# Welcome

Welcome to the Laws.Africa Editor Guide.

This guide explains how to use the Laws.Africa platform to manage, mark up and consolidate legislation.


# Lesson plan

## Lesson 1 – Getting started

1. [Creating an account and logging into the editor](/getting-started/signing-up)
2. [How Laws.Africa digitises African legal information for public use](/getting-started/digitising-legislation)
3. [Akoma Ntoso](/getting-started/what-is-akoma-ntoso)
4. [How to find a task](/how-tos/tasks)
5. [Importing a document](/how-tos/documents-and-document-settings/importing-a-document)
6. [Cleaning up an imported document](/editors/cleaning-up-an-import)

## Lesson 2 – The editor

1. Recap: [Importing a document](/how-tos/documents-and-document-settings/importing-a-document)
2. Recap: [Cleaning up an import](/editors/cleaning-up-an-import)
3. Questions
4. [Terminology guide](/getting-started/terminology-guide)
5. [Style guides](/style-guides/laws.africa)
6. [Tables](/how-tos/mark-up/tables)
7. [Images](/how-tos/document-elements/images)
8. [Links](/how-tos/mark-up/work-with-links)
9. [Schedules and Annexes](/markup-guide/marking-up-schedules-annexes)
10. Comments and editorial notes

## Lesson 3 – The editor continued

1. Questions
2. Editing a document: [Schedules and Annexes](/markup-guide/marking-up-schedules-annexes)
3. Editing a document: [Tables](/how-tos/mark-up/tables)
4. Editing a document: [Images](/how-tos/document-elements/images)
5. [Resolving editor warnings](/editors/editor-warnings)
6. [Special keywords](broken://pages/-Lrj4WPrBeiNrZRyx68u)
7. [Special characters](/how-tos/document-elements/special-characters)
8. [Italicised terms](/how-tos/mark-up/italicised-terms)
9. [Search and rescue](/how-tos/search-and-rescue)
10. [Reviewer checklist](/editors/reviewer-checklist)


# Signing up

1. Visit [edit.laws.africa](https://edit.laws.africa).&#x20;
2. Click **Log in**.
3. Click **Sign up** or **Log in with Google**.
4. Enter your details and click **Sign up** again. You will now be logged in.
5. Click on your name in the top-right corner and then click **Profile**.
6. Click **Edit profile** to correct or add details.

![](/files/-M-sZZQNniM2N5VO-O3N)

![](/files/UDFq8BmOYtCZH5MHT7yR)

![](/files/-M-sa3ZMLipy6RBQhyZr)

![](/files/-M-sbp36XzE7wvBKLOCD)

![](/files/-M-scD36RsIelJQ2zCZ3)

![](/files/-M-scdEKZaEJvxTZHN_s)


# Digitising legislation

How Laws.Africa digitises African legislation for public use.

## Who is Laws.Africa?

[Laws.Africa](https://laws.africa) digitises African legislation for public use. We improve access to African law through the Legislation Commons, a machine-friendly collection of African legislation that is openly licensed.

Laws.Africa is a non-profit organisation based in Cape Town, South Africa.

## Digitising legislation

Laws.Africa digitises legislation into a machine-friendly format called Akoma Ntoso. We then publish it on partner websites in formats that are easy to find, search, read and share. This improves access to, and understanding of, the law.

* [OpenByLaws.org.za](https://openbylaws.org.za) is a Laws.Africa project that makes up-to-date South African municipal by-laws available for free. Users can browse, search and read the by-laws on their laptops or mobile phones, and download PDFs to print or for offline use.
* [NamibLII](https://namiblii.org) is a legal information website for Namibia, which includes legislation from Laws.Africa.
* [Gazettes.Africa](https://gazettes.africa) is a Laws.Africa project that makes African government gazettes available for free.

**Machine-friendly** legislation makes this possible. It means that a computer can understand the structure of the legislation and can automate a lot of tasks that used to be done by hand, such as creating a Table of Contents, text formatting, PDF generation, linking sections, etc.


# What is Akoma Ntoso

Akoma Ntoso is an XML language for marking up legislative documents.

[Akoma Ntoso](http://akomantoso.org/) is an XML markup standard for legislative documents. It captures rich metadata and structural information about legislation and allows a computer to automate common tasks.

Akoma Ntoso is a non-proprietary, open standard managed by OASIS.

Here's an example of what it looks like:

```markup
<section eId="sec_9">
  <num>9.</num>
  <heading>The rescue of stray dogs</heading>
  <content>
    <p eId="sec_9__p_1">
      A person who rescues a stray dog shall report the date
      and time of the rescue and a description of the dog
      to the Council within twenty four hours.
    </p>
  </content>
</section>
```

### Content, Structure and Presentation

Akoma Ntoso separates content and structure from presentation.

* **Content** is the words in a document (the white text in the example above).
* **Structure** is the hierarchy, such as parts, chapters and sections (the blue text in the example above).
* **Presentation** is the appearance and formatting of the document, such as font, text size, bold, underline and text justification. It's not included in the above example at all.

Treating these three elements separately makes it very easy to apply different presentations for different use cases, such as desktop, mobile and print.

![Content, Structure and Presentation as layers.](/files/-M-seiG8mZESqdJj9bXE)

### Working with Akoma Ntoso

The Laws.Africa editor makes working with Akoma Ntoso easy. So easy, that you never even have to see it! You don't have to worry about the complexity of XML or ensuring that the table of contents is up to date, it's handled for you.

Instead, you work with a simplified version of the document that focuses just on content and structure, that looks like this:

![](/files/q5QgTB5NUkTK1pKQmDLn)


# Terminology guide

A guide to the terms used on the platform.

![The terminology of Laws.Africa.](/files/-LqBVnUM1QOi5oWBT93k)

## Terms

### Work, Expression, Point in Time

A **Work** is the logical concept of an Act, By-law, Regulations, Notice, or other piece of legislation. A Work may change over time through amendments and may be issued in multiple languages. A Work may ultimately be repealed.

An **Expression** is a particular version of a Work, in a specific language and at a particular Point in Time. A Work may have many expressions associated with it. Expressions are also referred to as **Documents** on the platform.

A **Point in Time** is all the Expressions of a Work on a particular date. There is usually only one Expression at a particular date, unless the Work is available in multiple languages. Often, a Point in Time is synonymous with an Expression. Each Point in Time will have all the previous amendments applied to it, and the oldest (or first) point in time will be the work as originally published. Points in Time generally have an event associated with them, most commonly publication or amendment.

### Primary vs Subsidiary legislation

**Primary legislation** includes Acts and By-laws. They lay down the rights and obligations of government and citizens and usually focus on a certain subject area. \
Example: the Nursing Act.

**Subsidiary legislation** includes Regulations, Statutory Instruments and Orders and are made in terms of a Primary work. They often deal with the practical application of the rights and obligations laid down in a Primary work. \
Example: the Nursing Regulations (in terms of the Nursing Act).

### Principal, Commencing, Amending, and Repealing works

A **Principal work** can be a new Act, a new By-law, or a new set of Regulations.

A **Commencing work** is normally a Notice that provides the Commencement date for a Principal work. (Many Principal works commence on publication or specify their own Commencement date.)

An **Amending work** is a Work that makes changes to a Principal work. Amending works are published when government needs to update or change an existing piece of legislation.

**Amendments** are the changes that are applied to a Work by an Amending work. They are instructions of substitutions, insertions, and deletions that must be made to the text of the Principal work being amended.

When a Work is **Repealed**, it is no longer in force. This is done by a **Repealing work**, and the Repeal date of the Principal work is the same as the Commencement date of the Repealing work. Repealing works are published when government needs to remove or replace an existing piece of legislation.

### Assent, Publication, Commencement and Repeal dates

**Assent**: The date on which the Work is approved or signed by the relevant authority.

**Publication**: Usually the date of publication of the Gazette in which the Work is published.

**Commencement**: The date on which a work comes into force. If nothing is specified, it is often the publication date; to double-check, read the Interpretation Act of the country in which you’re working. Amendments to Principal works come into force on the Commencement date of the Amending work. The Repeal of a Work comes into force on the Commencement date of the Repealing work.

**Repeal**: The date from which a Work is no longer in force.

## Abbreviations

| Abbreviation | Meaning              |
| ------------ | -------------------- |
| GenN         | General Notice       |
| GG           | Government Gazette   |
| GN           | Government Notice    |
| LAN          | Local Area Notice    |
| LN           | Legal Notice         |
| Proc         | Proclamation         |
| PG           | Provincial Gazette   |
| PN           | Provincial Notice    |
| SI           | Statutory Instrument |


# Cleaning up an import

Once you have imported a piece of legislation, it needs to be cleaned up before we publish it.

{% hint style="info" %}
Content and structure is more important than matching exactly what the text looks like in the gazette (presentation).
{% endhint %}

{% content-ref url="/pages/4ZWFcw4CgdIOrRj36Fff" %}
[The importer](/how-tos/documents-and-document-settings/importing-a-document/the-importer)
{% endcontent-ref %}

{% content-ref url="/pages/-MA7AZ2T7nt0K9rLHnsS" %}
[Markup guide](/markup-guide/intro)
{% endcontent-ref %}

{% hint style="info" %}
Always prefer comparing against the original publication document; only compare against the imported docx when there isn't an original PDF to check against.
{% endhint %}

