WORLD INTELLECTUAL PROPERTY ORGANIZATION

SPECIAL UNION FOR THE INTERNATIONAL PATENT CLASSIFICATION

(IPC UNION)

IPCPDFPrep Manual

Date By Version Status Modification

14th January 2009 Conde 0.1 Initial Draft

May 26, 2009 Fievet 1.0 Approved

October 7, 2015 1.2 Updated

Contact: WIPO: Patrick FIÉVET (patrick.fievet@wipo.int)

Table of Contents

IPCPDFPrep Manual...................................................................................................................i

1. Introduction.........................................................................................................................2

2. Prerequisites........................................................................................................................2

2.1. Package installation....................................................................................................3

2.2. Package configuration.................................................................................................4

2.2.1. Optional for IPC data in non-English language - Set up language to XX..........4

2.3. Place files in the templates folder...............................................................................5

2.4. Images.........................................................................................................................5

2.4.1. New images.........................................................................................................5

3. Use IPCPDFPrep................................................................................................................6

3.1. Update IPC Editions...................................................................................................6

3.2. Data preparation..........................................................................................................6

3.3. Run IPCPDFPrep........................................................................................................6

3.3.1. First step..............................................................................................................6

3.3.2. Advanced edition only: Table of Contents (Optional)........................................9

4. Warning.............................................................................................................................10

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1. Introduction

The manual documents the use of IPCPDFPrep.

IPCPDFPrep is a tool to generate the .PDF version of IPC in a selected language from the XML scheme file.

IPCPDFPrep is written in Visual Basic, and is initiated by a macro when opening an MS Word document.

IPCPDFPrep is provided in English, but can be potentially adapted for any other language. (See 2.2.1)

IPCPDFPrep supports the publication of both the core edition and the advanced edition.

Conventions: - Actions can be easily recognized as preceded by bullets.- In the following, specific values (e.g. filenames, dir names, values, etc.) are indicated between double quotes “”.- XX represents the two letter code of the target language. (e.g., ES for Spanish)- YYYYMMDD corresponds to the date of entry of an IPC version number (e.g., 20090101 for IPC 2009.01)- Name of (created) folders cannot contain white spaces or special characters such as “&”.

2. Prerequisites

Note: Macros should be enabled in MS Word to allow execution of the program.

The required environment is:

- MS Windows XP SP2 or MS Windows 2003 Server,- MS OFFICE 2003 or 2013 (32 or 64 bit version),- MSXML 4 SP2 or later,- Adobe Acrobat 8 Professional.- Adobe Distiller.- At least 1GB of free space in the installation drive.

Note: Due to Microsoft Word compatibility problems IPCPDFPrep does not work in MS Word 2010.

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2.1. Package installation

The package is delivered as a single ZIP file which contains:

- Program components (a Word document with macros, batches, scripts and XSL programs)

- Publication components (Word document templates and documents used during the generation process)

Unzip the package in a local folder. The whole path cannot have any white spaces. (e.g. D:\IPC\IPCPDFPrep).

Create a Data folder. The whole path cannot have any white spaces. (e.g. D:\IPC\Data\YYYYMMDD\IPCPDFPrep).

Create the following folders inside the Data folder: “temporary”, “target”, “template”

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2.2. Package configuration

2.1.1. Optional for IPC data in non-English language - Set up language to XX

Copy “XX_ipc_fixed_text_YYYYMMDD.xml” in the “translation” folder of the package, where VERSION corresponds to the latest available fixed text file from http://www.wipo.int/ipc/itos4ipc/ITSupport_and_download_area/YYYYMMDD/MasterFiles/

If you don’t have this file translated into your language, translate the English version of the fixed texts file:

o Download the ipc_fixed_texts_VERSION.zip file from the folder http://www.wipo.int/ipc/itos4ipc/ITSupport_and_download_area/YYYYMMDD/MasterFiles/ and unpack the file in the translation folder.

o Make a copy of EN_ipc_fixed_text_YYYYMMDD.xml to XX_ipc_fixed_text_YYYYMMDD.xml and edit the file.

o Use any Unicode compliant text editor to edit the file and make sure Translate the text between <text></text> (e.g. <text id="ipc_viewer" lang="EN">IPC Viewer</text>, translate IPC Viewer).

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o Make sure you save it as UTF-8 encoded. (You can use, for example, Notepad).

The IPCPDFPrep tool will copy the latest version of XX_ipc_fixed_text_VERSION.xml to its work folder.

2.2. Place files in the templates folder

Create a new folder “XX” in the “template” folder (e.g. “D:\IPC\Data\YYYMMMDD\IPCPDFPrep\template\XX”)

Copy all files from the “template\EN” folder of the package, into the “XX” folder.

Translate the section titles in S_cover.doc files and modify the design (i.e. add the necessary icons and change/add the name of national IP office) in the bottom of the page)

2.3. Images

Images of IPC are stored in the template\XX\images folder (XX is the language code), and copied in the previous step from the template\en\images folder.

The images provided in the IPCPDFPrep software package are optimized for printing / PDF conversion, up to version 2015.01.

2.3.1. New imagesThe IPC images master file contains these images in screen resolution.

In case there are new images added to IPC, the images optimized for screen resolution are preferably enhanced to print resolution and stored in the above said language-specific folder.

The figs.xml in the root folder contains the definition and dimension of images.

