FREQUENTLY ASKED QUESTIONS

CrossWords

CrossWords was created because of the many problems that face users resulting from importing a WordPerfect document into Word using the native converters that ship with Word. Among the causes of the problems are: poorly- or inconsistently-coded WordPerfect documents, reliability deficiencies in the native Word conversion filter, and proper WordPerfect formatting that does not translate well into the Word architecture.

There is a major difference between the architecture in WordPerfect and Word; WordPerfect is based on an open-code architecture whereas Word uses an object-oriented architecture. As a result, there are many cases where WordPerfect will ignore or allow improperly-placed codes while Word will not.

The result in some cases might be that Word will delete or otherwise alter information in the document while in other cases, Word will generate an application error during the native conversion. In the latter cases, the WordPerfect document simply cannot be opened in Word without proper modification of the WordPerfect file. To find and make the proper modification to the WordPerfect file requires time and expertise that may not be available.

This is where CrossWords can save a significant amount of time. Through the CrossWords Preprocessor, CrossWords performs extensive checks on the WordPerfect document to improve the quality and reliability of the conversion. Once opened in Word, CrossWords runs a series of additional steps to improve the quality of the conversion to make the document a more easily modifiable document.

How should CrossWords be used?

The answer to this question depends on whether or not you are using a document management system.

If you are using CrossWords in conjunction with a document management system, then the conversion is best performed through a right mouse click menu option on one or more selected documents. This will not only execute the high-quality conversion, but will ensure that the application code/type will be changed to that for MS Word and that the file will be properly renamed. Through the right mouse click, CrossWords can be used for both single ("On-demand") conversion as well as batch conversions.

If you are not using a document management system, then CrossWords can be run by running the "OpenWithPreprocessor" macro that is linked to the "CW" button on the Levit & James, Inc toolbar that is loaded when Word is opened. This macro will usurp the functionality of the standard Word FileOpen and can be used to both convert WordPerfect documents and to open Word documents. There is also a standalone batch utility (CWords) that can be run on a directory tree with many file handling options available.

Does CrossWords require significant training for my users?

No.

In a document management system environment, the users need to be trained to right-click on a document or documents to be converted, select "CrossWords" from the popup menu (or "Send To" for Worldox users), select from a list of options on the CrossWords Processing Options form and click "Finish" or "OK". CrossWords will process the selected documents one at a time.

In a standalone environment, the users need to be trained to click on the CW button to select a document and CrossWords will begin processing the document. It is no more difficult than opening a file.

During processing, CrossWords will display messages to keep the user informed about the status of the conversion.

Why do I need to test CrossWords?

There are several reasons.

Your Environment Is Unique. CrossWords is a highly-integrated and configurable product. It has been tested and used in conjunction with many different combinations of operating systems, versions of Word, Word add-ins, and document management systems. Even further, there are many builds are service packs available and you may wish to implement custom templates containing macros and/or new styles.

Your Documents Are Unique. Because WordPerfect is based on an open-code architecture, the number of combinations of codes that can be implemented in a document is practically infinite. Through thorough examination of many customer documents, CrossWords has been structured to consider most of the commonly-seen and many more not-so-common combinations that would otherwise result in a poor conversion.

However, there may be a situation where Levit & James, Inc will have to investigate something not yet seen in other documents. The test perio is the perfect time to do this.

If Batch Processing, Check Performance. How long does it take to convert a set of documents, ie, how many machine-hours will be required to batch convert a set of documents? The answer depends on many factors, including computer speed, network speed, length of the documents, and the complexity of the documents. For a large set of documents, the rule of thumb is that it should take between 15 seconds and 1 minute, on average, to convert a document. Your performance results may vary and this should be tested.

CrossWords Needs to be Distributed to Your Users. If you are manually installing CrossWords on your users' machines, then one test of the installation should be all that is necessary. However, if you are automating a "roll-out" to your users (there are many methods currently available), then you should set aside time to test this distribution.

When should I upgrade CrossWords?

There are two major scenarios when upgrading makes sense.

Upgrade with Other Software. If you are upgrading Word or upgrading/changing document management systems or implementing a (new) macro package, then you should upgrade CrossWords to take advantage of new features available for integration with these products.

Upgrade from a Very Old Version. CrossWords is a continuously evolving product; many features and enhancements have been added throughout its lifetime. If you are running a very old version of CrossWords, you may consider an upgrade to take advantage of these features and enhancements to reduce the post-conversion manual modification of the documents that you may currently be performing.