1. In the imported document, click **Show source** to see the imported file or publication document on the right-hand side of the screen.&#x20;
2. Remove superfluous text: The title, number, year, place, date, etc should all have been captured as metadata already and should show on the automatically generated coverpage (the top of the document in View mode). So those can come out, as well as the Table of Contents, which we also generate automatically (on the left-hand side). Click **Save draft** once this is done.
3. Check the structure: Does the automatically generated Table of Contents reflect all the Chapter / Part / Section headings and numbers that are in the pdf? (Crossheadings are not reflected in the Table of Contents, and should never be used for hierarchical elements.)
   * If there are any differences, investigate and resolve them before doing anything else.
   * Click **Save draft** once this is done.
4. Back to the top: Use the [Preface, Long title and Preamble](/markup-guide/preface-and-preamble) keywords as necessary. **Save draft**.
5. Run 'Analysis | References' and 'Analysis | Italicised terms'. This will automatically link references and italicise certain non-English terms. **Save draft**.
6. In general:
   * *Do* correct OCR (e.g. 0 instead of O) and whitespace (e.g. TheBoard instead of The Board) errors.
   * *Don't* correct spelling, grammar, punctuation, numbering, or cross-references; rather leave a comment on the document starting with 'note:', e.g. 'note: numbering as in original'. (There's no need to actively look for these types of errors, but it's fine for you to note them when you do notice them.)
   * If text was incorrectly linked or italicised automatically earlier, remove it manually. See [Working with links](/how-tos/mark-up/work-with-links) and [Working with italicised terms](/how-tos/mark-up/italicised-terms).
   * Save often :)
7. Structure:
   * See [Marking up the structure](/markup-guide/marking-up-the-structure).
   * For definitions that contain lists, use the [Numbered lists](/markup-guide/marking-up-the-structure#definitions) markup.
   * Make all headings [Sentence case](/style-guides/laws.africa#headings): only the first letter of the heading as well as any proper nouns or defined terms should be capitalised.
8. Sections:
   * Check the first and last words of paragraphs against the PDF.
   * Check line breaks: should two paragraphs be joined together, or one paragraph be split into two?
   * Check indents, especially of dangling text after the end of a list of paragraphs.
   * Briefly scan the text for OCR errors – but no need to check word for word.
     * If you notice multiple OCR errors in one document, pause what you're doing and alert the team. The document may need to be re-converted — maybe a whole batch of them!
9. You may also need to insert a [table](/how-tos/mark-up/tables), insert an [image](/how-tos/document-elements/images), or work with [Schedules](/markup-guide/marking-up-schedules-annexes).
10. Before submitting the task for review:&#x20;
    * [Resolve all editor warnings](/editors/editor-warnings).
    * Check the [Reviewer checklist](/editors/reviewer-checklist).
    * Run 'Analysis | Defined terms'.
    * **Save draft.**
    * Return to the Task page by clicking on "Tasks" which is on the top right of the ribbon at the top of the page.
11. Submitting the task for review:
    * &#x20;On the tasks page there is an "Add a comment" button if you need to alert the reviewer of anything before submitting for review.
    * **Submit for review**.


# Resolving editor warnings

## Steps

1. Check the Table of Contents on the the left-hand side for warnings.
2. Go to the provision to see where exactly the warning is coming from.
3. Edit the provision to resolve the warning; the warning will no longer be there after you Update.
4. Don't forget to save! :)

## Tips

* *Do* fix OCR errors and whitespace errors.
* *Don't* fix spelling, grammar, punctuation, or numbering errors; rather [make a comment](/how-tos/document-elements/making-comments) or [insert an editorial note](/how-tos/document-elements/inserting-editorial-notes).

## Examples

### All-caps headings

![](/files/-MaTcOYED00dgCVWY-dB)

Solution: Make the heading/s [Sentence case](/style-guides/laws.africa#headings).

### Empty body

![](/files/-MaTckTMpajL6VuJOgkn)

Solution: Remove the 'Schedule' introduction (keyword, heading, and subheading), and make sure the body of the document starts after the `BODY` keyword.

### Empty section

![](/files/-MaTinfKtfyPzE_mfZoK)

Potential solutions:

* Move the content of the section under the heading, if it's a section.
* Use the `PARA` keyword, if it's a numbered paragraph in a Schedule or Annexure.
* insert a `\` before the number so that it gets treated as normal text, if it's a numbered list in the main body.
* Delete the number and heading, if it's in the Arrangement of Sections from the original.

### Duplicate section numbers

![](/files/-MaTkCW-q3YF7tcUMlVu)

Solution: Check the section numbers in the original. If that's how they are, [insert an editorial note](/how-tos/document-elements/inserting-editorial-notes).

### Other duplicates

![](/files/-MaTlF0pbhafwHIZ4hUX)

Solution: Check the numbers in the original. If that's how they are, [insert an editorial note](/how-tos/document-elements/inserting-editorial-notes).

### Numbers don't follow

![](/files/-MaTlXtARCWjbbkOSxzj)

Solution:&#x20;

* First check that the previous element wasn't sucked into the one before it (in this example, see if subsection (3) is at the end of subsection (2)).
* Check the numbers in the original. If that's how they are, [insert an editorial note](/how-tos/document-elements/inserting-editorial-notes).

### Only one element

![](/files/-MaTm2M9OYu6g3FIAzoB)

Solution:&#x20;

* First check that the subsequent element wasn't sucked into this one (in this example, see if subsection (2) is at the end of subsection (1)).
* Check the numbers in the original. If that's how they are, [make a comment](/how-tos/document-elements/making-comments) ('note: as in original').
  * This way, if someone else sees the document and the warning, they'll know you've already checked it.

### (l) or (I) instead of (1)

![](/files/-MaU6gjU8k4Z-ttrYDg_)

Solution: These should usually be changed to (1). If in doubt, make a comment to ask for feedback from a reviewer.

### Broken word

![](/files/-MaTbiDcBsZP5koH2QD-)

Solution: These should usually be joined into one word ('responsible' in this case). If in doubt, make a comment to ask for feedback from a reviewer.

### Space before punctuation

![](/files/-MaU7NClpD6reZo5b3L7)

Solution: Find and remove the space. (You may need to use the 'Search' function in Edit view to find it.)

If there should be a space before punctuation for some reason, [make a comment](/how-tos/document-elements/making-comments) explaining why it isn't an error.

### Space missing after punctuation

![](/files/-MaU83a8GEwC23KnWuJc)

Solution: Insert the missing space.

If there shouldn't be a space for some reason, [make a comment](/how-tos/document-elements/making-comments) explaining why it isn't an error.

### Broken link

![](/files/-MaU8UmUkZVNm0AW4lRs)

Solution: See [Working with links](/how-tos/mark-up/work-with-links).

### Image missing attachment

![](/files/-MaUA9zGqd_3dv59h5Dm)

Solution: Make sure the name for the file given in Edit view has a corresponding attachment on the document.

### m2

![](/files/-MaUAVhNLv7mn1m6lRud)

Solution: Superscript the 2: `300m2` → `300m{{^2}}`, or make a comment if it shouldn't be superscripted.


# Reviewing a document

## Guiding principles

When you review someone else's work, your goals are to:

* catch errors that weren't spotted by the first editor
* provide constructive feedback to the first editor
* make note of other changes that may still need to be done
* publish the content.

## How to review a document

1. Assign an 'Import content' task that has been submitted for review to yourself.
2. Follow the link on the task to the work overview page.
3. Open the imported document.
4. Click **Show source** to see the imported PDF.
   * Always prefer comparing against the original publication document; only compare against the imported docx when there isn't an original PDF to check against.
5. Compare the document against the imported file.
6. Note any changes to be made on the document using comments.
   * For metadata changes (e.g. missing multiple commencements, an incorrect assent date), [create a task from each comment](https://docs.laws.africa/how-tos/tasks#creating-a-task-from-a-comment). These tasks should be resolved before the work is signed off.
7. If the first editor needs to make changes before the document can be published, click **Request changes** on the task. You can add a general comment at the same time.
8. When the document is ready to be published:
   * Link the defined terms again ('Analysis | Defined terms').
   * Click **Save & publish** on the document (drop-down next to **Save draft**).
   * Click **Approve** on the task.
9. If for some reason the document has already been published but changes still need to be made to it, click **Unpublish & save** on the document (drop-down next to **Save & publish**) before requesting changes. (Only reviewers can make changes to published documents.)

![](/files/-MYz6c8196fn-hEw6D_6)

{% hint style="info" %}
The most important part of the process is where you click **Save & publish**, don't forget this crucial step!
{% endhint %}

### Tips

* Use comments on the document to provide feedback about individual issues.
* Use comments on the task to provide more general advice.
* Make new tasks to record other changes that still need to be done, such as linking amendments or a commencing work.
* If a document is almost ready to be published and there are only a few small changes, you can make the changes yourself and leave a comment on the task to let the first editor know what changes you made, so that they know for next time.

{% content-ref url="/pages/-LritxoC61vwAf2TAIFO" %}
[Reviewer checklist](/editors/reviewer-checklist)
{% endcontent-ref %}