Each figure is described with a single element, e.g. <fig offset="-0.77" width="2.09" height="0.85" name="fig67.gif" print-name="fig67.bmp"/>

Open the figs.xml file with a text or XML editor and add the definition of each new figure, specifying the following attributes

name: name of the figure in the XML file

print-name: name of the figure in print resolution (optional!)

offset: vertical offset in cm; if negative: lowered, if positive: lifted

width: width in centimeters in the print version

height: height in centimeters in the print version

In the above example, the IPC master file contains fig67.gif, has a corresponding optimized image foig67.bmp that is to be presented in the PDF file with 2.09 cm width and 0.85 height, lowered with about 0.8 cms./tt/file_convert/5af630b47f8b9a5b1e8ecadd/document.doc

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In case there is no optimized image, the screen resolution will be used, when sizing the image to the given height and width.

3. Use IPCPDFPrep

3.1. Update IPC Editions

Edit the cover pages (*_cover.doc) in the “templates\XX” folder, so the IPC edition number and the level are correctly indicated. The vols.doc file contains the proper ISBN number.

3.2. Data preparation

Copy the XML scheme file that you want to use as input in the appropriate data directory (e.g. D:\IPC\Data\20150101\ipcr_scheme).

3.3. Run IPCPDFPrep

3.3.1. First step

Open IPCPDFPrep.docm in MS Word (2003 or 2013).

Click on “Enable Macros”.

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When using MS Word 2013, a warning will appear on the top of the screen.

Click on Enable Content.

The following dialog box will be shown:

where

IPC Scheme: select the location of the scheme file.

Target folder: select the location of the folder in which the resulting PDF publication will be generated.

Temporary folder: select the location of the folder in which the work files will be stored (with at least 500 MB of free space).

Template folder: select the location of the folder in which the language specific templates and images are stored.

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Language: type the 2 letters code of the target language. For new IPC scheme formats must correspond to the file name.

Granularity: it will define at which hierarchical level the IPC scheme will be split, either class or subclass. For Core level, set it to “Class”. For Advanced level, “Class” or “Subclass” can be set.

Note: When subclass granularity selected, section PDF files will not be produced.If class granularity selected, section PDF files will be also produced from consecutively numbered class PDF files.

IPC level: Select the level for which the files should be generated. For new IPC scheme formats only Advanced can be selected.

Phases: There are three phases of the procedure. In the 1st step (Preprocess) the input will be processed to produce (Word) documents for each element (class, subclass ...). In the 2nd step, which is optional (Beautify) the documents will be further processed to produce better looking documents (with higher quality layout). In the 3rd step (Create PDF) a PDF file will be created from the many finalized documents for each section.

Preprocess: For Core Level select this at all times.

Beautify: Selecting this instructs the program to make efforts to produce a better looking PDF document - which takes longer.

Create PDF: Generate a PDF from the many finalized documents for each section

Click on the button.

Note: Important: while the process executes, the computer should be left “untouched” – no other activities are allowed (not even clicking on an open document or program, as it would change the active window). The process might take approximately from 30 minutes to 1,5 hours. Beautification may take another 2 hours.Process log (bottom window): part of the messages will appear as the process progresses. “Process finished at (date and hour)” message will be shown when the process is completed.

Manual intervention in the process

If necessary, after the 1st step (Preprocess) and the 2nd step (Beautify) it is possible to work on the documents.

Proofing of the documents can be performed at this stage. Manual adjustments could also be made on the arrangement of paragraphs. But making such manual adjustments can be risky due to the very complexity of the IPC presentation rules. (See Section 4 Warning.) .

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Save the files once the manual adjustments have been done.

Continuing processing after manual intervention (i.e. beautifying and/or creating the PDF output)

- Return to IPCPDFPrepTool.doc.

- Select “Beautify” and/or “Create PDF”

- Unselect “Preprocess”.

Press the button to start.

Note: The Preprocess, Beautify and Create PDF selections can be made separately. Those steps of the process will be executed that are selected. When more than one is selected, the process continues from the previous step to the next automatically – without providing stops for manual intervention.

Note: Important: while the process executes, the computer should be left “untouched” – no other activities are allowed (not even clicking on an open document or program, as it would change the active window). The process might take approximately from 25 minutes to one hour.

The end result of the whole procedure will be a PDF file for each section in the “target” folder.

If for any reason the PDF files wouldn’t be generated, it is possible to use the finalized documents in Word format, and PDF generated from them (either by printing to PDF file or in Word 2013 savings as pdf). Please note that in this case there will be a lot of small PDF files, these, however, can be merged using Acrobat.

3.3.2. Advanced edition only: Table of Contents (Optional)However, an HTML version of the table of contents for EN and FR are provided: findex.html and eindex.html

Go to the package folder and copy findex.html and eindex.html in the folders where the English and French PDF files are.

In findex.html and eindex.html, replace YYYY and YYYYMMDD by the edition number (e.g. 200901 and 20090101)

Open findex.html and eindex.html and test the links.

The HTML TOC is intended to facilitate access to the various PDF files from a central location (e.g., intranet).

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4. Warning

Since 2011, the concept of core and advanced levels is discontinued, therefore do not apply the procedure for IPC versions after 2011.01.01.

In addition to these modifications, there may be minor layout problems either for the core or advanced edition. It is possible to enhance the quality of the documents manually.

However, be aware that any manual corrections may have side effects on the entire document.

End of Document

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