where possible.
I've thumbing this message on my phone, so I can't respond in detail...... But you said knowledge strategy. I feel from your email that you place a high priority on resusable (sic) content, though this is an efficiency gain, it is not a strategic focus.
I've knowledge management in many organisations (sic), and snippets like focuses have never been used, nor have they need to be....but rapid reuse of content would be awesome...
I'm currently helping my son move home, but am very interested in your input, I think it's brilliant..
Talk soon mate.
Update on Paul Jay
As of Friday, September 18, 2020, there is zero snippet functionality available within Cherwell.Proposal to Speak in Las Vegas at Pink 2023
I would like to speak in Las Vegas at the Pink 2023 conference.
I am not speaking in Las Vegas at the Pink 2023 converence
Draft 1.0
I submitted a first draft of my session description for the session I'd like to give at the Pink Conference in Las Vegas in 2023 on 10-3-2022
Automating the Busy Work in Your Knowledge Articles: A Strategy for Maintaining Customer Trust
Did you start working from home during the COVID-19 crisis? Many organizations, including the University of Iowa Hospital & Clinics, suddenly began exchanging a lavishly decorated cubicle with a spare bedroom or kitchen table. As the organization shifted to working remotely, there was a sudden need for information related to working from home. Instead of in-person meetings in a single room, meetings began showing up on different platforms, such as Skype, Teams, and Zoom. Suddenly, there was an insatiable quest for knowledge about these tools. The peak in this quest was reached in April 2020 when the Knowledge Management team added 25 Knowledge Articles, all with the keywords "working off-site" and "working from home" to the Knowledge Repository.
Fortunately, prior to COVID-19, the Knowledge Management team had designed a content management strategy for handling Knowledge Article content. Adding those 25 Knowledge Articles was a true "stress test" for that content management strategy and we were successful. Surely, there must be some takeaways. This session will provide high-level insight into a content management strategy that you can use for maintaining your Knowledge Article content. Paul Hanson, a Senior Technical Writer with experience in multiple industries over the past 28 years, will introduce you to the strategy that allowed the University of Iowa Hospitals & Clinics Knowledge Management team to quickly add content to the Knowledge Repository as well as how a mindset of "content, not documents" will allow you to eliminate the busy work in managing your Knowledge Repository.
Draft 2.0
I submitted a second draft of my session description for the session I'd like to give at the Pink Conference in Las Vegas in 2023 on 10-3-2022
Did you start working from home during the COVID-19 crisis? Many organizations, including the University of Iowa Hospital & Clinics, suddenly began exchanging a lavishly decorated cubicle with a spare bedroom or kitchen table. As the organization shifted to working remotely, there was a sudden need for information related to working from home. Instead of in-person meetings in a single room, meetings began showing up on different platforms, such as Skype, Teams, and Zoom. Suddenly, there was an insatiable quest for knowledge about these tools. The peak in this quest was reached in April 2020 when the Knowledge Management team added 25 Knowledge Articles, all with the keywords "working off-site" and "working from home" to the Knowledge Repository.
Fortunately, prior to COVID-19, the Knowledge Management team had designed a content management strategy for handling Knowledge Article content. Adding those 25 Knowledge Articles was a true "stress test" for that content management strategy and we were successful. What takeaways can be applied to your Knowledge Repository? Instead of thinking about your Knowledge Articles as individual documents, think about your Knowledge Articles as "content" instead. Are there sections that are duplicated in five or more Knowledge Articles, meaning you make the same change to multiple Knowledge Articles? This session will provide high-level insight into a content management strategy that give you the ability to make keeping your Knowledge Articles up-to-date more efficiently. Join Paul Hanson, a Senior Technical Writer with experience in multiple industries over the past 28 years, as he shares his experience and provides explains how to change the way you think about your Knowledge Repository.
Tool to Analyze Text for Possible Snippets
I'm on a quest for automation. I want to be able to take Knowledge Articles that are submitted for publication in MS Word and to run a utility to automatically determine what text should be a snippet. My query through Google led me to https://www.online-utility.org/text/analyzer.jsp, but I'll talk about that later.After I found that website, I posted this to the Techwr-L list:
Hi,
I am looking at 8 different Word documents. The end game for these documents is to import them into my HAT (RoboHelp 2015) and maintain them in HTML. No problem - I know how to do all that.
What I want to pick your brains about is how to determine the frequency of the duplicated text. I know there is duplicate text across the documents because I took the 8 Word documents, inserted each into a single Word document, stripped out the graphics, and sorted the paragraphs.
I ended up with 280 sentences.
Sure, I can visually scan the list and find a sentence like this - "Create and confirm a 4-digit Citrix PIN." - and see that it exists twice. I know I could paste the list of 280 sentences into Excel and remove the rows that are duplicated - that's NOT what I'm looking for.