### Exercise

UPDATE / DELETE

Copy and paste the text below into the editor (make sure your document is blank).

```
PREFACE

An Act to establish the Nigerian Customs Service Board and for matters connected therewith.

**Preamble**

WHEREAS text text text, be it enacted as follows:―

BODY

CHAPTER 1

CROSSHEADING The Nigerian Customs Service Board

Part l - Establishment and Composition of the Nigerian Customs Service Board

1. Establishment of the Nigerian Customs Service Board

(1) There is hereby established under the control of the Federal Ministry of Finance, a board to be known as the Nigerian Customs Service Board (in this Act referred to as "the Board") which shall be responsible for the administration of the Customs and Excise Management Act.

(2) Accordingly-

    (a) any reference in the Customs and Excise Management Act-

    [[1993 No. 77.]]

        (i) to the Customs, Immigration and Prisons Service Board or to Board, shall be construed as a reference to the  Nigerian Customs Service Board established under this Act;

        (ii) to Minister, shall be construed as a reference to the Minister charged with responsibility for matters relating to finance.

2. Membership of the board

(I) The Board shall comprise-

[1993 No. 77.]

    (a) the Minister of Finance who shall be the chairman;

    (b) the Comptroller-General of Customs who shall be the deputy chairman;

    [[1993 No. 77.]]

    (c) all the deputy Comptrollers-General;

    (d) one person to be appointed from the Federal Ministry of Finance;

    (e) one person to be appointed from the Federal Ministry of Commerce;

    (f) one person to be appointed from the Federal Ministry of Industry;

    (g) one person to be appointed from the Federal Ministry of Transport

    (h) the legal adviser to the Nigerian Customs Service Board, who shall also head the legal division of the service to be appointed from the Federal Ministry of Justice;

        (i) two other persons to be appointed from any two of the following institutions, that is-

        (i) commercial banks;

        (ii) reputable economic or trade consultancy firms;

        (iii) the universities;

        (iv) the Nigerian Association of Chambers of Commerce, Industries, Mines and Agriculture; and

        (v) the Manufacturers Association of Nigeria,
        
    provided there is no conflict of interest; and

    (j) the chairman of the Federal Inland Revenue Service.

(2) The Minister of Finance shall appoint the persons mentioned in paragraphs (d) to (g) and (i) of subsection 1 of this section, after due consultation with the appropriate Ministry or institution.

(3) The provisions set out in the Schedule to this Act shall have effect with respect to the proceedings of the Board and the other matters therein mentioned.

Part II - Functions and powers of the Board

4. Functions of the Board The Board shall be responsible for-

    (a) formulating the general policy guidelines for the Nigerian   Customs Service (in this Act referred to as "the Service");  and

    (b) administering the Customs and Excise Management Act and, accordingly, the Board shall-

        (i) subject to the general control of the Minister, control and manage the administration of the customs and excise laws; and

            (ii) collect the revenues of customs and excise and account for them in such manner as the Minister shall, from time to time, direct.

5. Powers of the Board

(l) The powers, being exercised by the Customs, Immigration and  Prisons Service Board to appoint, promote and exercise disciplinary control over staff of the Service are hereby vested in the Board.

(2) The Board shall have power-

    (a) to appoint persons to hold or act in all the offices in the  Service, including power to make appointments on promotion or transfer and to confirm appointments; and

    (b) to dismiss and exercise other disciplinary control over persons appointed pursuant to paragraph (a) of this subsection.

(3) If the Board thinks it expedient that any vacancy in the staff of the Service should be filled by a person holding office in the civil service of the Federation or of a State, it shall notify the appropriate Civil Service Commission to that effect and thereafter the Board may, by arrangement with the Civil Service Commission concerned, cause such vacancy to be filled by way of secondment or transfer.

(4) Where a person is seconded under subsection (3) of this section, he shall be notitied of the terms and conditions of the secondment, 
and the secondment shall be without prejudice to any pension rights which but for the secondment would still accrue to him.

(5) A person seconded pursuant to subsection (3) of this section may elect, subject to the approval of the Board, to be transferred to the Service.

(6) A member of staff of the Service may elect to be transferred or seconded to any other civil service in the Federation and such right of transfer or secondment shall not operate to the disadvantage of the member of staff concerned.


SCHEDULE - Schedule

CROSSHEADING Amendment of laws

CROSSHEADING (Section 3)

PARA 1. Text text text.

PARA 2.

(1) Text text text.

(2) Text text text.

PARA 3. Text text text-

(a) text text text;

(b) text text text.


```

* [ ] Click Update.
* [ ] Using only comments on the document (do not make any changes yourself), point out any errors that should be corrected.
* [ ] Use the reviewer checklist to methodically work through the document from start to end.

{% content-ref url="/pages/-LritxoC61vwAf2TAIFO" %}
[Reviewer checklist](/editors/reviewer-checklist)
{% endcontent-ref %}

{% hint style="info" %}
Types of errors:

Keywords used incorrectly: 5 \
Numbering errors: 4 \
Indentation errors: 6 \
Heading errors: 2 \
Line break errors: 2
{% endhint %}


# Reviewer checklist

For straightforward Acts

### Macro structure / issues

* [ ] Table of Contents: numbers follow
* [ ] `PREFACE`, `LONGTITLE`, `PREAMBLE`, `BODY` used as and where appropriate
* [ ] Commencement date/s captured
* [ ] Schedules: headings / subheadings / section references marked up correctly
* [ ] Headings are [Sentence case](/style-guides/laws.africa#headings)
* [ ] Defined terms captured
* [ ] References linked correctly (and no references linked incorrectly)
* [ ] Terms italicised correctly
* [ ] Editor warnings all resolved

### Keywords

* [ ] Heading keywords used appropriately (e.g. `PART`, not `CROSSHEADING Part`)
* [ ] Formatting (`//` for italics and `**` for bold) not overused, e.g. not used for crossheadings
* [ ] Table heading style used rather than manually bolding text
* [ ] Superscripts (`12{{^th}}`) and subscripts (`CO{{_2}}`) captured

### Structure

* [ ] Subsection, paragraph, etc. numbers follow
* [ ] Annotations indented correctly
* [ ] Text at end of nested lists indented correctly
* [ ] Line breaks – text that was pulled back into section heading
* [ ] Line breaks – heading that ran over a line
* [ ] Line breaks – body text that was incorrectly broken up

### OCR issues

Check for these by skimming the text and searching for repeated occurrences of any errors.

* [ ] (1) accidentally recorded as lowercase (L) or uppercase (i) (there should be an editor warning for this)
* [ ] Words joined together, e.g. `of the` recorded as `ofthe`
* [ ] Ligatures misrecognised, e.g. `ri` recorded as `n`
* [ ] Numbers picked up incorrectly (e.g. SO,OOO instead of 50,000)
* [ ] Currency symbols misrecognised (e.g. N instead of ₦)


# Signing off a work

Signing off a work makes it available on a publishing partner's website (e.g. [lawlibrary.org.za](https://lawlibrary.org.za/)).&#x20;

The purpose of the 'Review and publish changes' task is to make sure that what we have captured on the platform is ready to be seen publicly. This includes the **metadata** and the **content**.

## Picking up a sign-off task

To find sign-off tasks, filter to 'Sign-off' under 'Task type' in any task listing view.

![](/files/DJyW3gWeOoSsHFXthKhS)

As with any other task, click the task title to go to the task detail page and select yourself under 'Assign to'.

![](/files/wWHxmlIhXwpQ78wLJNnB)

Click 'Review changes' to see the changes that have been lined up for sign-off.

## Before starting the review

Have a look at any open tasks on the work. Presumably the Import task has been done, or the latest amendment has been applied, but are there any other outstanding tasks?&#x20;

You'll need to make a judgement call based on what those tasks might be: can the work go live to the public before an outstanding question is addressed?

For example, if crucial metadata is missing and we've used a placeholder for, say, the Act number and year, this work probably shouldn't be signed off yet. In this case, you can mark the sign-off task as blocked by the other task on the work and move on to the next task for the time being.

But if there's a task open to indicate not all defined terms were captured by the terms finder, this shouldn't block the sign-off.

## Doing the review

![The first part of the sign-off task (metadata)](/files/kuI2ThiuAICtvvwUAlqE)

In the above example, the work is being published for the first time.

Every new item (in this case all of them) is highlighted in green. Any items that have been removed since the last sign-off will be highlighted in red.

Each of the pieces of metadata should be checked against the original. If all are right and none are missing, check the 'Approve these changes' box, and click 'Next'.

![The next part of the sign-off task (content)](/files/uTeXESqfuq4eL4Ogf1hN)

Check the content against the original, looking especially at the structure of the document.

If a commencements table appears at the top, make sure to check each of those entries as well.&#x20;

* If a provision has been inserted / added by an amendment, this provision will show in the commencements table as "uncommenced". It should be showing as having commenced on the effective date of the amendment, so this needs to be fixed.
* You will have to do this manually, i.e. go to the commencement tab on the work and create a new commencement at the appropriate date by that amending work, then tick the new provisions that have been inserted.
* See here for detailed instructions on how to create a new commencement date: [Working with commencements](/managing-works/creating-and-editing-works/working-with-commencements#insertion-of-new-sections-by-amendment).

Once the commencement table is complete, go to the "commencements" tab on the work and remove any notes that have been left regarding which provisions commence on the different dates. If the work is a stub, **do not remove** the notes as stubs do not have commencement tables and we need to have that information recorded.

If everything looks good, check the 'Approve these changes' box at the bottom of this page too.

![](/files/T3pDxmse3X9FuZEJMkso)

Once all the changes have been approved, the 'Publish changes' button will activate. You should click it to complete the task.

{% hint style="info" %}
Unlike with other tasks, you don't need to approve or close the 'Review and publish changes' task. It automatically closes when you click 'Publish changes'.
{% endhint %}

## What if it's not all good?

The above is the ideal scenario: a final eye over to confirm nothing has slipped through the cracks before the work goes live to the public.

If changes do need to be made, there are two common patterns to follow:

### Make tweaks and publish

* If the **content** needs to change:
  * Edit the document, and click 'Save & publish' when it's ready.
  * Give **feedback** to the editor and reviewer of the Import task by making a comment on the closed task describing the tweaks you made. They should both receive notifications of the comment, but you'e also free to follow up with them.
* If the **metadata** needs to change:
  * Check with the researcher or the project owner before making metadata changes, as they may have more context than you.
  * Once you're on the same page, edit the work or the relevant commencement.
* When you're confident the sign-off task can proceed:
  * **Reload** the page if you still have it open, or 'Publish changes' at the end will fail.
  * Continue with your review.

{% hint style="warning" %}
The part about reloading the page before continuing the review is serious – don't end up having to review the same thing twice!
{% endhint %}

{% content-ref url="/pages/-LqB7Vg8b3ma6t8RQ-35" %}
[Creating and editing works](/managing-works/creating-and-editing-works)
{% endcontent-ref %}

{% content-ref url="/pages/-M4Tqmyaym8pbsAw-6dC" %}
[Working with commencements](/managing-works/creating-and-editing-works/working-with-commencements)
{% endcontent-ref %}

### Placeholder date&#x20;

Sometimes we might get documents that need to be imported that do not have dates. To solve the problem of importing these documents while we look for a date, we use the date **01-01-1600** as a placeholder. When you see a work with this date, **please do not sign it off**. Such a work can only be signed off once the correct date has been found. On encountering such a work, create a task on it detailing that the correct date needs to be found, if such a task does not already exist.&#x20;

### Send back for changes

This should be a rare case, as major changes should be picked up during review. But if the content still needs a lot of work, or the wrong document was imported, for example:

* Reopen the closed Import task, with a comment describing the changes that need to be made.
* Mark the sign-off task as blocked by the now-open Import task.

{% hint style="warning" %}
Once the Import task has been re-approved, the Sign-off task will need to be **unblocked and submitted** before the sign-off is done, since it's a special type of task that only really exists in the 'pending review' state.
{% endhint %}


# Unconstitutional provisions

When a judgment declares (a) provision(s) of a work to be unconstitutional, we can add an enrichment do the document on Indigo to reflect the same.

## Step 1

Open the relevant  imported document on from the work timeline.

<figure><img src="/files/MvqPIjXE5f39fIrkAonQ" alt=""><figcaption></figcaption></figure>

Open the document and type the word "enrichments" at the end of the url in the address bar, and wait for the page to load again.

