How Do I Convert A Word or PDF Document Into SpecsIntact?
Converting a Word document into SpecsIntact is a very time-consuming process. There are two ways to convert a non-SpecsIntact-formatted Section into a SpecsIntact (.sec) file.
New or unique Sections do not require Revisions until they are incorporated into a Job.
Managing Local or Unique sections
To streamline your workflow and easily access new or unique Sections for future Jobs, first create a local Master specifically for your organization or company. This will centralize all such Sections, making them readily available.
Create a local Master:
- In the SpecsIntact Explorer, perform one of the following:
- Click the New Master button on the Toolbar
- Select the File menu and select New, then select Master
- Use the keyboard shortcut Ctrl+M
- In the Create New Master window, perform the following:
- Enter the Master name (e.g., Organization/Company Name)
- Enter the Title (e.g., Unique Master Sections for 'Organization/Company Name')
- On the Options tab, uncheck Use Revisions
- Click OK
Method 1 - Novice Users
- In the SpecsIntact Explorer, select the local Master, then perform one of the following:
- Right-click and select Add Sections
- Click the Add Sections button on the Toolbar
- Select the File menu and select Add Sections
- Use the keyboard shortcut Ctrl+A
- In the Add Sections window, select the Templates tab
- Below New Section, perform the following:
- In the Number field, enter the Section Number (e.g., 01 11 00.01)
- In the Title field, enter the Section Title
- In the list below, select UFGS
- Click the Add button and click OK
After adding the Template, open the Section Template in SpecsIntact.
- For multiple monitors: Display the Word document on your second screen.
- For a single monitor: Resize the SI Editor window to half your screen, then open and resize the Word document to fill the remaining half.
Once both documents are visible, you're ready to copy and paste text into the correct tagged format.
Method 2 - Experienced Users
- Open the document in Microsoft Word, select the File menu and select Save As, then click Browse
- In the Windows File Explorer's Save As window, perform the following:
- Navigate to the Working Directory's Masters folder, then select the local Master (e.g., Organization/Company)
- In the Save as type field, select the drop-down arrow and select Plain Text (.txt)
- Click Save
- In the File Conversion window, leave the defaults, then click OK
- In Windows File Explorer, right-click on the text (.txt) file and click Rename, then change the file extension from .txt to .sec (e.g., 02 32 10.txt to 02 32 10.sec)
- In the Rename window, click Yes
- Double-click to open the renamed file in the SI Editor
- In the File Not in SpecsIntact Format, leave the default selections, then click OK
Insert Tags
When the file is opened in the SI Editor, it will only contain the Section (SEC) tags along with the untagged content. While tagging the content, make sure to save the file often!
- In the SI Editor, place your cursor to the right of the beginning SEC tag, then perform the following:
- Select the Insert menu and select Tags
- Use the keyboard shortcut F4
- On the Insert Tag window, type 'M' until Meta Data appears
- Click OK
- Place your cursor on the right of the <MTA/> tag, right-click and select Attributes, then select New Submittal Descriptions
- Repeat steps 1 through 3
- Place your cursor on the right of the <MTA/> tag, right-click and select Attributes, then select Automatically Numbered Paragraphs
The most effective approach is to first separate PART 1, PART 2, and PART 3. Then, tag all content within PART 1 completely before moving on to tag PART 2, and finally PART 3. When the Validation error window appears upon saving, always click No until you've finished tagging the entire Section. Only once all tagging is complete should you click Yes to address any lingering issues.
Note: If you copied the Section (.sec) file into the local Master folder through Windows File Explorer, you can refresh the Master by pressing the F5 key.
Helpful Hints
- Download the Unified Facilities Guide Specifications Format Standard (UFC 1-300-02) from the Whole Building Design Guide Website's Unified Facilities Criteria page. This document provides guidance for the preparation of Unified Facilities Guide Specifications (UFGS). This UFC applies to all Tri-Service elements and Contractors preparing UFGS Sections.
- From the UFGS Master, select a short Section that you can use as a reference for inserting specific tags. Open the Section in the SI Editor. Make sure to turn the tags on so they are visible and select the File menu > Print Draft.
- Remove the words 'End of the Section'. Instead use the </END> tag preceded by five spaces (i.e. </SPT =3.5></PRT>.....</END>)
- Every element within a Section must be double-spaced and tagged, such as subparts, text, lists, items, tables, metric and english units, and specifier notes.
Reference Article Formatting
- Use the Reference Wizard to re-build the Reference Article
- References that appear in the Reference Article must also be used and identically tagged outside of the Reference Article within the Section's text.
- References are Case Sensitive
Submittal Article Formatting
Refer to the UFGS Format Standard UFC 1-300-02, paragraph entitled "Submittal Items".
Submittal Descriptions (SD Numbers and Titles):
The Submittal Descriptions will have to be updated to recognize the Submittal Formatting. Refer to the 01 33 00 Submittal Procedures Section and the Submittals topic.
Submittal Items:
- Submittals within the Submittal Article are double-spaced and use Title Case.
- Submittal items that are listed in the Submittal Article must also be inserted and tagged identically (not case-sensitive) in one principal Subpart or paragraph, outside of the Submittal Article.
Tables:
- If your document includes tables, please refer to the Copy and Paste section within the Import Excel XML Spreadsheet topic for guidance.
Once you have completed the tagging, make sure you correct the errors that appear in the Validation Log.