Web Guidelines - Survey of Word to HTML conversion

Survey of Word to HTML conversion solutions

November 2001

In recent weeks a number of IT/IM managers and webmasters have been discussing in an internal online forum their options for inexpensive and efficient Word to HTML conversion tools or online bureau services. This is in the context of creating accessible government websites.

The E-government Unit invited vendors to submit a 1-2 page document outlining any tools or services they offer to carry out this kind of conversion. The responses to this invitation are presented below.

MS-Word to HTML conversion solutions

Content management solutions

Word to HTML conversion solutions

The State Services Commission is not responsible for the content or reliability of the responses. Listing shall not be taken as endorsement of any kind. We cannot guarantee that the links provided will work at all times.

Mark Simpson
The Web Limited
Email: marks@web.co.nz
Phone: +64 (0)4 495 8250

Solution

The Web Limited has evaluated, developed and implemented a tool which successfully allows the active conversion of word documents to HTML (and XML).

The software is third party supplied, customised to the organisations specific requirements. The tool is called LogicTran R2Net Converter supplied by Logictran. It allows business users and web managers to simply and easily convert Word documents (including RTF formatted) into clean, "guidelines compliant" HTML (or XML) on the fly.

Key Features

• Large documents can be split automatically into multiple web pages based on heading levels. A table of contents and navigation between pages is generated automatically.
• Cascading Style Sheets (CSS) can be generated based on the styles used in the word documents
• It extracts objects (e.g. spreadsheets, PDF files) from word documents creating links to them
• It converts images to specified image formats i.e. jpeg, gif
• It supports conversion of word tables and indexes
• It allows specification and imbedding of NZGLS metadata

Technology Requirements

Logictran is distributed as a platform-specific binary (i.e. it is not open source), but it is easily customised to fit the specific requirements of the client.

It runs on both Windows and UNIX platforms

Costs

Logictran licensing costs

• USD$70.00 per user or
• USD$700 per server

Set up and configuration costs are additional and dependent on the level of customisation.

Customisation and configuration

The successful implementation of the tool is dependent on the quality of the source data and/or documents being converted. There are however three options for implementing this tool, which allows for differences in the volume and style of the source documents, as well as budget and resourcing constraints that many agencies experience. These options include:

1. Update the style and format of the source documents prior to implementation to a pre-determined set of word templates
2. Customise and configure the tool to ensure consistent publishing of non-consistent source documents
3. A combination of 1 and 2 above

Option 3 produces the best results, as it allows the ability to customise the technology to best meet the business requirement. This is usually done by specifying a standard set of templates and updating documents to be compliant, at the same time customising the tool for those documents that have no standards applied and/or differing content.

User Training

The level of user training required is minimal, but dependent on the level of customisation.

Current live implementations

ACC: www.acc.co.nz (conversion in excess of 6,000 word documents)

We are currently implementing this tool for two other government agencies and an academic institution.

Michael Wilson, eBusiness Systems Consultant
ACC Business Automation
Phone: +64 4 9184284
Fax: +64 4 9184231
Email: wilsonmi@acc.co.nz

Solution

r2net from Logictran http://www.logictran.com to perform RTF to HTML conversion. This tool was originally chosen due to it's ability to run on WIndows NT or Unix (Sun Solaris in ACC's case), but subsequent testing has shown that it works better / faster for us on Windows NT.

Method

(Note that some of this functionality is still in development.)

• Custom MS Word 97 templates contain code to format document with correct styles etc.
• Document is uploaded to a database along with NZGLS and ACC metadata information. Document can be previewed at the time of submission.
• Other content eg. PDF, Flash, Powerpoint slides can be uploaded to the database, the metadata records what type it is, and what conversion tool (if any) to use.
• Java application incrementally updates site from database, using r2net to convert RTF documents.
• Site is stored as (largely) static HTML with Server Side Includes (SSI) for navigation and other page components. There are some Java Server Pages (JSP's) for things like order forms.
• Once approved from an internal staging site, the content is synchronised out to public and staff web servers using file system synchronisation. Public and staff sites run independently of the publishing system.

