EDIS Tips

Resources

EDIS Help Page: Note: some things on this page are outdated!: http://help.ifas.ufl.edu/edis_editor/

EDIS User Guide: http://help.ifas.ufl.edu/edis_editor/

EDIS Routing System: http://ers.ifas.ufl.edu/ 

To search EDIS for archived or old documents: http://edis.ifas.ufl.edu/dosearch.html

List of all EDIS series: http://edis.ifas.ufl.edu/TOPIC_SERIES

To review a document submitted in prep: http://edis.ifas.ufl.edu/REVIEW_FY000  (replace numbers with DLN)

Publications Process for FYCS Numbered Extension Publications-Section 5 of the Department handbook (Page 43)

Before You Submit Your EDIS Document In Prep

  • Are the dates and names in the footnote correct? If this is a revision, have you entered that in the footnote and in the "revised" boxes?

Unless the document has been reviewed for the sole purpose of recertifying it, footnotes should NOT contain "reviewed by" text. Recertifications should only specify the reviewer name when the original authors are no longer with the department.

Footnote text is as follows:

1 This document is FCS0000, one of a series of the Department of Family, Youth and Community Sciences, Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida. Published (month, year). (Revised month, year.) (Reviewed month, year.) Please visit the EDIS Web site at http://edis.ifas.ufl.edu.

2 John Doe, (associate/assistant) professor, and Jane Doe, (associate/assistant) professor, Department of Family, Youth and Community Sciences, Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida, Gainesville FL 32611.

  • Have you entered or changed the expiration date? (Documents expire three years from first publication or last review/major revision.)
  • Check the language selection. If this is a foreign-language document, does the footnote mention where to find the English version?

Text:

"The English version of this Spanish document is Document Name (FCS0000) ." Or if this is an English document with a Spanish or other language version (rare, but occasional), does the footnote mention where to find the other version? Text: "La versión en español de este documento es Document Name (FCS0000) " . This language goes at the start of footnote 1.

  • Have you entered at least one internal reviewer?

If there are no internal reviewers (and this has been cleared by the editor), choose the Statistics department and select the "No IFAS faculty" option.

  • Check the routing of the document. Is the document being submitted using the correct routing (minor revision, new, etc?)

    Sometimes this resets to "new" for no apparent reason.

  • Are all links active? Make sure they don't say "HYPERLINK" around them.
  • Did you remember to insert the figures and tables into the text?

If you need a refresher on how to do this, review the EDIS tutorial or ask the editor.

  • If this document is best viewed as a PDF (almost always the case when there is a variant PDF--if you have questions, ask the editor), have you entered this statement into Top text?

     

    "This document is best viewed as a PDF. Click here to access the PDF." Link "click here" to the PDF URL: http://edis.ifas.ufl.edu/pdffiles/FY/FY00000.pdf (replace the numbers or letters in the DLN as necessary).

    Spanish PDF statement: " Este documento se ve mejor como PDF. Haga clic aqui para tener acceso al PDF." Link "clic aquí" to the PDF URL: http://edis.ifas.ufl.edu/pdffiles/FY/FY00000.pdf (replace the numbers or letters in the DLN as necessary).

  • Have you checked to see how the formatting of the document looks online—not just in "preview HTML"?

This is important. To do this, submit in prep, then go to http://edis.ifas.ufl.edu/REVIEW_FY000  (replace 000 with the DLN).

You should also double-check all the links when you do this to make sure they work.

  • Link all named EDIS documents! Don't forget to check references section too.
  • If there is a variant PDF, have you sent it to the Cluster Editor? If there are figures that need to be included in the HTML (that is, they are important to the content, not just pretty clip art) have you submitted these to the Cluster Editor? They must be in .jpg format.
  • If you are using the EAT-created PDF, have you checked it to make sure it looks okay? Large tables often cause problems. If this is happening, consult with the cluster editor. We may need to make a variant PDF.
  • When you submit in prep to the EAT for editor approval, you must also submit a signed, completed ETF (with reviewers listed--very important) and a completed Word file. If there is a variant PDF, you must submit that as well, along with with any .jpg graphic files that have been used to create the HTML.

     

Check for Common Bugs

  • Are apostrophes or quotation marks missing? If so, you need to turn the curly quotes and apostrophes in your Word document into "straight" quotes.

To do this, go to Tools-Autocorrect Options, then go to the "Autoformat as you type" tab. Clear the "Straight quotes" with "smart quotes" check box on the AutoFormat As You Type tab. Then, on the Edit menu, click Replace. In both the Find what and Replace with boxes, type ' or ", and then click Find Next or Replace All.

  • Is strange PlaceName, CountryName, StreetName (etc.) text appearing in the document for no apparent reason? If so, turn off Smart Tags in your Word file. To do this, go to Tools-AutoCorrect Options-Smart Tags, and click "Remove Smart Tags." Re-import the text.