Apache OpenOffice (AOO) Bugzilla – Issue 7760
Option to force users to adhere to style sheets
Last modified: 2013-08-07 14:38:26 UTC
In my oppinion, most users should ONLY ever use styles. In an organisation, the styles should already be set up by a layout expert and the users just pick styles(types) for each paragraph/section. This prevents inconsistent, and usually ugly, documents being produced within an organisation. It also allows the organsation to globally change the look of all their documents with having to manually fix each individiually. OOo should have an option to force the user to use styles and locks-out all the other layout controls. This could be on a per template, per document, or per installation basis. The option should should also include the capability to disallow blank lines, and limit the amount of boldface/italic/underline per style per element. If a user really wants to change the layout/look of a document, they should then add a custom style to their templates (or just the document). This will get people thinking in terms of styles and content, and not of how the document 'looks'.
Reassigned to Bettina.
I agree with this wholeheartedly. It would be nice to have an interface option that, rather than catering to whim, makes the user think about what they are actually trying to do with formatting, and in a consistent manner. Note that this is not the same as treating people as dumb. It merely acknowledging that, lacking formal training in DTP etc., the only times the average user thinks about formatting is at the point they come to apply it; and why should they? Producing documents (communicating ideas) is usually a supporting activity to another, more central purpose (enacting the ideas). As the original poster says, an interface configured this way will make people think more of the meaning, and of its importance, rather than its appearance.
Might be REMIND would be a hopeful Keyword? I think it would be a fine feature. Rainer
No good Idea with REMIND Rainer
I really had to think about this when I read it. I can imagine a professional Secretary (nowadays often called a Word Processor) doing it in an office environment, but Mom and Pop (and their kid) at school, are going to be really irritated with having to choose character styles for highlighting and choose one thing or another from styles when they do not yet have any idea what styles are or really need them. The flexibility can be enhanced by simple office procedures in which a default style for most uses is included and there is a requirement to File > New > Templates and Documents to find special situational templates. Perhaps this would make sense if what you are asking is for an office to remove the possibility of selecting anything except Templates and Documents or a default template. Could this possibility be included in OOo? I wouldn't use it and wouldn't want to use it, myself, but I'm quite used to styles and know when I want to and when I don't want to use pre-set styles or design a custom style. If OOo is to be brought home by the secretary to use at home, why give them the impression that it is far less flexible than MS Word?
This is the kind of option that would not be the default install or in the default install templates. So mom and pop would not even know it existed. It is mainly an enhancement for the corporate environment to limit both the risk of portraying an inconsistent corporate image and/or the hours wasted in reformatting documents. These conditions normally happen when a document is produced by a staff member who is not an expert in document layout - ie. pretty much everyone, especially most managers. The option might also be required to be activated by publishing houses for any document submissions. This would significantly reduce the amount of time that they waste in removing the formatting that is added by the original author. When manually 'fixing' these documents, a lot of time is spent removing multiple spaces (used as tabs), multiple consecutive tabs, and multiple carriage returns. In some cases it is faster to retype sections of a document than to hunt around a fix formatting problems. When there is only one simple way for an end-user to apply formatting (ie. selecting the appropriate style), then everyone benefits. The focus when authoring a document should be the content and not the layout. If the focus is layout, then a word processor is probably not the correct tool to be using.
I am a professional writer. It makes me money. I have to follow style sheets established by publishers or they won't use it. Most require that I submit printed copy. Only one publisher I work with wants a disk file and that in MS Word 97/2000 format. One small publisher uses OpenOffice.org, but does not yet request files in that format. If they did, here is the problem your solution would cause. Let us say that I am to follow a template I download from the publisher's site. I am to make all my style changes and features conform to that template. For some strange reason, the template takes over my copy and refuses to allow me to even make a word bold without using a pre-set character style. This would match your use of the word "force." Now I have a problem. I need two different kinds of margin notes but the template has but one. I am unable to introduce another style. Worse, I normally have written the book (or am at least 2/3rds to 3/4th way done) when I first contact the publisher. (Very few of us ever submit a "project" to a publisher if we have not written something ahead of time -- exceptions being freelance reporters.). Now I have to do a Paste Unformatted into a blank and procede to appy the template styles to the document. We have moved all the hard work from the publisher (whose typesetter and layout artist will again redo it anyway) to the writer. In practice, when I follow a publisher's stylesheet, I make my own template which allows me to add features not considered by the publisher. Being forced to follow only a publisher's stylesheet removes flexibility and increases the need for extraneous communications between the publisher and the writer (something neither one of us really wants -- we're both too busy). I can see it in an office environment and many people have asked for some sort of "settings" that could be mandated for all users in an office while permission to remove or change any settings would be an office manager decision and not permitted by the individual users (consistency of appearance is one reason). I can see an option for the administrator to be able to set mandatory settings for all users, but I would never want it for myself and would NOT want it mandated by a word processor. If it were, I would use another word processor.