Points to note

• There are things you can do in Word that won't translate nicely into HTML at all (some tables, alignment, some indenting etc).
• By keeping all navigation in Server Side includes, we can separate content from presentation elements and index all content using a standard search engine, allowing for full-text and metadata indexing.
• By keeping the presentation end (web server) configuration simple, we can efficiently serve a large amount of content with a relatively small web server setup.
• The site is now quite large, with several thousand source documents being converted into several tens of thousands of pages. The site is online at www.acc.co.nz

Mark Pascall
3months.com Ltd
Email: mark@3months.com
Telephone (04) 381 2884

Solution

3months.com Ltd is a web development company specialising in the Government sector. We now offer a complete document publishing service designed specifically for New Zealand Government agencies. The service allows the conversion of standard Microsoft Word documents into Web Guidelines compliant W3C WAI Triple-A XHTML that includes NZGLS metadata. There are currently two options: a self-service on-line option and an off-line option. Both options offer the following features:

• No Software required;
• No knowledge of HTML required;
• XHTML output fully customisable to agency site "look and feel";
• New Zealand E-Government web guidelines compliant;
• Can be W3C WAI Triple-A and XHTML compliant;
• Includes NZGLS metadata;
• Handles Table, Image and List conversion;
• Handles internal and external linking.

Costing

Costing is dependent on: the number of documents processed per months, the complexity of the resulting XHTML and the WAI level to be attained.

Self-service: The approximate range would be a set up cost of between $300 - $1,000 + GST and a per document conversion cost of between $10 - $40 + GST. Contact us for a free trial and no obligation quote.

Off-line: If documents are based on the same template (ie look and feel) then an approximate range would be $300 - $1,000 + GST set up and $60 - $400 + GST per document. Contact us for a no obligation quote.

View additional information [MS-Word, 50KB]

Paul Grealish. Account Manager
SolNet Limited
Email: paul.grealish@solnet.co.nz , charles.crighton@solnet.co.nz

Solution

The product SolNet is proposing is StarOffice v6.0 which is currently in beta but due for public release shortly. Previous versions of StarOffice are currently in use at many educational institutions around New Zealand such as the Manukau Institute of Technology. SolNet and Sun Microsystems also use StarOffice as the preferred office productivty application.

Functionality

StarOffice is a fully functional office suite from Sun Microsystems. StarOffice is a commercial product based on the open source OpenOffice project. Sun have made StarOffice available for free.

Functionality which is of particular interest for Word to HTML conversion are:

• Save StarOffice, Microsoft Word, Microsoft Powerpoint and other documents as HTML.
• Document Converter Autopilot which, if required, converts all documents from Microsoft to StarOffice open XML formats.
• StarOffice can edit existing HTML documents.
• StarOffice stores word processing, spreadsheet and presentation documents in a open XML format. StarOffice 6.0 includes complete and fully documented XML file formats. This gives users interoperability, portability, and flexibility to create, manage, and access complex documents and Web pages. StarOffice 6.0 software's XML file formats are compressed, resulting in dramatically reduced file sizes compared to StarOffice 5.2 software.
• Automated conversion of documents HTML using StarOffice Macros for automatic updating from documents.
• Use templates to create web pages. Standard templates are provided and new templates can be created.

Hardware/software requirements

StarOffice will operate on the following platforms:

• Solaris 7 and higher
• Microsoft Windows 95, 98, NT, 2000, ME or XP
• Linux kernel 2.2.13 or higher

For more details on hardware and software requirements please see http://www.sun.com/software/star/staroffice/6.0beta/sysreq.html

Costs

StarOffice licences are free of charge. SolNet do not provide web presentation design services. There are many organisations which specialize in these services. These organisations can be approached directly to provide quotes for agency template design services. There are no per document costs associated with the use of StarOffice.