Do I need WordPerfect on a computer running CrossWords?

No. The only word processing software that must be installed is MS Word.

What is the Planning Meeting for?

As part of the process of evaluating and testing CrossWords, Levit & James will provide a Planning Meeting via telephone. The purpose of the meeting is 1) to introduce you to Levit & James, 2) to familiarize you with how CrossWords works, 3) to discuss the various aspects of installation, integration, testing, and distribution, and 4) to answer any specific questions you may have about CrossWords or CrossWords-related issues.

Anyone may participate in the Planning meeting. Typically, participants will include applications specialists, trainers, network adminstrators, and/or consultants/integrators.

The Planning Meeting is available to all CrossWords customers, whether you have purchased CrossWords or are evaluating CrossWords.

When should I schedule the Planning Meeting?

It is recommended that you schedule the Planning Meeting as early in the process as possible to provide maximum benefit. To schedule a Planning Meeting, call Ken Pendergast, the CrossWords Product Manager, at (703) 771-8185.

What can I expect from Levit & James throughout the conversion?

Levit & James is dedicated to making the transition from WordPerfect to Word as smooth as possible. That is the main focus of our CrossWords conversion utility. Throughout the process, Levit & James provides high-quality technical support for installation, integration, testing, and distribution of CrossWords. If you have a special need, Levit & James will work with you to plan and strategize the implementation of CrossWords and solve any unique circumstances via code modification, suggestions for configuration change(s), examination of sample documents, and evaluation of procedures.

Supported Software

What Document Management Systems (DMS) are supported by CrossWords?

The following DMS/versions are supported by CrossWords:

· Hummingbird DocsOpen Versions 3.7.2 Service Pack 1 and later.

· Hummingbird PowerDocs Versions 3.5.1 and later

· Hummingbird DM Version 5 and later

· iManage infoRite 5.X and DeskSite 6.X and later

· Worldox 2000 SR-2 and later

· Groupwise ("On-Demand" processing only)

What Macro packages are supported by CrossWords?

CrossWords will support any macro package. Currently supported are the following:

· iCreate, from Esquire Innovations, Inc.

· Legal MacPac, from Legal MacPac

· MacroSuite and Innova, from SoftWise Corporation

· ezNumbering, from Kraft, Kennedy and Lesser

· WordTricks from Denney & Godwin, LLC

What versions of Microsoft Word are supported by CrossWords?

CrossWords is currently certified for MS Word versions 97, 2000, XP (2002), and 2003.

What versions of Microsoft Windows are supported by CrossWords?

CrossWords is certified for 32-bit Windows operating systems (ie, Windows 95, 98, NT4, 2000, and XP)

Will CrossWords install and run on a Citrix server?

Yes.

Does CrossWords support Safety Gain for Docs Open?

Yes.

CrossWords can be configured to run with Docs Open and Safety Gain. We highly recommend using the "ADO implementation". See CrossWords documentation for details.

Installation

What do I need to do before installing CrossWords?

For all Word users, Word must be properly installed on the computer before installing CrossWords. In addition, be sure to install the WordPerfect text converters when performing the Word/Office installation. It is also recommended that you install any graphics converters that you anticipate might be required during the conversion.

For Word XP/2002 users, there is a new security feature that prevents modification of Word's Normal.dot template. Because the CrossWords installation must modify the Normal.dot template, you must instruct Word to allow this before running the installation. To do this, open Word and select the Trusted Sources tab from the Tools|Macro|Security menu option. Check the box captioned "Trust access to Visual Basic Project". You may uncheck this after running the CrossWords installation.

Should I use a local installation or a network installation?

CrossWords will support both local and network installations. A local installation is generally described as an installation to the local hard drive on the user's personal computer. A network installation uses a common network directory for the installation of application files; users will share these files while converting documents.

In most cases, a local installation is recommended. This will allow you the flexibility to configure users independently, reduce network traffic, eliminate problems with shared components, and increase performance. The amount of disk space required for CrossWords (this will vary depending on the software environment) is small (several MB) and should not be a consideration.

How does CrossWords integrate with my Document Management System (DMS)?

For the Hummingbird and iManage DMS, a CrossWords menu option will be added to the right-click ("pop-up") menu from the DMS application desktop. For Worldox, CrossWords will be added to the "Send To" right-click menu option.

Can the CrossWords installation be run in "silent mode"?

Yes, with an /s switch from the command line.

