Check procedure grammar for human factor issues

Improve quality of operation and maintenance procedure documents – help avoid user errors and mistakes

Learn how the DocTools ProcedureGrammarChecker Word add-in can help you  NEW

IMPORTANT
This preliminary page introduces the DocTools ProcedureGrammarChecker, version 1.0
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Download User Documentation version 1.0 (Preliminary version)

DocTools ProcedureGrammarChecker is an add-in for Microsoft Word that provides advanced and customizable tools for checking Word documents for special grammar issues. The purpose is to help you find and fix problems in procedure texts that are related to human factors and that could result in errors and mistakes. Well written and consistently formatted procedures that follow high quality standards can prevent equipment damage and, ultimately, save lives.

You can access all tools in DocTools ProcedureGrammarChecker from a separate tab, DocTools ProcedureGrammarChecker, in the Ribbon:

The DocTools ProcedureGrammarChecker tab in the Ribbon

The DocTools ProcedureGrammarChecker add-in is especially aimed at checking operating and maintenance procedure documents for human factor issues. The tools in the add-in can help you ensure that instructions follow strict rules, are accurate and will not be misunderstood. It will help the user to follow the instructions precisely, without missing important information, and thereby help users avoid errors and mistakes.

The grammar checks are performed based on a fully customizable set of terms lists and other customizable data. You define which terms and other data to use for the checks and DocTools ProcedureGrammarChecker performs the checks for you. The add-in will show information about each individual issue so you can fix the problems in the best possible way.

DocTools ProcedureGrammarChecker is completely compatible with Word's built-in functionality, but it adds several powerful and unique capabilities:

  • Check procedure documents for up to 18 different types of grammar and content issues in seconds
  • If you prefer, you can also select to check for just one or several types of issues
  • Repeat the check when relevant, for example after you have edited a procedure
  • All issues found are marked with highlight, making it easy to see where something should be checked
  • Browse through the found issues and get information about each specific issue as you browse
  • While browsing, you can select what to do with each issue: Fix it automatically (if possible), unmark it, skip it for now, etc.
  • Optionally, you can generate a report showing all the found issues, including details about each
  • Check the active document for adherence with a customizable list of terminology (variants of terms, product names, etc.)
  • Customize the term lists, messages, and other types of criteria the grammar checks will use
  • And much more ...

DocTools ProcedureGrammarChecker is the perfect, time-saving tool for anyone who writes, edits, or does quality assurance reviews of documents such as operation procedures and maintenance procedures. Clear, consice, and consistent procedures can help prevent errors and mistakes and help ensure that critical steps are carried out correctly.

Improve quality of procedures in minutes and help prevent errors. Get DocTools ProcedureGrammarChecker today!


The add-in works with Word 2016Word 2019, Word 2021, Word for Microsoft 365 on PC / Windows.
The add-in works with both 32-bit and 64-bit versions of Word.

Single user license  only EUR 297 – volume discount – see Pricing details below.

Pricing and general information

Version number:

1.0 – see Changelog for info about versions and changes

Release date:

XX, 2021

Supported Word versions:

Word 2016, Word 2019, Word 2021, Word for Microsoft 365 on PC / Windows

Licensing per computer:

One license per computer is required (see License Terms)

Free trial – try before you buy:

7 days

Volume discount:

Applies to licenses purchased on a single order

One-time payment:

No recurring payments

Updates:

Minor updates within 12 months for free

Price list - One-time payment - no recurring payments

* Prices do not include applicable taxes
* One-time payment – no recurring payments
* Select from many currencies on the order page
* Download link delivered instantly via email

Click the Buy Now button to start the secure order process. All orders are processed securely by MyCommerce Share-It and are delivered online instantly. You can select from a large number of currencies on the order page. The price in other currencies than EUR vary based on the currency exchange rate.

The story behind the DocTools ProcedureGrammarChecker add-in

To be written

To be written.