User training requirements

Should training be required a variety of options are available. They include:

• For fee Web-based ($95 per person per application) and CD training courses;
• User, help desk, and administrator training;
• Enterprise transition consulting;
• Train the trainer courses.

Further information

http://www.sun.com/staroffice/6.0beta
http://www.sun.com/software/star/openoffice
http://www.openoffice.org

Noel Ferguson, Remarkable Ideas
eBusiness & CRM automation software
Film and TV Production Accounting
Cutting & Freight Optimisation
http://www.remarkable.co.nz
Tel: +64-9-627-0595

We use different tools for different types of projects. Here are a few links that might be useful.

http://www.solutionsoft.com/w2w.htm <<Probably the best
http://www.w3.org/Tools/Word_proc_filters.html
http://www.telacommunications.com/ant/

Steve Matheson
Email: SteveM@datacom.co.nz

Doc to web: The "save as HTML" option in the recent versions of Word and Powerpoint work fine as do most of the many almost free printer drivers that create a pdf file. In the end with many potential and probably infrequent users ease of use is your prime driver.

Content management solutions

The State Services Commission is not responsible for the content or reliability of the responses. Listing shall not be taken as endorsement of any kind. We cannot guarantee that the links provided will work at all times.

Ian McDonald, Director
Integer Ltd, Auckland
T: +64 9 357 5009
D: +64 9 361 3729
F: +64 9 361 3724
E:idmcdonald@integer.co.nz

Solution

A system (Quickplace) that creates web pages interactively by converting documents to HTML, and then adding them as scrollable pages to a web site, with navigation etc.

A web-based Document Management System (eDoc) that takes Word document properties and creates metadata based on these properties, then posts the original file along with the DMS profile as the metadata.

A system (HotDocs online) that produces a completed Word document (contract, agreement, form) from a predefined web-based interview (ie the web server populates a real Word document from answers given during the interview, and then emails the resulting document to the user.

Ron Mannix, Asia Pacific Sales and Marketing Manager
Elcom Technology Pty Ltd
Ph: +61 2 9209 4468
Fax: +61 2 9209 4423
Web: www.elcom.com.au

Solution

Content Manager Pro provides the following:

• Home page content management
• Flexible department, sub department and article hierachy
• Word processing functionality for articles via a web browser, including:
  • Cut and Paste
  • Bold, Underline, Italics
  • Right, Left and Centre Align
  • Font Style and Size
  • Numbering and bullets
  • Insert/Delete/Modify Tables
  • Insert and manage image
  • Insert internal and external web page links
  • Full drag and drop functionality between Microsoft Word™ and Content Manager Pro whilst retaining all formatting
  • Advanced and sophisticated key word search
• Date Activation/deactivation of content which allows for:
  • Preparation of content in advance of publishing to the site on the activation date
  • Removal and archiving of content once the deactivation date is reached.

Also incorporated into Content Manager Pro, is a complete workflow management system that allows full control over published information to your internet/intranet site. This functionality allows:

• Unlimited configurable "routing baskets" to be created
  • Users can be allocated to these baskets
  • Time constraints can be set.
• All content can be rejected, accepted or edited by a workbasket owner
• Routing rules can be configured per basket
• Content can also be created and sent out for comment before it is placed in the work baskets.

Server Software Requirements

• Microsoft Windows 2000 Server
• Microsoft Internet Information Server 5
• Microsoft SQL Server 2000

Administration Software Requirements

Microsoft Internet Explorer 5.5 or above

Pricing

Base module
$15,000 + GST

Customisation (where required)
$130 per hour + GST

Training

Webmaster
½ day training on administration of the product.

End User
Minimal training is required for management of content. If you can use Microsoft Word you can use this product.