Instead, I'm looking for something close to this site: https://www.online-utility.org/text/analyzer.jsp, BUT I want to know how many times a sentence exists. For example, I pasted in the 280 sentences and the site came back with this information:
|
Some top phrases containing 8 words (without punctuation marks) Occurrences
configure secure hub configure secure hub configure secure 4
|
However, that text is the following text:
|
Configure Secure Hub
Configure Secure Hub
Configure Secure Hub
Configure Secure Hub
Configure Secure Hub
Configure Secure Hub
|
So what I want to do is paste in the 280 sentences and get a report that "Configure Secure Hub" exists in the list of 280 "6" times.
Have you found an easy way to do this?
The next step, after I figure out how to get the list of duplicated text is to generate .hts files (snippet files that RoboHelp recognizes) so that I can analyze the text outside of RoboHelp, create the .hts files, import the snippets into RoboHelp and then run find and replace actions to replace "Configure Secure Hub" with the reference to the snippet that will store the "Configure Secure Hub" text. I know how to create the snippet file, using a DOS command to "Copy [template.hts file] [name of snippet file]" but have yet to figure out how to get the actual text I want to store in the snippet INTO the snippet without manually pasting the text - Configure Secure Hub - into the snippet... but that's after I figure out to analyze the text automatically to know that "Configure Secure Hub" is repeated 6 times in the 280 sentences.
Jack DeLand, a Madcap Flare user, responded first:
From: Jack DeLand [mailto:jackdeland@adamcharlesconsulting.com]
Sent: Thursday, April 12, 2018 5:50 PM
To: Me
Subject: Re: Tool to Analyze Text for Possible Snippets
Meh. Switch to Flare and Analyzer.
I have known Jack in a virtual sense for probably 15 years. I smiled when I saw his response.
But it didn't provide a solution.
Peter Nielsen responded also:
From: techwr-l-bounces+twer_lists_all=hotmail.com@lists.techwr-l.com [mailto:techwr-l-bounces+twer_lists_all=hotmail.com@lists.techwr-l.com] On Behalf Of Peter Neilson
Sent: Thursday, April 12, 2018 4:54 PM
To: techwr-l@lists.techwr-l.com
Subject: Re: Tool to Analyze Text for Possible Snippets
Jobs like this are often easily handled by the software tools within Unix or Linux, or by clever use of emacs macros. For your purposes, though, the time involved in learning sed, grep, awk, and such tools, or (even worse) the time to become a good emacs hacker, would be a roadblock. I might suggest that you find a friendly local hacker (the original white-hat
meaning) who knows how to use those tools.
Your hacker will probably say, "Export everything to .txt files and I'll work on them."
Slightly more helpful than Jack's response, but not a solution.
Finally, I get to the response from the https://www.online-utility.org/text/analyzer.jsp site, which was about as helpful as Jack's response:
From: Mladen Adamović mladen.adamovic@gmail.com
Sent: Friday, April 13, 2018 5:58 AM
To: Me
Re: online utility comment
I don't know - perhaps manually tweek the text in the notepad. All best,
Mladen
On Thu, Apr 12, 2018 at 9:21 PM, I wrote:
Your tool is SOOOO close to what I’m looking for…
I have 280 sentences and I want to know how many of the sentences are duplicated. I pasted the 280 sentences into the text box and, in the results, I see this:
Actually, though, that text is this text in the list of 280 sentences:
What I want to see is the analysis be split by the paragraph mark (I pasted the above text from a MS Word doc that I copied to Notepad before pasting in the website)
| Phrase
Occurrences
ConfigureSecure Hub 6
|
Is there something I can tweak in the settings to do what I want?
The answer was "No."
Thankfully, Paul Beverly on the Word-PC list wrote this macro for me, which does the trick…
Sub DuplicateSentenceCount()
' Version 13.04.18
' Counts frequency of any duplicate sentences
myTab = " . . . "
numSents = ActiveDocument.Sentences.Count
dupSents = ""
For i = 1 To numSents
testSent = Trim(ActiveDocument.Sentences(i).Text)
testSent = Replace(testSent, vbCr, "")
If InStr(dupSents, testSent) = 0 And Len(testSent) > 10 Then
myCount = 1
For j = i + 1 To numSents
compSent = Trim(ActiveDocument.Sentences(j).Text)
compSent = Replace(compSent, vbCr, "")
If compSent = testSent Then
myCount = myCount + 1
End If
Next j
If myCount > 1 Then
StatusBar = testSent
sentPlusCount = testSent & myTab & Trim(Str(myCount)) & vbCr
dupSents = dupSents + sentPlusCount
End If
End If
Next i
Selection.EndKey Unit:=wdStory
Selection.TypeText Text:=vbCr & dupSents
End Sub
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