<figure><img src="/files/rwWf3yxgNAaiLLzomdbZ" alt=""><figcaption></figcaption></figure>

## Step 2

Highlight the number of each provision that has been declared unconstitutional by the judgment and click the "Add unconstitutional provision" button in the margin.

If more than one provision has been declared unconstitutional, record them individually, for example paragraphs (b) and (c) in section 6 below. (Selecting both paragraphs in one go would mark the whole section as unconstitutional.)

<figure><img src="/files/8E7sZFihB5t7mkGaJxHW" alt=""><figcaption><p>If paragraph (b) of section 6 was declared unconstitutional.</p></figcaption></figure>

## Step 3

Fill out the form.

<figure><img src="/files/oXrkCsGduawAFyV9Um8g" alt=""><figcaption></figcaption></figure>

* the "date deemed unconstitutional" is the judgment date of the judgment making the declaration.&#x20;

  <figure><img src="/files/FxxUndUhl63f9ytaleCk" alt=""><figcaption></figcaption></figure>
* the "end of suspension period" date is the date by which parliament is instructed in the judgment to have repealed or rectified the unconstitutional provision.

  &#x20;

  <figure><img src="/files/emTGKXrNARTmAqDQHBke" alt=""><figcaption></figcaption></figure>
* the "judgment  FRBR URI" is the URI of the judgment as seen on the publication website from "/akn..." to before the end on the reference to the language and date.&#x20;

  <figure><img src="/files/1Oe395NY8QUohNugCCco" alt=""><figcaption></figcaption></figure>

  In the example above the the judgment FRBR URI is "/akn/tz/judgment/tzca/2025/587"
* If the entire work has been declared unconstitutional, please check the box. (In this case, you can select any text at the start, it will move to the top of the page once you save.)

  <figure><img src="/files/egiThKLk1U2N4jMEMQj8" alt=""><figcaption></figcaption></figure>
* Add text with extra detail, if relevant. This field is optional, so don't just repeat everything you've recorded in sentence form to put something here.
  * Example where the judgment is not available on the publisher website, and could therefore not be linked:

    <figure><img src="/files/OPUxCPISW6MmINCVB6Aw" alt=""><figcaption><p>"The Constitutional Court in Nathan Nandala Mafabi, Enoka Musundi, Sam Wagona and Hajji Hussein Mumenya Vs Attorney General, Constitutional Petition No. 46 of 2012 declared sections 6(3), 9, 10(6), 10(7), 17, 26(1), 28(2), 28(3), 47(1), 50, 51(2), 59(5), 59(6), 59(7) and 59(8) of the Cooperative Societies Act inconsistent with and in contravention of Articles 29(1 )(b), 29(1 )(e) and 40(2) of the Constitution and accordingly declared the sections null and void to the extent of the inconsistency."</p></figcaption></figure>

{% hint style="info" %}
Once they've all been added as detailed above, the work can be signed off for the unconstitutional provision details to be published online.
{% endhint %}

## Step 4

Once the unconstitutionality has been resolved, that is, once the provision has been repealed or amended, you'll need to edit the form again:

* Check the "resolved" button to indicate that the issue has been resolved.
* Add the date on which the issue was resolved. This will be the commencement date of the amendment work that resolved the issue.
* Link the amendment work that resolved the issue. (It must already exist on the platform.) This part is a bit slow, try pasting in the title and wait a bit; and make sure the linked work is in the right country by checking the FRBR URI.

<figure><img src="/files/HQPwP4pWxsQBKKwG8ofD" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
The updates will need to be signed off too :slight\_smile:
{% endhint %}


# When the document isn't ready

When a work with an unconstitutional provision doesn't yet have a published document to which we can add these details, please create a task on the work for the provision to be marked as unconstitutional once the document has been created and signed off. Be sure to add a date on the task.


# Tasks

## Finding tasks

1. In the navigation bar at the top of each page in the platform, click **Tasks**.
2. You will be taken to the 'My tasks' tab, which lists:
   * Your current tasks (tasks that have been assigned to you that you haven't submitted yet),
   * Tasks waiting for approval (tasks that you have submitted), and
   * Your recently approved tasks (tasks that you have successfully completed in the past while).
3. Click **Priority tasks** to see all the tasks that are in Projects that have been prioritised.
4. Click **All available tasks** to see all the tasks that are available.
5. Filter these tasks lists by:&#x20;
   * Their state (Open or Pending review),
   * Their type (start with 'Import content' tasks), and/or
   * Their country.

![The navigation bar](/files/-MaTSBIiupKxS_P4nwp9)

![The 'My tasks' tab](/files/-MaTTJ6Kb2zwfnYmjlgZ)

![The 'priority tasks' tab](/files/-MaTUogCFpbHaTsA9HEY)

![The 'All available tasks' tab](/files/-MaTUPG-7mAxMZlIhZJD)

![Tasks filtered to 'Open', 'Import content', 'Zimbabwe'](/files/-MaTVb0rKGqXg7QG2IYa)

## Doing tasks

Once you have found a task:

1. Click on the task title (e.g. 'Import content') to go to that task's page.
2. Assign the task to yourself by clicking **Assign to** and choosing your name from the dropdown.
3. Read the instructions.
   * For 'Import content' tasks follow the instructions at [Importing a document](/how-tos/documents-and-document-settings/importing-a-document).
   * For 'Apply amendment' tasks follow the instructions at [Amending works](/managing-works/amending-works).
4. Once you have completed the task, click **Submit for review**. The content will be reviewed by a second editor. They may return it to you for changes or approve the task and publish the document – you will get an email notification either way.

![An 'Import content' task](/files/-MaTXlTErb_jc-ZyCfVb)

## Creating a task from a comment

One of the most common ways of creating a task to create it from a comment on a document.

1. **Make a comment** by selecting some text and clicking the speech bubble on the right-hand side of the page, writing the comment, and clicking 'Comment'.
2. **Create a task** by selecting 'Create task' from the drop-down in the top-right corner of the comment.

The task itself will have a preview of the part of the document where the comment was made.

![](/files/oHHQco4FvWM1jwDYBasn)

![](/files/aUE74G0XgqFdoZi0QWil)

![](/files/hdaOhX1VqdbMk3RFL6ht)

![](/files/PUcshe4brpoOz5b6e6V5)

![](/files/iqfryhNDRvc3Mm6YXxxQ)


# Documents and document settings


# How to handle non-English documents

### How to import a document in a language other than English

If a document exists in more than one language and you wish to add different versions of the same document:&#x20;

* Open the work on the overview page.
* Scroll down to the point(s) in time.
* **Create a new document at the same point in time**. To do this click Manage points in time.

<figure><img src="/files/LZlGPik2uYsTjJQNNkWB" alt=""><figcaption></figcaption></figure>

* Click "import document."

<figure><img src="/files/J7Jri3AEWTFtXp675f4G" alt=""><figcaption></figcaption></figure>

* Select the appropriate language.
* Upload the .docx version of the document. (Use the PDF to check against as the authoritative source.)&#x20;
* Select the section display.
* Click "go for it" to import the document.

<figure><img src="/files/M4bk3EvWZKgJn6AIwNdu" alt=""><figcaption></figcaption></figure>

### How to change the short title of a document to the relevant language

* On the works page change the language of the short title.
* &#x20;To do this at top right corner of page Click Settings, Properties, change the Short Title into the language of the work as it appears on the work.&#x20;
* For French documents do not capitalise words such as aux, pour, le, la, l’, à.
* Follow the instructions on how to deal with headings because these can be applied to titles. Style points that apply to all our projects can be found there <https://docs.laws.africa/style-guides/laws.africa#headings>
* check how a word is capitalised in the content of the document for guidance.
* &#x20;Pay close attention to correct accents on letters for non-English works.
* &#x20;Click close. Click save draft.

<figure><img src="/files/PH92VRAkQvjYHQvorQNT" alt=""><figcaption></figcaption></figure>

\ <br>

<figure><img src="/files/scmR8Hx34lBp8CCDybxe" alt=""><figcaption></figcaption></figure>

### <br>


# Importing a document

Follow these tips for getting the best results when importing documents:

* Prefer Word (.docx) documents; use PDFs only as a last resort.
* Make sure the document uses manual, not automatic, numbering.
* Remove the Table of Contents / Arrangement of Sections at the start of the document.
  * This should no longer be required, but can help if you're having issues.
* Make sure that the text isn't in images or text boxes in the input file.
* Make sure tables are correct, and haven't for example been marked up only using tabs in the input file.

## Importing a Word document

1. Assign the task to yourself: click 'Assign to' and select your name from the list.
2. Follow the link given in the task's instructions, find the correct Word document, and download it.
3. Follow the link to the work overview, which is right under the task title.
4. On the work overview page, click **Manage points in time**.
5. At the consolidation date, click **Import document**. (If you're not sure of the date, see the instructions on the task.)
6. On the 'Import a document' page:
   1. Choose a language.
   2. Choose the file you downloaded earlier.
   3. To determine what the section titles look like, open the document. Choose from the options given under 'What do section titles look like?'
   4. Go for it!
7. See [The importer](/how-tos/documents-and-document-settings/importing-a-document/the-importer) for details on how a document is expected to be imported. If the document does not import cleanly, alert the team and pause work on it.
8. Once imported, the document will open and will be ready for [clean-up](/editors/cleaning-up-an-import).
9. After the imported document has been cleaned up, click **Submit for review** on the task. The content will be reviewed by a second editor. They may return it to you for changes or approve the task and publish the document – you will get an email notification either way.

![](/files/-MaT-oKzRKQopAMKOYhl)

![](/files/-MaT0CHBqDuBP1IUvYUJ)

![](/files/-MaT0fkQHm5R1v_5Z6Lp)

![](/files/-MaT0l8zFLoD7lUXFQ3l)

![](/files/-MaT10y-x9tr_nJIy99k)

![](/files/-MaT1AycnD1f3GVUU7sR)

## Importing a Gazette PDF

1. Assign the task to yourself: click 'Assign to' and select your name from the list.
2. Follow the link to the work overview, which is right under the task title.
3. Download the gazette from the work overview by clicking the link ending in `.pdf`.
4. On the work overview page, click **Manage points in time**.
5. At the publication date, click **Import document**.
6. On the 'Import a document' page:
   1. Choose a language.
   2. Choose the file you downloaded earlier.
   3. Choose the pages to import –  make sure you don't skip the start or end of the legislation you're importing.
   4. Drag the corners of the blue box to exclude running headers and footers (but don't exclude any text).
   5. To determine what the section titles look like, scroll sideways until you find a section heading, and choose from the options given at the bottom.
   6. Go for it!
7. Once imported, the document will open and will be ready for [clean-up](/editors/cleaning-up-an-import).
8. After the imported document has been cleaned up, click **Submit for review** on the task. The content will be reviewed by a second editor. They may return it to you for changes or approve the task and publish the document – you will get an email notification either way.