Why does CrossWords use the Word 2000 text converters on a computer running Word XP?

Because the native Word 2000 text converters are far more reliable than the Word XP text converters. There is no known feature trade-off.

During installation, CrossWords does not delete the Word XP text converter files; it renames them by adding a ".XP" extension. By default, these converters can be found in the C:\Program Files\Common Files\Microsoft Shared\Textconv directory. The two WordPerfect text converters are WPFT532.CNV and WPFT632.CNV.

How do I configure CrossWords for a laptop computer?

First a little background. By default, CrossWords will backup the original file to the root of the share or volume where the document was originally stored. Although you can re-direct this backup to any location on the network, it is recommended that you choose a network server for proper administrative control.

Laptop users present a unique circumstance because of the frequency in which they operate while disconnected from the network. The problem becomes one of maintaining adequate control of the backup files during conversion. Although CrossWords can be configured to prevent systems from converting documents if they are disconnected from the network, the best policy is to train the laptop users to convert the documents they will need before taking them "on the road".

What is the CW button on the Word toolbar for?

The CW button on the Word toolbar is for users who routinely convert documents outside of a document management system (e.g., in a standalone environment). This button will run the "OpenWithPreprocessor" macro contained in the CROSSWDS.DOT global template. This button may be used to open both Word and WordPerfect documents, though, except in rare circumstances, only WordPerfect documents will be converted.

To toggle the Levit & James toolbar on/off, open Word, right-click on the Word menu bar area and check/uncheck "Levit & James, Inc" toolbar.

CONVERSION

What is CWORDS.EXE?

CWords.exe is the CrossWords batch processing utility that converts documents in a directory. Optionally, you can include subdirectories, specify a file mask, select a file date window, and pick from one of four file handling options. This utility is intended for converting documents in an environment NOT running a Document Management System (i.e., in a "standalone" environment). If you are converting document profiled in a DMS, then batch processing can be performed through the CrossWords right-click integration.

Can I batch convert documents in a Document Management System (DMS)?

Yes. Select one or more documents from a project or search window, right-click, and select CrossWords. Each selected document will be processed.

Does CrossWords delete my original documents?

No! Except in certain circumstances, CrossWords will create a backup copy of the orignal WordPerfect document in a pre-determined location (usually a network location). The cases in which CrossWords does not create a backup copy are: 1) running the standalone batch utility (CWords) using the file handling option where the converted documents are placed in a directory different than the original documents, or 2) running a DMS-integrated mode when selecting to convert the document into a new profile, convert the document into a new version, or convert a local copy of the document.

What is the CrossWords Preprocessor?

The CrossWords Preprocessor is the first phase in a three-phase approach to document conversion. First, the Preprocessor runs on the document. Then the document is opened in Word and the document format is converted by Word from WordPerfect to Word (called the "native conversion"). Then CrossWords cleanup macros run on the document to finish the conversion.

The Preprocessor modifies the WordPerfect version of the document but does not require WordPerfect on the desktop. It is necessary for four reasons: 1) there are many classes of documents that simply cannot be opened in Word without modification of the WordPerfect document (they will fail in the native conversion), 2) document features (and sometimes data!) is lost during the native conversion requiring modification of the WordPerfect document to save this information, 3) parts of the conversion are more easily performed while the document is still in a WordPerfect format, and 4) parts of the conversion cannot be done through Word macro execution.

Will CrossWords fix my WordPerfect documents?

This is the main purpose of the CrossWords Preprocessor.

There are innumerable cases where the WordPerfect document was coded in such a way that, although WordPerfect will allow it, Word cannot. This has to do with one of the most fundamental differences between the two programs: WordPerfect uses an "open code" architecture, i.e., you "turn on" a code and it stays "on" until it is "turned off". On the other hand, Word uses an object-oriented architecture where properties and functions are assigned to specific objects such as paragraphs and sections. This is the reason why, for example, you could add character formatting codes inside a ParaNum field in WordPerfect, but when you attempt to open the document in Word, Word will give up and generate an application error. Other such examples may not crash Word, but may cause either formatting problems, numbering problems, or loss of data.

This is where CrossWords comes to the rescue. CrossWords can modify the document before it is opened in Word to not only allow the document to be converted to Word, but to improve the document so that it can be edited more easily.

However, the CrossWords Preprocessor cannot necessarily fix every problem that may lead to problems in the conversion simply because it cannot always decipher the intent of the WordPerfect document author. In many cases, there are several possibilities of ways to modify the document and automated logic cannot be applied.