There are different levels of author. This feature is mainly useful to magazines, journals and corporate style reports, where very little formatting should be used at all. If you are writing a whole book - or even a large report, there are going to be many different things that you want to do that may not be pre-defined in a template. This will probably also apply to someone writing a large corporate report. In situations where the occaisional deviation from the standard format is acceptable, the 'force' option could (and probably would in most cases) be relaxed with an option to allow the addition of a new style. The new style could then be defined to cater for this new piece of formatting. Yet, at the same time, 'exception' based formatting is still not allowed. Good practice says that it must be a style unto itself. Yes I know this poses the problem of how you mark various types of text mid-sentence. That is where the style system needs to be improved to cater for something like sub-styles. The user interface should also warn of excessive use of a sub-style to discourage people typing in a whole document set to, for example, 'emphasise', 'numeric formula', or 'quotation'. The sub-style could even be automatically deactivated when a carriage return is entered. As someone who ends up 'fixing' numerous style abberations, I find that in most cases a user will add all sorts of formatting that is unnecessary. If the formatting is applied with styles, it is easy to find all occurances of that style and either automatically or manually change it. If extra formatting is added outside the control of the style system, it takes considerably more effort to re-lay the document. I have seen many reports submitted with the whole document set to a single style and all formatting applied in the form of exceptions to the style. This causes much pain, especially when the user has tried to use every single feature MSWord has to offer. On a different note, a tool could also be written to help with the job of template translation. ie. translation of a document from one differently named style sheet to another. This would be more useful than a forced lockout for professional authors that probably already use styles anyway. I believe it is important that forced lockouts like this are not defaults and can be made warning based. I also believe that the lockout should still be adjustable to allow the addition of new styles to a document. The professional authors out there that have written 3/4 of a book would be most unimpressed if they were suddenly forced to activate the full force of this option on a sub-standard template. It would be more useful for them (or anyone) to have a mode that highlighted all 'exception' based formats, that could then be rationalized into a few extra styles. In this way, the document could easily be 'cleaned' for submission - or if nothing else, for internal consistency. Together with the template translation tool, much effort could be saved.
This sounds to me like a Top-End option, say an administration option for an office, publisher and so on. But you would have to lock out such things as boldface fonts as well (I have often seen writers violate stylesheet requirements regarding boldface). It would have to be either an installation option or a completely different version of OOo with that option designed for office or business use where the option was desired. I'm wondering if this might relate to the issue (don't recall the number) that was raised to permit an office administrator to "pre-install" the options for users. If one is permitted, perhaps this could be part of it. Still, it would remain an optional enhancement, I would suspect as, for my own use (sole user) I not only have no use for it but would object to it. An office setting is quite another matter. If added, it would be an enhancement that would make OOo stand head and shoulders over the competition for those offices with rigid policies.
I completely agree. I know I myself would never enable this option at home, nor would I ever recommend its use by a home user. Besides, most non corporate users wouldn't have access to well enough defined templates to make it worthwhile. As for being an option in the administrative tools - this is an excellent idea. There would be really no point if the option could easily be disabled by the user anyway, and as pointed out, it has no real use outside of a controlled / corporate environment.
confirming, adjusting priority, setting target-milestone. At the moment, you can ignore multiple spaces, tabulators/spaces at the beginning/end of a paragraph/line, apply styles and remove empty paragraphs (using the AutoFormat/AutoCorrect-feature).