![](/files/-LuCUD2CSCcHgaGs9jtk)


# The importer

This page describes how the importer is expected to work.

If it’s *not* doing some of the things described in this document, it’s a **bug** and we need to know about it.

If it *should* be doing anything that’s not described in this document, it’s a missing **feature** and we also need to know about it.

## Main elements

These should all be recognised:

* Chapter
* Part
* Subpart
* Article
* Section
* Subsection
* Paragraph
* Subparagraph
* Items
  * These should only be in the definitions sections
  * There should be no paragraphs or subparagraphs in the definitions section
* Annexure, Appendix, Attachment, Schedule

### For all recognised elements

The following should be picked up:

* Keyword (e.g. `CHAP`, `PART`, `SEC`)
* Number
* Heading

{% hint style="info" %}
There should be a ‘ `-` ’ between the number and the heading.
{% endhint %}

### For Annexures, Appendixes, Attachments, and Schedules

* There should be no dash before the heading.
* The subheading should be picked up as well.
* There should be `PARAGRAPHS` and `SUBPARAGRAPHS` within these, and no `SECTION`s.

## Indentation

### Indentation of elements

The importer will do its best to place e.g. Parts inside Chapters, sections inside Parts, subsections inside sections, etc.

It won’t always get the top level 100% right, especially where:

* The Table of Contents / Arrangement of Sections wasn’t removed from the Word document before import
* There are variations in the internal structure, e.g. the first Chapter contains Parts but the next one doesn’t (that should actually be fine but something like that)

So the top-level structure should still always be checked first.

### Indentation within elements

> Some intro text:&#x20;
>
> (a) first para; and&#x20;
>
> (b) second para,&#x20;
>
> except something that applies to both previous paragraphs.

In cases like this, the importer will do its best to unindent that last piece of text to the correct level — within the containing element if there is one, but not within the final (sub)element.

However, human intervention will always be required here as simply looking at the shape without reading the words or understanding the context will never be enough to tell the importer where that text should go.

Editors should check for:

* False positives: where the importer has unindented text that should actually be part of the final element. Sometimes an element legitimately contains two or more paragraphs of text, like in places where provisos always go on the next line.
* Missed matches: where the importer has failed to unindent the final element, or has put it in the next element or as a standalone paragraph. This is especially common in the definitions section, where the ‘exception’ text should be indented under `ITEMS` but not under the final `ITEM`.

## Other elements

### Annotations

When a standalone paragraph begins with a \[ and ends with a ], the importer will automatically apply the annotation mark-up.

### Quotes

Quotes should be fairly clean — no instances of two single quotes instead of one double (`''` instead of `"`) — and should in general not require any clean-up or adjustments after import.

### Tables

Tables should import cleanly, including ‘colspan’s and ‘rowspan’s (where cells are merged horizontally or vertically).

### Arrangement of Sections / Table of Contents

The importer does not try to remove this. It’s risky to remove text from a document without any human oversight, so the best would be for these to be removed manually from Word documents before they’re imported.

### Preface and Preamble

The importer assumes that the Body of the document starts at the first element — be it a Chapter, Part, section, paragraph, etc. If it has a keyword (with rare exceptions, which the importer ignores), it’s in the body.

The importer then looks for the word ‘Preamble’ in the pre-body text of the document, and puts everything from ‘Preamble’ onwards and before the body into the Preamble. This currently only works on English documents.

Then, whether or not it found a Preamble, it puts everything before the body into the Preface.

You’ll notice that in documents where the Arrangement of Sections / Table of Contents hasn’t been removed, everything before that goes into a Preface and then the AoS starts in the BODY: That’s because it thinks that the first item in the AoS is a numbered paragraph, and those don’t go into the Preface.


# Going back to a previous version of a document

Every now and then, a mistake is introduced into a document and we need to return to a previous version of it. This page describes how to do that.

{% hint style="info" %}
Pro tip:

If you're busy editing and something goes horribly wrong when you hit Update, just refresh the page to return to the last saved version of the document.&#x20;

Any other unsaved changes will also be lost — another reason to save often 😉
{% endhint %}

If you have already saved and want to return to a previously saved version of a document:

1. Open the 'Changes' panel.
2. Select the version you want to return to.&#x20;
   * Note: The changes shown for each version are the differences between the previous saved version and that one.
3. Click 'Restore this version' and confirm.

{% hint style="warning" %}
Any unsaved changes, as well as any changes saved after the version you are restoring to, will be discarded.
{% endhint %}

<figure><img src="/files/19GEItc5exsUizpyLvIC" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/g9ihABXP22TLMuvlceAy" alt=""><figcaption></figcaption></figure>


# Changing a document's date

1. Open the document (View mode).
2. Click 'Settings | Properties…'.
3. Under 'Expression date', select the right date, and Close the pop-up.
4. Save.

<img src="/files/-MAjYpnyTwqlLFKqWr5N" alt="" width="188">

![](/files/-MAjZDBiAYxPtmAS4knV)

![](/files/-MAjZhgwkXHOdyXlaSMi)


# Changing a document's short title or language

Usually, a document on a work shares the work's short title.

But some documents won't share the work's title, for example if a document is in a different language from the primary language, or the work's short title has been amended over time.

To change the document's short title and/or language:

* Open the document (View mode).
* Click 'Settings | Properties…'.
* Under 'Short title', update the short title for the document.
* Under 'Language', select the right language for the document.
* Close the pop-up. Note that the work's short title is unchanged, while the document's title has been updated.
* Save.

<img src="/files/TCj9V6xV5iE4wJYcBZp9" alt="" width="279">

<img src="/files/WAYkMMkNU0zadakh3Qu6" alt="" width="563">

<img src="/files/UDaLlNp800WV69exTlD9" alt="" width="563">


# Deleting a document

You can delete a document by clicking 'Settings | Delete'.

<figure><img src="/files/9BRHzJADsGUtcjEZFvDz" alt="" width="197"><figcaption></figcaption></figure>

{% hint style="warning" %}
You cannot delete a published document. Mark it as a draft first.
{% endhint %}

{% hint style="info" %}
Only users with a Review badge, which includes the 'Can delete document' permission, can delete a document.
{% endhint %}

{% hint style="info" %}
If you delete a document by accident, an administrator can undelete it for you.

Administrators: visit `/admin/indigo_api/document/` and click on the document to recover, scroll down to find the **Deleted** checkbox, uncheck it and click 'Save'.
{% endhint %}


# Document elements


# Inserting an image

{% hint style="warning" %}
We use images for maps, logos, and photos only.
{% endhint %}

Take a partial screenshot of the image you want to insert (search online for how best to do this in your operating system).

1. Save or rename the file as something useful, e.g. 'logo' or 'map'. DO NOT include spaces in the filename.
2. In a document, enter Edit mode and click 'Insert | Insert image …'.
3. In the popup, click **Choose a file** and select your screenshot.
4. Once it has uploaded, select it and click **Insert image**.
5. In Edit mode, only some text will appear but if you click **Update**, you should see your image.

{% hint style="info" %}
Under 'Attachments' on a document, you can upload more files.

You can also edit their filenames or delete unneeded ones, by clicking the pencil (edit) and trashcan (delete) icons.
{% endhint %}

![](/files/-M-tGbL8wLLSSkAWa-IB)

![](/files/-M-tGkYYBoe1DaepxuSS)


# Inserting special characters

In Windows, use the [Character Map](https://support.microsoft.com/en-za/help/315684/how-to-use-special-characters-in-windows-documents) (you should be able to access it by tapping the Windows key once, then typing 'Character Map'), or use [Alt codes](https://usefulshortcuts.com/alt-codes/).

On a Mac, use the [Character Viewer](https://support.apple.com/en-za/guide/mac-help/mchlp1560/mac).

In Linux, you can use [Unicode codes](https://fsymbols.com/keyboard/linux/unicode/).


# Making comments

Some typos, like a missing space after a comma, can be fixed without comment.

Others, like a misnumbered element, may not be changed by anyone other than the official source of the legislation. We leave these as is and [insert a note](/how-tos/document-elements/inserting-editorial-notes).

For typos or grammar errors that have a likely correction, but we can't be completely sure without checking with the drafters of the legislation, we make a comment as follows:

1. Highlight the text.
2. Click on the comment bubble on the right (it will only appear once text is selected).
3. Make a comment and click **Comment**.

### Tips

You can reply to comments, create tasks from them, and if it's your own comment you can resolve or delete it.

![Select the text and click on the comment bubble](/files/-MaU3I1-Az1U-PXcRLXj)

![Type your comment and click Comment](/files/-MaU3WvBHQaiLjI14Wxy)

![Use the 'up / down' arrows to jump between comments on a document](/files/-MaU3eR29XthcOugeofz)

![Click on the dropdown of an existing comment to do more](/files/-MaU5LwMouEmvKO0emP3)


# Inserting editorial notes

{% content-ref url="/pages/yp8os3tf1ue1oOQCYIaa" %}
[Marking up annotations](/markup-guide/marking-up-annotations)
{% endcontent-ref %}

Where there is a very obvious error in numbering in the original Gazette, as well as making a comment in the margin please also insert an editorial note in the actual document, like this:

(1) blah blah blah\
&#x20;    (a) blah blah\
&#x20;    (b) blah blah\
&#x20;    (d) blah blah\
&#x20;    *\[Please note: numbering as in original.]*\
&#x20;    (e) blah blah

or

1\. blah blah\
2\. blah blah\
3\. blah blah\
3\. blah blah\
*\[Please note: numbering as in original.]*\
4\. blah blah

As you can see,  the note goes directly under where the error occurs.


# Mark-up


# Fixing all-caps headings

1. In View mode, click 'Analysis | Make headings Sentence case'.
2. Review and fix headings.
3. Don't forget Step 2.

### Tips

* Only run **Make headings Sentence case** when the headings are all-caps.
* Run it as a first step, then check individual headings and re-capitalise proper nouns and acronyms.
* Never run it as a last step.
* Quick-edit sections that need words re-capitalised by clicking the pencil next to the heading.