How should CrossWords be run when using a Document Management System?

When running CrossWords with a DMS, users should select one or more documents from a search or project window in the DMS desktop application, right-click, and select CrossWords (Worldox users should select CrossWords from the "Send To" menu option). This will convert the document, change the file extension to "doc" (if necessary), and change the application code/type associated with the document(s).

Users must NOT open the WordPerfect document from within Word because the application code will not be changed and the document will not be renamed (both the file and the profile). See discussion about the "Force Right Click" feature in the CrossWords documentation.

How will I know CrossWords is converting my document?

During conversion, CrossWords will display status messages in a splash screen. These messages will provide the user with a short description of the current step of the process.

When performing a right-click conversion, CrossWords will display a results screen unless it is configured to leave the document open in word. The results screen will display the final conversion results: number of documents converted, number of documents skipped, number of errors, number of corrupt documents and the total number of documents.

If CrossWords is run in "Single" mode in a standalone environment or is left open for the user after a right-click conversion, the Word cursor will be blinking at the beginning of the document to let the user know that CrossWords has finished converting the document.

Why does CrossWords run when I open a Microsoft Word document?

The CrossWords macros are configured to run every time a document is opened in Word because, no matter what the original format was, the format will always be the Word format before the CrossWords macros can run. Therefore, one of the first functions of the CrossWords macros is to look at the original document to see what format it was.

NOTE: CrossWords does NOT look at the file extension to determine the document format. Rather, it opens the file and examines the file content to make this determination.

Do I need to run Stylizer after I convert a document?

In many cases, the paragraph formatting and numbering in the converted document will not be the same as in the original document. The best way to fix this is to put all of the paragraphs of the converted document into properly-defined styles. While making the document more easily modiable and providing them with a standardized look and feel, running the Stylizer Paragraph Wizard will often immediately improve the paragraph numbering in the document.

NOTE: You will NOT need to run the Stylizer Preprocessor (not to be confused with the CrossWords Preprocessor) on converted documents. The Stylizer Preprocessor is intended for documents with an unknown editing history.

Click here to go to the Stylizer home page.

Why is the text in my converted document in a strange font?

The fonts used in the original document may not be installed on the computer performing the conversion. In this case, Word will substitute a seemingly arbitrary font it deems close to the original font; this font however, may look nothing like the original font!

CrossWords can often detect and fix this in the Preprocessor. In cases where it cannot, CrossWords allows you to perform a global substitution to insert the correct font throughout the document.

Troubleshooting

How do I initialize the CrossWords debug log?

Often when contacted about a technical issue, Levit & James technical support will ask you to enable the CrossWords debug log, run CrossWords, then e-mail the resulting log file.

Open the CrossWds.ini file. Enable the debug ("trace") log by enabling the following settings:

[CrossWords]
TraceEXE=Trace.log
TraceMacros=Trace.log

This will create the Trace.log file in your CrossWords directory during program execution.

How can I determine where CrossWords is installed on my computer?

By definition, CrossWords is installed in the location where the CrossWordsHelper ActiveX server is registered. To find out where this is, open the Windows registry editor and search for "CWHelper.exe" (omit quotes). If found, the path will be displayed. The CrossWds.ini file that you should be modifying should be contained in this location.

NOTE: If you the search is unsuccessful, then CrossWords is not properly installed. Consult the CrossWords documentation or contact Levit & James technical support.

Why don't my changes to the CROSSWDS.INI file work?

There are two common reasons:

1. The settings in the CrossWds.ini file are cached upon initialization of the CrossWords ActiveX server named CrossWordsHelper. This server is initialized during right-click conversions, standalone batch conversions, and when Word is opened. Therefore, if you modify this file and Word is open, the values will not take effect until Word is closed or the CrossWordsHelper process is terminated. To see if the CrossWordsHelper process is running click Ctrl-Alt-Delete and run the Task Manager. If applicable, select the Applications tab. If CrossWordsHelper application is running, you may terminate the task without residual problems. WARNING: do not do this during a conversion!

2. You may have more than one CrossWds.ini file and are modifying the wrong file. By definition, CrossWords is installed in the location where the CrossWordsHelper ActiveX server is registered.

I've been running CrossWords on my computer for quite a while and now it no longer converts documents. What should I do?

There are two common causes for this behavior. 1) The Normal.dot has been corrupted or overwritten with a version lacking the CrossWords AutoOpen macro, or 2) the CrossWds.dot global template is no longer contained in the Word Startup directory

Test

Why does CrossWords "skip" my documents?