For me as Corporate Design Maintainer this would be HEAVEN and i would consider this a "unique selling property". How i imagine it: in "Template Properties" (or like this) i have the options [ ] Allow Ad-hoc-Formatting (non-styles) [ ] Allow Addition of new Styles
Thank you very much for reporting this issue. This issue considers the styles concept, which needs a conceptual change here. But that is not a keyfeature area for OO.o 2.0. It is taken into account for OO.o 2.0.
I asked for a version of this feature in the OOo [users] mailing list, calling it a "Discipline" feature... and was pointed here. I definitely want this OPTION. I would prefer that it not necessarily lock the template, but that it require any changes/additions be done by use of styles. So, I write a document and make it public within my company. I set this "Styles- only" feature to "ON". A reviewer or contributor gets hold of the document and begins modifying. When that person attempts to bold a piece of text or change its font, or any other format change, they can do so only by using an existing style, or adding a new style. The person gets annoyed at this requirement (in MY document...) and looks to switch it off. They are presented with a pop-up confirmation dialog - showing text that I was able to input when I invoked the option (something like: "This document is built on a style-based template for purposes of consistent appearance and of maintainability. If you wish to impose formatting not supported by existing styles, please create new styles - if you don't know how, ask the author. If you switch off this style-enforcing feature, your changes may be rejected by other collaborators in this project, or might delay the project completion. Do you still wish to defeat the feature Yes? No?") So, the person could elect to go ahead and start ruining the document, thereby placing a nasty burden on those who must maintain the document (or its descendents), but they would have had to make a conscious, knowing choice to do so. FURTHERMORE: I would like the additional option to have the feature RE-SET itself each time the document is closed. So the offender would need to re-assert their vandal intentions each time they re-opened the doc... (make the undoing of _that_ option harder to find, please :-) Thus, if the document was handed from one person to another, the willful vandalism of one person in the chain would not open the flood-gates to all who came after. FURTHER-FURTHERMORE: I'd like a way to record (in the document) the identity of anybody who switched off my template, so they can be given a good talking-to later, when I'm repairing the damage, half an hour from a release deadline. OK, maybe that's getting a little much. As mentioned by those who favor the feature (and possibly ignored by those who have expressed objections), this would be an OPTION that could be switched on or not, and would not be the default setting in OOo. In other words, you would not be forced to use icky styles if you wanted to install OOo and start using it as a glorified typewriter... UNLESS you opened an existing document or template, created by somebody who chose to switch on that OPTION for the particular document. The very fact that a seeming majority of commenters (so far) have said they have no use for such a feature tells me that corporate users of OOo (like me) are still very much in the minority. That's a big market. Just keep in mind that the feature being discussed would be OPTIONAL as a setting for any given document or template - available for those who have reason to use it, ignorable by those who don't. Somebody said: "... simple office procedures..." If that stuff worked consistently over time and across departments, there'd be no requests for a feature like this. Somebody else objected that publishers could impose unreasonable constraints on authors/contributors. In my version of the feature, you could add your strange, unanticipated formatting by creating your own styles... you'd merely be prevented from perpetrating simple spot-formatting that didn't use styles. All objections covered? Good. Let's get on with it. Thanks. Kevin (tech-writer in Ottawa, Canada, using OOo where I can)
This is an important issue, which would give OOo a often-wanted unique selling property in the market of Document Management Workflow. See this (german) XING thread about this issue: https://www.xing.com/cgi-bin/forum.fpl?op=showarticles&id=2585324&offset=0
Agreed fully. Just finishing a book, and my co-s use direct formatting, which is a good habit for everyday-letters and **** for books to be sent to a publisher. Though I wouldn't want a complete kiosk-solution here (direct formatting is impossible), my proposal was that 'Applied Styles' actually show applied styles, only, and not their ancestors. As a first step. When all paragraph styles displayed are the ones prescribed (I called them, e.g. 'Springer text body', 'Springer bibliography'), and no more 'Default', I do know that all paragraphs are formatted with the prescribed styles. Now I have to 'Find (and Replace)' all styles shown as 'Applied Styles', one after the other, to check if some person has (unintentionally?) clicked another style, some parent. Showing the parents increase the chance to make a mistake. This request has my vote!
To grep the issues easier via "requirements" I put the issues currently lying on my owner to the owner "requirements".