![Quick-edit section 2: 'inspector-general of police' should match the casing in subsection (1).](/files/-Lrn4O8n_omBb1haGipP)

{% hint style="info" %}
For more guidance on sentence case, see the [Laws.Africa style guide](/style-guides/laws.africa#headings).
{% endhint %}

## Exercise

Copy and paste the text below into the editor.

```
SEC 1. - DEFINITIONS

  Blah blah blah.

SEC 2. - NATURAL RESOURCES IN NIGERIA

  Blah blah blah.

SEC 3. - THE SABC'S INVOLVEMENT IN THE OFFICIAL PROGRAMME

  Blah blah blah. The Official Programme will be very official.

SEC 4. - HOW THIS WILL AFFECT REGULAR PEOPLE

  Blah blah blah.


```

1. Click Update.
2. Click 'Analysis | Make headings Sentence case'.
3. Quick-edit sections 2 and 3 to fix their headings.


# Working with tables

Tables are often used in schedules and to show information in columns.

{% content-ref url="/pages/-MIcpb3z27xxF1HcK03M" %}
[Marking up tables](/markup-guide/marking-up-tables)
{% endcontent-ref %}

## How to insert a table in Edit mode

1. Enter Edit mode.
2. Click **Insert** and then **Insert table**.
3. Click **Update**.

Laws.Africa will add a simple table with two rows and two columns.

## **How to copy a table from a Word document**

You can copy and paste a table from a Word document.

1. Highlight the table in the Word document.
2. Copy the table to the clipboard (with Ctrl+C or choosing **Copy** from the **Edit** menu).
3. In Laws.Africa, enter Edit mode.
4. Position the cursor at the start of the line where you would like to place the table.
5. Paste the table with Ctrl+V or by choosing **Paste** from your browser's **Edit** menu.
6. Hit Tab until it has been indented appropriately.

## How to edit a table

![](/files/-Lve79FJlQoh9uZlRJq2)

1. Click **Edit table** to enter table edit mode.
2. Make your changes to the table.
3. Insert and delete columns and rows by clicking **Insert** and **Delete**.
4. Merge cells by highlighting them and clicking **Merge cells**.
5. Mark up heading cells by highlighting them and clicking **Heading**.
6. Resize columns by clicking and dragging on the border between them.
7. Left align, center and right-align text by clicking the editor alignment buttons.
8. Click **Update** to save your changes, or click **Cancel** to discard the&#x6D;**.**

## **Exercise**

Copy the table below into your document:

1. Enter Edit mode.
2. Copy the text below.
3. Paste the table into your document and click **Update**.

```
    TABLE
      TR
        TC
          Vegetables

        TC
          Fruits

      TR
        TC
          Cucumber

        TC
          Apples

      TR
        TC
          Carrots

        TC
          Pears

      TR
        TC
          Lettuce

        TC
          Oranges

      TR
        TC
          Tomatoes

        TC

```

It should look something like this:

| Vegetables | Fruits  |
| ---------- | ------- |
| Cucumber   | Apples  |
| Carrots    | Pears   |
| Lettuce    | Oranges |
| Tomatoes   |         |

Now make the header cells bold.

1. Click **Edit table**.
2. Highlight the header cells individually or as a group and click **Heading**.

A tomato is [actually a fruit](https://en.wikipedia.org/wiki/Tomato#Fruit_versus_vegetable). Put it under both columns by merging the two cells in the tomato row.

1. Select the Tomatoes cell and the one next to it by dragging the mouse.
2. Click **Merge cells**.


# Table errors

The 'Broken table' error will tell you what the system thinks the total rows and columns for the table are.

## Incorrect colspan

### Example 1

![](/files/uOEhfK7p4qM92tmTXIPr)

In this example, it says '37 rows and 9 columns'.

A quick count of the top row shows a total of 8 columns: the big one on the left and C1 to C7 on the right. A quick scroll through the table confirms that there aren't more columns later on.

#### Diagnosis

![](/files/n8Xd5OUeAPvfDbGVcRq0)

The first two rows look good:&#x20;

The first row includes a header cell that spans two rows, and 7 more cells.

In the second row, we count one cell for the heading from the previous row, and the second cell spans 7 columns.

The third row spans 9 columns, though, and we know there are only 8.&#x20;

#### Fixing it

In this case simply replacing the 9 with an 8 will fix the issue.

(It should also be a `TH` and the bold should be removed, but that's for a separate section.)

![](/files/qJUDXKU8lTBfelXPDKzO)

Click 'Update', and the error no longer displays:

![](/files/90NBPUeiuL7U6KD5Di9B)

### Example 2

![](/files/5uJe5M4dzoWk7mFGPm79)

In this example, it says '51 rows and 11 columns'.

From first glance it seems as if the table should have 3 columns (not 11). A quick scroll through the table confirms that there aren't more columns later on.

#### Diagnosis

![](/files/QJ8B08rorbUoxCDgkUjv)

The first two rows look wrong:

The first row has three cells, but the second cell spans 7 columns and the third cell spans 3 columns.&#x20;

In the second row, The second cell spans 10 columns and there is no third cell.

This colspanning repeats throughout the table, but there are never more than three cells in a row.

#### Fixing it

First, it's important to note that some cells in the table legitimately span columns: some span all three columns, and a few span only the second and third column.

In Edit mode, search for `colspan` and either:&#x20;

* Remove the whole of e.g. `{colspan 7}` or `{colspan 3}`, or
* Replace e.g. `{colspan 11}` with `{colspan 3}`,

as appropriate.

{% hint style="info" %}
You can tell which cells legitimately span columns by looking at how many cells there are in that row:&#x20;

* If there's only one cell, it should have `{colspan 3}`, and
* If there's only two cells, one of them should have `{colspan 2}`,

in a 3-column table.
{% endhint %}

Click 'Update', and the error no longer displays:

![](/files/iP39CqC8debkaZZ95Xsm)


# Working with links

## How to manually insert a link

See [Marking up links](/markup-guide/marking-up-links).

## How to manually remove a link

The aim is to delete the link markup as well as the link itself, while keeping the linked text.

1. Enter Edit mode.
2. Delete the opening `{{>` and the closing `}}` around the linked text (the markup).
3. Delete the link itself.

{% hint style="warning" %}
Don't delete the text immediately after the link.
{% endhint %}

### Example

```
Please visit {{>https://laws.africa our website}} for more information.
```

To unlink the text 'our website', delete `{{>https://laws.africa`  and `}}`, leaving you with:

```
Please visit our website for more information.
```

{% hint style="info" %}
Make sure to get the space immediately after the link, as it's part of the markup.
{% endhint %}

## How to insert an email address link

1. Enter Edit mode.
2. Insert `{{>mailto:info@laws.africa` before the text you want to link.
3. Insert `}}` after the text you want to link.

### Examples

#### Text differs from link

> Please write us at [this address](mailto:info@laws.africa) for more information.

Looks like this in Edit mode:

```
Please write us at {{>mailto:info@laws.africa this address}} for more information.
```

#### Text and link are the same

> Please write us at <info@laws.africa> for more information.

Looks like this in Edit mode:

```
Please write us at {{>mailto:info@laws.africa info@laws.africa}} for more information.
```


# Working with italicised terms

In some traditions, certain terms appear in *italics.* For example, Latin terms such as *bona fide*, *inter alia* and *pro rata*. The platform can do this automatically for specific terms.

## Italicised terms for a country

To see the list of italicised terms for a country:

1. Click **Analysis** and then **Italicised terms**.
2. Click **In \<country>** (e.g. 'In South Africa')

The listed terms will be italicised if you click **Mark up italics**.

![](/files/-MgnoM639KJjiMhjwKMJ)

![](/files/-MgnoUneYl3JpJhZKc1x)

## How to italicise terms

1. Click **Analysis** and then **Italicised terms**.
2. Click **Mark up italics**.

Laws.Africa will automatically search the document for the standard list of italicised terms for the current country, and italicise them.

The 'In this document' tab displays the terms that have been italicised in the current document.

![](/files/-Mgnp1sjc7P9P45_KvPq)

## How to remove italics

To remove italics from a single term, delete the surrounding `//`s. For example, `This //text// shouldn't be italicised` → `This text shouldn't be italicised`.&#x20;

{% hint style="info" %}
Select `text` in the above example and hit Ctrl+I to remove the italics. Hitting Ctrl+I again will re-italicise it.
{% endhint %}

To remove italics from **all** italicised terms in the document:

1. Click **Analysis** and then **Italicised terms**.
2. Click **Remove italics**.

{% hint style="warning" %}
Don't do this if you've painstakingly italicised instructions in forms like (*insert name here*), because those will be removed as well.
{% endhint %}


# How to mark up defined terms outside the Definitions section

Workaround

1. Add the heading 'Definitions' to the subsection (or whichever element contains the terms)
2. Run Analysis | Defined terms
3. Remove the heading
4. Save

eg. Mark up the term "air quality" as a defined term

<figure><img src="/files/YkonlrgYy6rxaKeZaRSY" alt=""><figcaption><p>View screen</p></figcaption></figure>

1. Go to edit screen and change heading to Definitions

<figure><img src="/files/cdHw5yNnrVyn90A4OB5D" alt=""><figcaption><p>Edit screen</p></figcaption></figure>

2. Run analysis/defined terms to markup

<figure><img src="/files/dY43HwJuILcQsdMYvfv6" alt=""><figcaption><p>View screen with defined term marked up</p></figcaption></figure>

3. Change heading back to original Air Quality Values
4. Save


# Search and rescue

When cleaning up an import, depending on the quality of the scan / consolidation you're working with, you may find things that are consistently wrong. Using Search to find all the instances of a mistake will help you to ensure the quality of the content without having to remember to check each section for the same error.

## How to find the space that's missing after punctuation

1. Enter Edit mode in the section that has the 'space missing after punctuation' warning.
2. Click **Edit** and then **Find**.
3. Select the first (`.*`) option above the Search bar.
4. Type `[.:,)]\w` into the Search bar: this will look for any one of the punctuations listed between the square brackets followed by any of a-z, A-Z, 0-9, or \_ (`\w` is a shorthand for this). It will take you to the first instance, if there is one.
5. Manually insert a space after the punctuation, assuming it should be inserted.
6. Hit Enter in the Search bar again to go to the next instance, if there is one.
7. Repeat Steps 5 and 6 as needed.