The two most common causes for this problem are 1) you have installed CrossWords on a DocsOpen or PowerDocs platform but have not added the application code for WordPerfect documents for the SelectAppCodes in the [DocsOpen] or [PCDocs] section of the CrossWds.ini file, or 2) the file is a Word document and/or CrossWords has already processed the document.

Other possibilities are: the document is neither a WordPerfect nor a Word document, the version of WordPerfect is too old and not supported by CrossWords, the document date is outside of the specified date filter window, or the filename does not match the file mask (CWords processing only).

When I run into a problem running CrossWords, what should I do before contacting CrossWords technical support?

When you call for technical support, please be prepared to fully explain any problem you are having, including the full text of any error message(s) displayed when running CrossWords. The more information you have available, the easier it will be for us to assist you.

There are three main classes of problems: 1) document-specific problems, 2) computer-specific problems, 3) user-specific problems and 4) installation- or configuration-specific problems.

If you have a document-specific problem, then technical support will almost always request a copy of the original WordPerfect document (Nondisclosure Agreements are welcome). Also please determine whether this problem is unique to one document or a whole class of documents.

If you have a computer-specific problem, that is, the problem occurs on one or more computers but not others, then the problem is invariably a corrupted or deleted component (either CrossWords or Word). Sometimes, especially on non-imaged or administrative machines, it is the Word installation that has caused the problem.

If you have a user-specific problem, then the problem may be an issue of network or workstation rights, or the specific user on the workstation may not have either the CrossWords-modified Normal.dot or the CrossWds.dot global template in the Word Startup directory. If the latter, running CWAddMac.exe while logged in as the problem user will solve the problem.

If the problem is organization- or office-wide, then there most likely is either a problem with the installation in your software environment, there is a procedural problem with the distribution of CrossWords to the users, or CrossWords has not been correctly configured for your environment.

Below is a general installation/configuration checklist:

Does the Normal.dot contain the CrossWords AutoOpen macro? (Older versions of CrossWords integrated with iManage also require an AutoExec.)

Is the CrossWds.dot global template in the Word Startup directory?

If running with a Document Management System, have the settings the corresponding section of the CrossWds.ini file been set?

If using Office XP, did you check the box "Trust access to Visual Basic Project" on the Trusted Sources tab in the Security dialog before installing CrossWords?

When installing Office, were the WordPerfect text converters installed (i.e., NOT on "First Use")?

Is the CrossWords ActiveX server, CWHelper.exe, registered?

Is the CrossWds.ini file in the same directory in which the CWHelper is registered?

Do the users have adequate rights to the CWBackup directory(ies) on the network server(s)?

I'm getting Word macro security warnings. What should I do?

CrossWords templates containing macros are digitally signed to allow you to run CrossWords with security set to High. Each of these digital signatures has an expiration date; call Levit & James to get current versions of all of the digitally-signed templates.

Why doesn't CrossWords appear on my right-click ("pop-up") menu?

During installation, CrossWords will attempt to detect the DMS running on the computer. The method used for detection depends on the DMS.

To detect Hummingbird Docs Open, CrossWords looks for the PCDOCS.INI file in each directory contained in the computer's "PATH" environment variable. If one is found, then CrossWords assumes you have Docs Open installed on the computer. Once detected, CrossWords will insert itself on the right-click menu through modification of the PCDOCS.INI file. If CrossWords does not appear on the right-click menu option, then either the PCDOCS.INI file does not appear in any directory on the PATH of the computer or an error occurred modifying the appropriate PCDOCS.INI file (check for multiple PCDOCS.INI files).

To detect Hummingbird PowerDocs, iManage infoRite/DeskSite, CrossWords searches the registry for the existence of a specific key/value pair installed during the iManage installation. If the key/value pair exists, then CrossWords assumes you have the relevant DMS installed on the computer. Once detected, CrossWords will insert itself on the right-click menu through the addition of keys and values in the computer's registry. If CrossWords does not appear on the right-click menu option, then either the registry key/value pair does not exist and the DMS was not detected, or an error occurred when modifying the registry during installation.

To detect Worldox, CrossWords also examines the computer's registry for specific key/value pairs. After installation , you must modify the wdshell.ini file to add CrossWords to the "Send To" right-click menu option.

FREQUENTLY ASKED QUESTIONS CrossWords

Why do I need CrossWords?