Details about the DocTools ProcedureGrammarChecker features

DocTools ProcedureGrammarChecker is easy to use. You can start trying it out immediately using the demo document included with the add-in. To get the full benefit, it is recommended spending some time getting familiar with all the functionality first.

Before checking your own documents, you need to customize the Setup Document with the terms and other data that are relevant for your procedures.

ProcedureGrammarChecker tools in the Ribbon

You can do all DocTools ProcedureGrammarChecker operations from the tab in the Ribbon:

The DocTools ProcedureGrammarChecker tab in the Ribbon

You will find a short description of each command in Overview of DocTools ProcedureGrammarChecker commands below.

TIP: You can add any of the commands to the Quick Access Toolbar (QAT). To do this, right-click the desired command and click Add to Quick Access Toolbar.

The user interface (i.e. screen texts in the Ribbon, dialog boxes, help, etc.) of DocTools ProcedureGrammarChecker is in English. However, the add-in can be used with any language version of Word.

Help and tips are built into the add-in

If you hover the mouse over a command, you will see a short description of the command. When you select a command that opens a dialog box, the dialog box will show information about what to do. In addition, the Help command in the Help/Settings menu provides comprehensive help.

Menus with extra tools

Extra tools are available from the More Tools menu and the More Setup Tools menu:

The More Tools menu includes tools that can help you when checking grammar in individual documents – ProcedureGrammarChecker

The More Tools menu includes tools that can help you when checking grammar in individual documents.

The More Setup Tools menu includes commands  that can help you create Setup Documents and Terminology Source documents – ProcedureGrammarChecker

The More Setup Tools menu includes commands that can help you create Setup Documents and Terminology Source documents

Example of help that appears when hovering the mouse over a command.


The components of DocTools ProcedureGrammarChecker

The DocTools ProcedureGrammarChecker solution consists of the following main components:

  • The add-in itself, DocTools ProcedureGrammarChecker.dotm
    This is the add-in itself, including programming and the Ribbon tab with tools
  • One or more Setup Documents
    A Setup Document consists of a text file with data that you must customize so it fits your needs.
    A Setup Documents with all the required basic data and instructions comes with the add-in, ready for you to fill in.
  • One or more Terminology Sources
    A Terminology Source is a customizable Word document that is used by the Replace Terminology and the Review Terminology commands.
    A Terminology Source with all the required basic data and instructions comes with the add-in, ready for you to fill in.

DocTools ProcedureGrammarChecker includes several commands in the Setup group that can help you create Setup Documents and Terminology Sources.

Test material is included with the delivery

In addition to the documents mentioned above, a Demo Setup Document and a Demo Terminology Source plus a Demo Word document with content for testing are included with the delivery. The Demo documents are ready for you to use the Demo – Try it Out command to try out all the features of DocTools ProcedureGrammarChecker immediately, without the need of setting up anything.

Each user can have as many Setup Documents and Terminology Sources as needed and easily select which one to use for each document

If a user works with different types of procedures, each type may need to be checked against its own set of terms and data. That is easy with DocTools ProcedureGrammarChecker.

Once the add-in is installed, the user will be asked to select which Setup Document and Terminology Source to use as the default for all new documents in which DocTools ProcedureGrammarChecker has not previously been used. The defaults can be changed at any time.

When using a command that needs to retrieve data from a Setup Document or Terminology Source, the user can select precisely which Setup Document/Terminology Source to use. The list of documents to select from is retrieved at run-time from the currently available documents. The first time, the selected default will be suggested. Afterwards, each document will remember that last selection and suggest that one as the starting point.

Different groups of users can have different Setup Documents and different Terminology Source documents

If different groups of users need DocTools ProcedureGrammarChecker to check for different sets of data and terminology, you can distribute different sets of the Setup Document and the Terminology Source to the different groups.

The Check Grammar command – the starting point for checking procedures

The first step when using DocTools ProcedureGrammarChecker to check a procedure document is to open the Check Grammar dialog box, select the types of checks to perform and click OK. You must run this command before you can browse grammar issues or generate a grammar issue report.