## How to find all instances of 'N' instead of '₦'

1. With the Entire document selected, enter Edit mode.
2. Click **Edit** and then **Find**.
3. Select the first (`.*`) and second (`Aa`) options above the Search bar.
4. Type `N ?\d` into the Search bar: this will look for capital N followed by any number (0-9), with an optional space between. It will take you to the first instance, if there is one.
5. Manually replace the N with ₦.
6. Hit Enter in the Search bar again to go to the next instance.
7. Repeat Steps 5 and 6 until all instances have been fixed.

![](/files/-Lu2otWzX-KMkIWmAdWV)

{% hint style="warning" %}
Don't use 'Edit | Find next' while `N1` is highlighted – this will only find the next instance of `N1` in the example above, rather than using the regular expression `N ?\d`.
{% endhint %}

### Exercise

1. Copy and paste the text below into the editor.
2. Use the instructions given above to fix all instances of N being used instead of ₦.

```
32. Reconstruction investment allowance

(1) Any person who, without reasonable excuse, fails to comply with this section, shall be guilty of an offence and liable on conviction to a penalty not exceeding N100 plus the amount of tax lost by the granting of the investment allowance made in respect of the expenditure in question.

(2) For the purposes of subsection (1) of this section the minimum tax to be levied and paid shall‐

    (a) if the turnover of the company is ₦500,000 or below and the company has been in business for at least four calendar years be‐

        (i) 0.5 per cent of gross profit; or

        (ii) 0.5 per cent of net assets; or

        (iii) 0.25 per cent of paid‐up capital; or

        (iv) 0.25 per cent of turnover of the company for the year,

        whichever is higher; or

    (b) if the turnover is higher than N500,000, be whatever is payable in paragraph (a) of this subsection plus such additional tax on the amount by which the turn‐over is in excess of ₦500,000 at a rate which shall be 50 per cent of the rate used in paragraph (a) (iv) of this subsection.

(3) In the case of an asset in respect of which an allowance has been granted before the commencement of this sub‐paragraph, an allowance shall be made in respect of the asset for the number of years which, if added to the number of years of assessment for which allowance has already been made, equals the number of years of assessment for which allowance is to be made under the provisions of sub‐paragraph (1) of this paragraph:

Provided that if an allowance has been made for a number of years which is equal to or more than the number of years specified under sub‐paragraph (1) of this paragraph, a single allowance shall be made for an amount which is N10 less than the residue of the qualifying expenditure for the year of assessment in which this sub‐paragraph takes effect.


```

Did you find all three?


# Amended amendments

“Amended amendments” refer to correction to an amendment. In other words, an amendment that has already altered an original document is further modified by a later amendment.

## **How to Identify an amended amendment**

A description indicating this will be provided on the amendment task. Since it is straightforward, proceed with making the corrections.<br>

<figure><img src="/files/KfiJBhI9Y9TQdSSPp4BA" alt=""><figcaption></figcaption></figure>

If an amendment appears twice in the principal Act’s timeline (i.e., it has two PITs), and all its provisions share the same commencement date, the second PIT may be a correction that has been made to the original amendment, only that there isn't a comment indicating so.\
\
To confirm this, open the amending work. You’ll see a PIT indicating that it has been amended (e.g., “Amended by Rules...”). Then, open the amendment work linked to that PIT and use its  PDF to apply the updated changes where required.<br>

<figure><img src="/files/L1BlLRm9bqysNWyxjDPF" alt=""><figcaption></figcaption></figure>

\
**How the annotation should look**
----------------------------------

After making the correction, add a note like the following to the existing annotation:&#x20;

> <mark style="color:blue;">`(as corrected by Government Notice 841 of 2021)`</mark>

The final annotation should read:

> <mark style="color:blue;">`[section 3 substituted by section 25 of Government Notice 322 of 2020 (as corrected by Government Notice 841 of 2021)]`</mark>&#x20;

## **Correctional Amendment Commences Retrospectively**

“Commenced retrospectively” means that a provision or correction is considered to take effect from an earlier date, even if it was officially published or decided later.

If a correctional amendment commences retrospectively on the same date as the original amendment, effect the corrections at the original amendment date and update any other PITs that were completed after that date to reflect the corrections.

## **Repealed Amendment**

Sometimes, an Act *and all its amendments* will be repealed together. You'll often see this in a table in a Schedule. If the principal Act is repealed at the same time as the amendment (or the whole amendment Act), you don't need to change anything about the amendments that were already applied.&#x20;

{% hint style="info" %}
For example:&#x20;

* The Marriage Act, 1961 was amended by the Marriage Amendment Act, 1973 and the Marriage Amendment Act, 1981.&#x20;
* All three Acts are later repealed.

Outcome:

* Just repeal the three Acts; do not undo any of the changes by either of the Marriage Amendment Acts.
  {% endhint %}

Similarly, if a principal Act amends or repeals any other Acts, and that principal Act is later itself repealed (as a whole), nothing about the amendments needs to change.&#x20;

{% hint style="info" %}
For example:&#x20;

* The Marriage Act, 1961 was amended by the Child Care Act, 1983.&#x20;
* The Child Care Act was repealed was repealed by the Children's Act, 2005.

Outcome:

* Just repeal the Child Care Act in 2005; do not change or undo any of the amendments already applied to the Marriage Act in 1983.
  {% endhint %}

In rarer cases, a particular amendment will be repealed. These can be treated the same as amended amendments, except for that instead of updating the change, you undo it.&#x20;

If the repeal commences retrospectively, you can undo it at the date on which it should have happened (and at any later points in time). In this case, the text would be unchanged but you would have an annotation that looks something like this:

> <mark style="color:blue;">`[section 3 substituted by section 25 of Act 21 of 2020 (retroactively repealed by section 3 of Act 3 of 2021)]`</mark>&#x20;

If the repeal doesn't commence retrospectively, undo the change at the later date on which the repeal comes into force (and at any later points in time). In this case, we will have one or more points in time where the amendment was in effect, and then a later and subsequent points in time where the text goes back to how it was before, with an annotation that looks something like this:

> <mark style="color:blue;">`[section 3 substituted by section 25 of Act 21 of 2020 (subsequently repealed by section 3 of Act 3 of 2021)]`</mark>&#x20;

These things are not straightforward! Always double-check with a colleague, especially before going ahead and making a bunch of changes.


# Very complicated amendments

Every year, the Income Tax Act and related Acts are amended in South Africa.&#x20;

These amendments differ from the usual in that:

* They come into operation on (sometimes many) different dates.
* Amendments to previous amendments are often published, rather than the text being amended afresh.
* Sometimes, the amendments to previous amendments only affects the date on which the amendment comes into operation.

These instructions have the South African Income Tax Act in mind, but they can be used for other complex amendments as well.

The aim of these instructions is to allow a team of people to collaborate on applying complicated amendments. To that end, the following are important principles to keep in mind:

* Proceed with caution (more than usual): \
  The research on all the amendments should be completed before any changes are made on the platform, including changes to the timeline or to any tasks. The amendments to amendments can really play havoc with what you think is reasonable to do under normal circumstances. And the same provision can be amended multiple times at multiple dates across two or three different amendment Acts.
* Over-communicate: \
  Everything that has been done needs to be recorded, because if it's unclear at any point in the process how far along we are or whether something was in fact done, everything needs to stop and be checked before we can start again. Make comments in the spreadsheet or on the relevant task to update your future self as well as your teammates.&#x20;

That being said, if you follow the instructions in this guide and work carefully and methodically, it's very doable to break down the mammoth task into bit-size chunks and get it done, and it can be very gratifying!&#x20;


# Research

All changes to the Act are recorded in a spreadsheet: [https://docs.google.com/spreadsheets/d/1XbfFFOWs93Wo8D716UsRPUvtIMCv6dmXd69AqezthcQ/edit](https://docs.google.com/spreadsheets/d/1XbfFFOWs93Wo8D716UsRPUvtIMCv6dmXd69AqezthcQ/edit?usp=sharing)

All amendments to the South African Income Tax Act can be found here: \
<https://www.sars.gov.za/legal-counsel/primary-legislation/amendment-acts/>&#x20;

Researcher 1:

* Duplicate the most recent Act's tab and delete all the rows; rename the tab to the relevant Act number and year.
* Record each amending provision in order.
* Make a blank row with a summary for skipped provisions, just for Researcher 2's reference.

Researcher 2:

* Check each row for typos and especially the correct effective date.
* Order the rows by effective date.


# Undo some amendments?

This will only apply to amended amendments, and should hopefully be fairly rare.

1. If the commencement date of an amendment has been moved out to the next year (or some other specified or unspecified time in the future) but it was already applied at its old commencement date, make a task to un-apply the amendment and re-apply it at the new date.
2. If the given point in time was already published, unpublish it and all subsequent points in time.
3. Record the wording as it was after the change in the task description, or as a comment on the task, for copy / pasting. \
   If it's a large provision or many amendments, make a copy of the point in time before unapplying the amendments, and make a comment at each provision to be preserved / integrated.
4. Include the updated annotation in the task too, or at least all the information needed to update the annotation.
5. If all the amendments at a given date by a given Act were moved to a new date, remove the amendment event from the timeline as well. This can prove pretty tricky when there are multiple amendments at the same date, so please reach out for help at this stage. \
   Here though are the steps for removing an amendment at a given date when there are other amendments by other Acts at that date:
   * Change the date of the amendment to be deleted to the day before or after — there should be nothing else on that date. The document will move with it, but all the other amendments will remain at the correct date.
   * Open the document and change its date back to the correct date.
   * Now the amendment should be alone on the timeline and can be deleted.

{% hint style="warning" %}
Do all of this in one sitting per amendment to be deleted — figuring out how far along in the process you were and remembering what is supposed to be deleted and what the correct date was can take much longer than just doing it.

If you don't have an hour, don't start this step :pray:.
{% endhint %}


# Update the timeline

Update the timeline of the amended work.&#x20;

Several people *can* do this asynchronously, but it's one of the easier steps so we suggest that one person does it in one go.