Further Information

Client Reference Sites

www.bullhound.com
www.scoutsnsw.com.au
www.owensglobal.com.au
www.bankers.asn.au
www.gsoconnect.com.au
www.calldirect.com.au
www.eglue.com.au
www.rabbitphoto.com.au
www.universalpress-online.com
www.gregorys-online.com
www.ubd-online.com

View our case studies on the Microsoft site http://www.microsoft.com/australia/business/casestudy/vicgso.html

View additional information [PDF, 353KB]

Louise Broad
Rex Ltd.
Email: louise.broad@rex.co.nz
www.rex.co.nz

Solution

Through a technology grant from New Zealand Technology, Rex Ltd designed and developed software that utilises the accessibility of the Internet into common business and organization requirements.

Specifically, Rex has developed a content management web solution that breaks down technical barriers and allows people to manage and create content on their own web sites in-house. The RexConductor graphical interface and site structure is completely customisable so companies have the freedom to create a unique, innovative web presence while remaining in control of content.

Functionality

Easy to use

Complete set of website management features including - workflow, security, version control and file management system.

Integrated content management for website and intranet.

Accessibility

Compliance with NZGLS standards and Government Web Policies.

Simple implementation

Hardware/software requirements:

• Intel Pentium III, 512 MB Memory and above
• Windows NT 4, Windows 2000
• Microsoft Internet Information Server 4 with Microsoft Transaction Server
• Microsoft SQL Server 7 or 2000

License costs

• RexConductor - website content management: $15,000
• RexComposer - intranet content management: $25,000/100users
• RexInform - online form management: $6,000

Set-up costs

• Graphic and design integration: $6,000
• Implementation costs included in license cost

User training requirements
(webmaster, end users)
3 hours (included in license cost)

Further information

Currently being used:

• Civil Aviation Authority
• Porirua City Council
• New Zealand School Trustees Association
• Heath Lambert Group
• New Zealand Law Society
• Hawkes Bay District Health Board
• McDonalds New Zealand
• Tower Group
• Panasonic

James Walls, Business Development Manager - eFormation
Axon Computertime
Phone (04) 460-3612, Fax (04) 460-3601
mailto:james.walls@axon.co.nz
Visit our Web Page on http://www.axon.co.nz or http://www.qualitydirect.co.nz

Solution

Axon CADE is a purchasable solution for the creation, layout, and content management of information destined for Intranet and Internet sites.

Functionality

Axon CADE offers inexpensive and efficient Word to HTML creation tools as well as:

• Enabling content to be created in any Common Application
• Users can cut and paste into an easy to use browser based editor
• Has provision for XML and HTML content
• Supports the use of XSL stylesheets and HTML Themes
• Does not require any additional software on the Client Workstation
• Can be used by non-technical Authors
• Incorporates Content Management Facilities
• Adheres to .Net principles
• Supports eGovernment requirements
• Supports both Microsoft and Netscape Browsers
• Axon CADE has been deployed in a number of Public and Private sector sites.

Hardware/software requirements

Axon CADE is optimised for a Microsoft Windows 2000 Server with Internet Information Services (IIS) installed, configured as a web server. As the application has been developed using C#, the platform on which the application resides can be any that supports the .NET platform.

An XML-compliant database such as Microsoft SQL Server 2000 or similar must also be installed (not necessarily on the same physical system) for storage of the site content.

For internet sites, this solution can also be hosted at Axon's hosting facility, where this environment is already installed, providing a high level of fault tolerance and performance load balancing.

License costs

Software (excludes MS Software)
CADE Licence $20,000 - $25,000
Installation of Software $2,000
Training $1,000
Template Construction - Major $1,500
- Minor $ 500

Maintenance Agreement $320 per month

Axon can also offer full layout design and Look and feel creation services at highly competitive rates.