Any found issue is marked with highlight and a bookmark is added. The highlight makes it possible for you to see where issues were found. The bookmarks make it possible for you to browse the found issues or to generate a report of all issues.

Any highlight and bookmarks added during a previous run of this command will automatically be removed before the document is checked and marked again.

If you have previously used Check Grammar in a document and left marked issues unresolved, and if you have edited the document since then, you should run the command again before browsing grammar issues or before generating a grammar issue report. This way, you are sure the marked issues are updated to match the current content of the document.

The Check Grammar dialog box lets you select which types of checks to perform. You can also select whether to perform the checks on the entire document or only on part of the document.

Action Verbs, Conditional Words, Excluded Words, and Vague Terms are checked against the terms and words you specify in the customizable Setup Document. All the other types of checks are also based on values you specify in the Setup Document.

The Setup Document also lets you disable types of checks that are not relevant.

The Check Grammar dialog box – you must run this command before you can browse grammar issues

When checking a document, the add-in needs to examine each relevant part of the document one at a time. Those parts are referred to as statements.

In DocTools ProcedureGrammarChecker, a statement is defined as a paragraph. If manual breaks (Shift+Enter) are found then each text before, between, and after such line break is considered a statement.

Examples of statements.

Examples of statements.

If you turn on formatting marks (Ctrl+Shift+8), you can see the paragraph marks, ¶, and the manual line breaks (small, bent arrows).


About the different types of checks

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Overview of the DocTools ProcedureGrammarChecker commands in the Ribbon

Note that the look of the icons varies depending on the version of Word.

To be included later ...

Free TRIAL icon

FREE TRIAL – Try Before You Buy
Try DocTools ObjectBrowser risk-free for 7 days

If you want to try out the add-in before you buy, click the Free Trial button and follow the instructions. The free trial version includes all the functionality of the full version and will work for 7 days.

Word Add-In from DocTools

Click the Buy Now button above to start the secure order process. All orders are processed securely by MyCommerce Share-It and are delivered online instantly. You can select from a large number of currencies on the Share-It order page. The price in other currencies than EUR vary based on the currency exchange rate.

You will receive license key and further instructions via email.
If you have questions about orders, payment, and delivery, please consult the MyCommerce FAQ page.

If you have any other questions, please check the Support – How to menu and the information on the individual add-in pages you can access via the Products menu. If you don't find an answer to your questions, please do not hesitate to send your questions to DocTools via the Contact form.

As described and illustrated above, the DocTools ObjectBrowser add-in makes it fast and easy to browse all objects of a specific type or execute and repeat a find operation as many times as you want. See also all the other DocTools productivity tools for Microsoft Word

Free TRIAL icon

FREE TRIAL – Try Before You Buy
Try DocTools ProcedureGrammarChecker risk-free for 7 days

If you want to try out the add-in before you buy, click the Free Trial button and follow the instructions. The free trial version includes all the functionality of the full version with a few restrictions and will work for 7 days.

Word Add-In from DocTools

Click the Buy Now button above to start the secure order process. All orders are processed securely by MyCommerce Share-It and are delivered online instantly. You can select from a large number of currencies on the Share-It order page. The price in other currencies than EUR vary based on the currency exchange rate.

You will receive license key and further instructions via email.
If you have questions about orders, payment, and delivery, please consult the MyCommerce FAQ page.

If you have any other questions, please check the Support – How to menu and the information on the individual add-in pages you can access via the Products menu. If you don't find an answer to your questions, please do not hesitate to send your questions to DocTools via the Contact form.

As described and illustrated above, the DocTools ProcedureGrammarChecker add-in can help you improve the quality of operation and maintenance procedure documents and thereby help avoid user errors and mistakes. See also all the other DocTools productivity tools for Microsoft Word.

NEW version – DocTools AddBoilerplate 2.0 – Re-use Text in Word – Many New Features – Click to learn more