Copyfitting an article using the AI Copyfit feature of the Print editor in Studio

When writing an article for a print publication, it is very common that the created article contains more text than can fit on the page. This is known as 'overset text', and fixing this is known as 'copyfitting'.

Reducing the number of characters by re-wording parts or complete sentences while maintaining the original meaning, tone, and style is not always straight forward.

The AI Copyfit feature of the Print editor in Studio can help out with this process by providing suggestions on how to change the text.

Figure: The AI Copyfit feature in the Print editor provides suggestions to shorten text in an overset article.

How it works

The AI Copyfit feature is made available as a separate feature of the Print editor.

It can be used for articles in which at least one article component contains overset text.

Overset in an article is detected by placing the article on a layout and checking in the layout.

In the Print editor, overset text is indicated by red bars. The total number of characters that are overset is shown in a tooltip when hovering the mouse pointer over the article component bar.

The content of each component with overset text is analyzed. Where possible, an alternative sentence with fewer words is given.

Note: No suggestions are given for short pieces of text such as headers, short sentences, or bullet lists as it is typically not possible to shorten these.

The original sentence is displayed on a red background, followed by the suggested sentence on a light-green background. Each suggestion can be accepted or rejected.

When navigating back to a sentence for which the suggestion was accepted, the text is shown on an orange background to indicate that it was changed.

Keyboard shortcuts can be used to quickly accept, reject, and navigate the suggestions.

The AI Copyfit feature works for articles in all languages. However, the UI of the dialog and messages is in English only.

Note: The analysis is performed by OpenAI. The data is processed in the US; EMEA customers who do not consent should inform WoodWing and not request to activate the technology preview. Customer data is not used for training,

Technology preview

The AI Copyfit feature should be considered as a 'Technology preview': a feature that is introduced with limited capabilities. Once a feature has reached its full potential, the 'Technology preview' label will be removed.

We eagerly seek user feedback to enhance and refine these features. Submitting feedback can be done by using the Feedback option on the left side of the dialog.

Availability

The AI Copyfit feature is available on request for users of Studio in the WoodWing Cloud.

Access can be requested by contacting WoodWing Customer Success or via your WoodWing representative.

Once access is granted, the AI Copyfit feature is made available in the Print editor of the Studio environment.

Before you start

Before using the feature, be aware that each sentence is sent to OpenAI as raw text, and that the returned suggestion is also raw text. This means that any of the following components within a sentence are lost:

• Hyperlinks and cross-references
• Inline notes
• Inline images
• Special white spaces (these are converted to regular spaces)
• Character styling

These will have to be restored once the copyfitting process is completed.

To make this process as efficient as possible, consider doing one of the following:

• For complex articles that contain a lot of extra content (such as hyperlinks, inline notes, or images), create a temporary copy of the article first. After completing the copyfitting process, open the copied article and use it to check if any components need to be restored, for example by copying and pasting web links or the content of notes. The easiest way is to have both articles open side by side. When done, delete the copy.

• For simple articles that do not contain a lot of extra content, open the previous version of the article in a new tab after completing the copyfitting process. Compare the differences such as styling and correct them in the article that was copyfitted.

The AI Copyfit dialog

Copyfitting the article is done by using the AI Copyfit dialog. It contains a sidebar, and a main area with an information bar and an area in which the text for each component is shown.

The sidebar on the left contains general information about using the feature, plus the keyboard shortcuts that can be used (see below for details). Hide or open the sidebar by clicking the icon at the bottom.

The main area contains an information bar at the top with the following details:

• The label name of the component for which the text is shown.
• The difference in characters between the original sentence and the suggested sentence.
• The remaining number of characters that are still overset.

Below the information bar, the text of the component is shown. When an article contains multiple components, the text of each component is shown one at a time.

Navigation

Moving to the next or previous sentence without accepting or rejecting a suggestion is done by using a keyboard shortcut (see the end of this article).

Navigating between components can be done when the focus is on the first or last sentence of the component and then pressing the keyboard shortcut for moving to the previous or next sentence respectively.

Background colors

For a sentence for which a suggestion is available, the original sentence is displayed on a red background, followed by the suggested sentence on a light-green background.

When navigating back to a suggestion that was changed, the text is shown on an orange background to indicate that it has been changed.

Using the AI Copyfit feature

Step 1. Make sure that you understand the information given in the 'Before you start' section above so that you are aware that hyperlinks and inline objects might be lost during the process and that you have a plan on how to restore these.

Step 2. Open the Print article that you want to copyfit.

Step 3. In the menu in the top right corner of the layout preview, choose AI Copyfit.

A notification appears informing you that the article is being processed. This can take a few minutes.

The progress and the number of components that are checked is indicated in the browser tab for the article.

When the processing is complete, the AI Copyfit dialog appears. The first suggestion for a sentence is shown.

Step 4. Click Accept or Reject or use the keyboard shortcut for that action (see the overview at the end of this article).

The next sentence for which a suggestion is available is automatically highlighted.

Step 5. Repeat this process until all text for all components is reviewed.

Step 6. When done, do one of the following:

• Click Save to update the article with the changes.
• Click Cancel to ignore the changes and not update the article.

Tip: If needed, the changes can also be reverted after closing the dialog by clicking Save and then pressing Undo (Ctrl+Z / Cmd+Z).

Keyboard shortcuts

A quick way of processing the suggestions is by using keyboard shortcuts. The following table shows the shortcuts that are available.