View further information [MS-Word, 1,032KB]

Paul Webb, Central Government, Business development Manager
Infinity Solutions Limited
Email: Paul.webb@infinty.co.nz

Solution

Infinity XML based Content Manager. Infinity Solutions have developed a product that is an easy to use Web content management solution. It is based on Tamino native XML database from Software AG and converts Word and Excel documents into XML before publishing them using XLS, into HTML on the web site. This conforms to best practices defined by W3C.

Functionality

• Access - Control Access to the Content Publisher and Site Manager are controlled through user identification and authentication. The Administrator also controls access to any item of content.
• Audit - All promotions and demotions of content are logged so it is possible to trace what content was on the website at any given time, who removed it and when.
• Consistent presentation (Look 'n Feel) - Presentation rules are set up as part of the implementation process ensuring a consistent standard across the site.
• Content authoring and publishing - Authors create content using familiar Microsoft Office Tools and publish via the browser. Existing content can be updated using Word functionality tightly integrated within the browser.
• Dynamic navigation - All navigation is generated dynamically in real time. A Site Map and A-Z Index is also generated.
• Location independence - The location of Authors and Publishers is entirely independent of the location of the web-hosting service as content is published from the browser via HTTP.
• Metadata support - The Content Manager can accommodate a range of Metadata standards including Dublin Core, NZGLS and AGLS.
• Powerful Search - This function allows users to search the database for specific content.
• Separation of Content from Format Content is stored in XML. Presentation is provided by XSL.
• Site administration - Workflow and version control Site Administrators promote and demote content from Draft to Live to Withdrawn using a browser interface
• User Accessibility - Content Manager is built on XML but publishes to the browser in standard HTML. Content Manager is built to support accessibility standards including WAI.
• Two way integration with Word and Excel - Content from the website can be extracted and reformatted for Word or Excel. Office and The Content Manager are sufficiently integrated that Content can be identified on the Web page and edited using Office with a seamless interface.

Hardware/software requirements

The Infinity Content Manager requires a Web Server (IIS4 and above), relational database (default is MSSQL 7) accessible via ODBC, and a native XML database (Tamino by Software AG).

Licence costs

Due to the many different ways we can implement our versatile product and associated services we would like to discuss and better understand what you are trying to achieve.

Set-up costs

A key differentiator for Infinity's Content Manager is that it does not use word templates. It utilises Word styles (that are often included in Word templates) to identify content. The content is then converted by a simple process, using XSLT, into HTML, which in turn is presented using cascading stylesheets (CSS). As a result Web page templates are not required.

Rather than setting up templates, there is a requirement to establish the look and feel of each department. This means individual customisation while still complying with the WAI standards.

In addition, the Word Add-ins have a learning capacity in order to self-customise to the styles in use. While there are some capability limitations there are significant reductions to customisation work required.

Per document costs

None as documents are created using existing staff familiar with MS Word to create XML content.

User training requirements

Training is minimal providing users are familiar with Microsoft Word and Word Styles. Assuming that Webmasters are also familiar with browser-based forms and that images will be created by someone who is conversant with Web standards and best practices. In other words, you can load a 5MB image file, but we would strongly recommend against it.

A short training session is encouraged for site managers and publishers (Web masters) in the use of the browser interface and Content Manager. There is no requirement for technical skills (HTML, ASP, etc) from the site manager. This means that there will be no requirement for the traditional Webmaster role.

Further information

The best externally accessible site of the Infinity Content Manager is Consumers Online. Please access the site via http://www.consumer.org.nz

Evan Bayly
e-Xpert Developments Limited
Email: evan.bayly@e-xpert.co.nz

Solution

MoST - web content management tool

Further information

a) Hardware/software requirements IE4.0 or better
b) Licence costs - nil
c) Set-up costs, e.g. for agency templates, word template redesigns: - in the DIY solution
c) Per document costs - nil
d) User training requirements (webmaster, end users) simple uses word like editor

In use at EMA http://www.emacentral.org.nz/ and multiple SME sites. For further information see portfolio on our site at www.e-xpert.co.nz