Module "Footnote text section"

September 28, 2020|Yuliia Pnivchuk

1New footnotes concept

Footnotes in SMASHDOCs are no longer managed in a standard way but have been transformed to the so-called "Footnote text sections" visible right in the editor under the section it relates to. Such a section is similar to the text section, but does have minor differences, namely:

  • you cannot insert footnotes, side notes and checkboxes in the footnote text section;
  • you can not use a page break or page format separator
  • you can not change the paragraph format;
  • you can not drag&drop footnote text sections.

A footnote text section is instantly recognizable in the text as it has a dedicated styling including a consecutive separately counted numbering.

The footnote text sections may look differently depending on their styling settings. For instance, they could look like this:

Footnote text sections each containing two lines highlighted

2Connection of footnote text sections and text sections

The footnote text section is always connected to the section where the footnote reference has been set - their leading section. Hence, if you move the leading section by either drag&drop, copy&paste or cut&paste, the footnote text sections will also be moved. In this case, SMASHDOCs will automatically adjust the numbering of the moved footnote text sections.

Please keep in mind that the footnote text section itself can be moved by neither dragging and dropping, nor copying and pasting. Once you select the text section with footnote references or footnote text sections themselves for moving inside of the document, they will be selected as one unit section.

Selected leading text section and footnote text sections highlighted

3Create a footnote

To create a footnote, you have to be an authorized user in the document, meaning you should have either the editor or approver rights. If this prerequisite is met, click at the desired position inside the leading text section and then on the "Add footnote" button in the toolbar.

Button "Add footnote" highlighted in the toolbar

A new footnote text section will be created below the chosen leading text section. If your document is already in the review mode, the footnote text section will firstly be created as a draft section and can be released for review separately from the leading section.

Leading text section and footnote text section highlighted in the draft modes

If you, later on, create one more footnote, depending on the chosen reference position in the leading section, SMASHDOCs will automatically organize the correct order of footnotes in the global list of footnote text sections. Same applies to the case if you add a new footnote in the leading text section that has already got a footnote text section.

3.1Automatic positioning of footnotes

Let's say, your leading section has already got three footnotes. It looks like this:

Leading text section with three footnotes highlighted

You now go back to the leading section and add a new footnote between the second and third footnote. Once you do it, the list of footnote text sections will look like this:

List of footnote text sections with newly created footnote text section highlighted

A new footnote text section will automatically be rightly positioned in the list of footnote text sections, and the cursor in it will get instantly active so that you can immediately start typing or inserting your footnote text.

3.2Empty footnote text section

Inserting content in the footnote text section is mandatory in SMASHDOCs. So, the created footnote text section can not only have the numbering and be empty from the content side. In case you create an empty footnote text section, you will be warned by SMASHDOCs and can choose between inserting the footnote content or deleting the footnote overall.

Error while saving the footnotes without content highlighted

4Clicking on footnote references

4.1Clicking on footnote references in a leading section

If you click on a footnote reference in the text section, you will be navigated to the corresponding footnote text section in the text, while a particular footnote will also be selected in the list of footnote text sections if there are many.

Selected footnote text section after click in a footnote reference in the leading section highlighted

4.2Clicking on footnote references in the footnote directory

Same goes if you click on a footnote reference in the directory of all footnotes in the document. You will be navigated to the corresponding footnote in the text straight away.

Selected footnote text section highlighted after clicking on a footnote in the global directory of footnotes in the document

5Edit footnotes

To be able to edit footnote text sections, you have to be either editor or reviewer in the document. The editing of the footnote text sections is the same as editing of a normal text section. Yet, there is a special case if you want to add line breaks or more lines to the particular footnote text section.

5.1Adding line breaks in the footnote text section

To add line breaks within your footnote text section, you have to use a so-called Soft Return - the combination of Return and Shift.

Depending on the position of the cursor in the footnote text section while hitting the Soft Return combination, the footnote text section will be divided respectively. Let's say you hit Soft Return in the middle of the text content of your footnote. It will then look like this:

Soft return hit in the middle of the footnote text section highlighted

5.2Adding more lines in the footnote text section

Instead, you if hit Soft Return at the end of the footnote text section, an additional line for this particular footnote section will appear.

Second line in the footnote text section highlighted after hitting Soft Return in the end of the footnote

Keep hitting Soft Return as many times as many lines in your footnote you need.

Multiple additional lines highlighted in the footnote text section after hitting Soft Return multiple times

If you have created too many empty lines, you can quickly delete them by hitting the delete button.

5.3Hitting Return in footnotes

If you click Return somewhere in your footnote, a new draft text section will be created below the list of connected with the leading text section footnotes. Therefore, the paragraph style of the newly created section is controlled by the settings of the leading section. In our example, a new text section has got a paragraph style "Text 0".

Newly created text section highlighted after hitting Return in the footnote text section

6Delete footnotes

You can delete a footnote text section in the same way as a normal text section.

Note: After the final deletion of your footnote text sections, the footnote references in your document will be deleted automatically, and all footnote text section numberings will be recalculated by SMASHDOCs.

7List of footnotes to the text section

Since all footnotes are now visible right under the section with footnote references and you can have their overview directly while scrolling in the text, there is no additional list of footnotes to the particular text section.

8Footnotes to a table section

Same as for creating footnotes to the text sections, to add footnotes to the table sections you should be an authorized user - have editor or approver rights in the document.

Once you have opened the table, the footnote creation process is done in the text box right next to it.

Adding footnote to the table section highlighted

Please keep in mind that saving of the footnote is not possible without content. The respective warning is displayed while creating a table footnote, and the "Save" button is being disabled until you insert some content.

8.1Creating table footnotes as draft sections

After creating the new footnote to the table section, you can firstly create it as a draft section. It is only possible if your table is still in draft mode. Then, all of your newly created footnotes will be created as draft sections below the table. Looks like this:

Footnote text sections to the table section highlighted

8.2Creating table footnotes as review sections

Instead, if you add footnote text sections to the table in the draft mode, and share those for review right away, your table will automatically be shared for review as well.

Table section and footnote text sections shared for review highlighted

8.3Sharing table sections with related footnotes

If you have created a table in the draft mode, added a draft table footnote and then shared the table for review, the created footnote will also be shared for review.

This way, you can draft the table, including related footnotes as long as you want while the document is in the review mode. But as soon as you decide to share your table, all footnote text sections will be shared along too. Same, if you decide to share the footnotes to the table, the table as a leading section will be also shared for review.

Therefore, you can edit a table, then create several footnotes to the table, edit and delete some in draft mode and only then share the table inclusive the whole table section with table footnotes.

8.4Clicking on a footnote reference in the table section

If you click on a footnote in the table, SMASHDOCs will navigate you to the corresponding footnote text section in the list of table related footnotes.

Footnote text section highlighted after clicking footnote reference in the table

8.5Edit / delete footnotes to the table sections

Footnotes to table sections can be edited and deleted as normal text sections directly in the document. Details about footnote editing in the document see here 5 and about footnote deletion here 6.

9List of all footnotes in the document

The footnote text sections directory contains all footnotes in the document and can easily be navigated. See more about it here 4.2.

10Export of footnotes

Footnotes are currently supported in:

  • WORD export
  • WORD import
  • sdox export
  • sdox import

Once the document is exported to WORD the footnote text sections in SMASHDOCs get converted to standard footnotes in WORD.

Footnote text sections exported to WORD highlighted

But when this document is imported back to SMASHDOCs, the standard WORD footnotes get converted to custom footnote text sections in SMASHDOCs.

WORD document with standard footnotes imported back to SMASHDOCs