Researcher 1:

* Add an amendment at each date on which each amending Act amends the principal Act.
* This can mean several amendments per amending Act, and it can also mean multiple amendments on the same date by different Acts.
* If an amendment comes before the last published document, unpublish all documents from the date of that amendment (inclusive) onwards.
* Also add amendments for each amended amendment.
* Record each addition in the spreadsheet as you go — use 'x' or 'Yes' or something other than ✔ to show that it's ready for review.

{% hint style="info" %}
It's probably quicker and easier to add amendments from each amending Act than to edit the principal Act.
{% endhint %}

Researcher 2:

* Check the timeline on the principal Act, bearing in mind:
  * Everything that has been marked as ready for review on the spreadsheet (update to ✔ once checked)
  * Any amendments that should have been removed as part of the previous step
  * Any documents that should be unpublished because of retroactive amendments
  * All other amended amendments.
* If anything is missing or incorrect, make a comment in the spreadsheet and finish checking everything *before* making any changes.
* Approve or sign off all (changes to) the amending Acts.
* Sign off the timeline changes to the principal work.

{% hint style="info" %}
You can use bulk sign-off to sign off only the timeline changes, but you have to use normal sign-off to sign off unpublishing a document.
{% endhint %}

At the end of this process, the timeline of the principal Act as well as any amended amendment Acts should be correct, and the spreadsheet should have a check mark under 'on timeline ✔' for each row (other than those that don't yet have a commencement date).


# Create the tasks

Create an 'Apply amendment' task for each amendment by an amending Act at a given date.

{% hint style="info" %}
The tasks will be done in chronological order, and per date in order of Act number / year, so do keep the amendments by different Acts on separate tasks.
{% endhint %}

* Remember to include the date :)
* The description will show on the timeline, so keep it brief, e.g. 'Apply the amendments made by Act 17 of 2023 (7 sections)'. If it's only one provision being amended, you can include all the details in the description rather than as comments.
* If a retroactive amendment needs to be applied to more than one point in time, include this in the task very explicitly.
* As comments on the task, for each provision amended per task, include from the spreadsheet (see the 'task description' column and its formula):

  * The amended provision

  * The amending provision

  * The PDF page number of the amending provision.

  > section 8EA(3) amended by section 6(1)(b) (page 14)
  >
  > Eighth Schedule, paragraph 64B(4) amended by section 35(1)(b) (page 50)
* Block each task as you create it.
* Paste a link to each task in the spreadsheet. If multiple provisions are amended by the same Act at the same date, remember to paste the link at each row.

{% hint style="info" %}
For amendments that don't yet have a date, create a separate task for each provision as described above and add the `Pending commencement` label.
{% endhint %}

For amended amendments:

* Open the link to the task from the spreadsheet and update it with the new information:
  * Make a comment describing the latest change, including a page reference.
  * Edit the description if relevant.
  * Update the timeline date if relevant.
  * Paste in updated annotation wording if relevant.
* Sometimes, if only some changes had their date moved, you will need to create a new task for just those changes. In this case, link both tasks to each other by pasting a link to the other task in the description, for editors' future reference.
* Either paste the link to the new task in the spreadsheet, or more commonly make a note that you've updated the existing task somehow.

At the end of this process, each amendment on the timeline (and each pending amendment) should have an associated task, and the spreadsheet should have a link to a task for each amended provision.


# Apply the amendments

Editor:

* Unblock and assign the earliest task:
  * At the earliest date (do check all the way down the timeline)
  * The first amending Act year, e.g. do all 2019 amendments before starting 2020 ones
  * The first amending Act number, e.g. do Act 17 of 2023 before Act 18 of 2023.
* If a document doesn't yet exist at the given date, create one as usual.
* Edit the document in provision mode — use the instructions on the task for guidance on which provision to edit, and which amending provision on which page of the amending PDF to look at.
* Include the effective date and the commencement wording in the annotation — look around for examples, there are many.
* Once each individual amendment described in the task has been applied, submit the task as usual.

Reviewer:

* Review the task as usual, using the individual amendments described in the task for guidance. Only and all those amendments should have been applied.
* If there are more amendments to be applied at the given date, do not publish and sign off the document yet, but rather unblock the next amendment task.
* Once all amendments have been applied at a date, publish and sign off the document as usual.


# Bulk operations


# Works

In work listing pages, each work has a checkbox next to it. There's also one at the top that selects everything (even if it's on the next page!).

Once you check one of these boxes, the bulk actions will appear. Each bulk action is described in the following pages.

<figure><img src="/files/tDuwSUIUXELjrs3ft5ys" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Use the filters on the left of the listing view to get the group of works you want to work with.
{% endhint %}


# Update selected works

For now, the bulk updates to a work include:

* Adding one or more taxonomy topics to many works at once
* Removing one or more taxonomy topics from many works at once.

<figure><img src="/files/DUTVzrkNX8K3pfgIBRWR" alt=""><figcaption></figcaption></figure>

You can select taxonomy topics for adding as well as removing, and click **Save changes**.&#x20;


# Approve or unapprove selected works

### Approve selected works

Approving works in bulk removes `work in progress` from each of the selected works, and creates the relevant tasks on each of them. It gives you the chance to edit the task descriptions, too.

{% hint style="info" %}
Approving a work also signs it off as a stub in the background.
{% endhint %}

In general, you shouldn't do anything other than the default behaviour ('Create tasks'), and let the system do its thing. It will show potential duplicate amendment tasks in the form though, and you can elect not to create those tasks. (Do read them carefully though! Maybe there should be two or more amendment tasks at the same date.)

The more works you select and the more complex they are (e.g. multiple amendments), the longer the form might take to render.

<figure><img src="/files/enOwvss70vDpR91f9JBH" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/mJnEXgzieWTAq22T5E1C" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/blwlVezT2qSH1mJoSVOn" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Works can't be approved if they don't have at least a 'project' taxonomy topic.
{% endhint %}

### Unapprove selected works

Unapproving is the more straightforward of the two: it will simply mark all the works listed as `work in progress` and unpublish any documents on them.&#x20;

{% hint style="warning" %}
Unpublishing the works will still need to be signed off.
{% endhint %}

{% hint style="info" %}
Don't unapprove a whole bunch of works as a 'quick fix', since re-publishing all the documents can't be done in bulk, and each work could have many documents :sweat\_smile:
{% endhint %}

<figure><img src="/files/ObE1CsqHAWd7ToTmUqxC" alt=""><figcaption></figcaption></figure>


# Link references for selected works

Linking references is the same as using the **Analysis > References > Find references** functionality in the document editor view.

Linking references will:

* (Optionally) remove existing references in the document content
* find and link new references in the document content

Just like when linking references on a single document, the changes must be signed off.

<figure><img src="/files/Funtb60LWuxwLne3x6oT" alt=""><figcaption></figcaption></figure>


# Sign off selected works

You can't sign off changes to a work's content in bulk, only changes to its metadata, like the title or timeline.

The changes to a group of selected works is grouped by attribute. In the screenshot below, the selected works all only have changes to their titles, so there's only one attribute listed: Work title.

When you select an attribute to sign off and click **Sign off**, all the selected works will have their change to that attribute signed off, so proceed with caution. All the changes you're about to sign off are listed, so do check them.

{% hint style="info" %}
If you **don't** want to sign off the title (for example) change to a work, de-select it or use the filters to exclude it from the group, and click 'Sign off X selected …' again.
{% endhint %}

<figure><img src="/files/gflUk4DsdNver8ddeEXa" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Calculating all the changes takes time and processing power, so don't select all works just to see what happens :pray:
{% endhint %}


# Tasks

In a place's tasks page, each task has a checkbox next to it.&#x20;

Once you check one of these boxes, the bulk actions will appear.

<figure><img src="/files/zgh7kp4P57H0Im4Z817k" alt=""><figcaption></figcaption></figure>

For now, these include:

* Blocking and unblocking — the system will try its best to do what you've told it to, and ignore nonsensical instructions (like blocking a blocked task).
* Assigning multiple tasks to one person, or unassigning them — if a 'pending review' task is included in the selection, only users with a Reviewer badge will be listed as optional assignees.

{% hint style="info" %}
Use the filters on the left of the listing view to find the group of tasks you want to work with.
{% endhint %}


# Creating and editing works

Whether it's a new Act, By-law, or set of Regulations, or a new Commencing, Amending, or Repealing work, if it doesn't yet exist on the system it will need to be created.

For this, you will usually need either:

* a copy of the work as published in the Gazette (or other official publication); or
* the metadata for that work as provided by a trusted source.

You will use this to fill in as many details as are available in the New work form. The instructions below will assume that you are using a copy of the work as published in the Gazette (or other official publication).

There is a section below for each field in the form.

## How to create a new work

To create any new work, regardless of its type or content, open the works page for the appropriate place and click **New work**:

![](/files/-LqBPq9j2w86JLwHyfOe)

A form will open that looks like this:

![](/files/-LzIBZqEz5nC3NGVw4kW)

## How to edit an existing work

To edit an existing work, click **Edit work** on the work detail page:

![](/files/-LzIJQlNFdwTAGOIQHL0)

## Work details

The work details are the core, basic details for a work. Items marked with a red asterisk are required and cannot be blank.

![](/files/-LqBROKSw-SqgRzyVMJd)

### Short title

This is the short title of the Work, such as 'Accountants Act, 2012', or 'Nursing Regulations, 2009'. The official short title of a Work is usually specified in its 'Short title' section. If there isn't one, refer to the contents page of the Gazette. For instructions on naming South African By-laws, see the page on that topic:&#x20;

{% content-ref url="/pages/-Lzabb6-bi3y7uWR1lR8" %}
[South African By-laws](/style-guides/south-african-by-laws)
{% endcontent-ref %}

![Short title section of an Act](/files/-LzIK420wRnMaLT5cL9K)

![Contents page of a Gazette](/files/-LzIKe2QWhI_s9goQPBX)

{% hint style="info" %}
Short titles normally use Title Case. Don’t use ALL CAPS.
{% endhint %}

### Year of introduction

This is the year in which  the work was first introduced into Parliament or Council.

For example: for 'Act 5 of 2012', the year of introduction is 2012.

### Number within year

This is the number of the work within the year of introduction. Together with the year, it uniquely identifies the work.

For example: for 'Act 5 of 2012', the number within the year is '5'.

#### Numbers for by-laws and other works without numbers

South African by-laws, and other works, sometimes don't have numbers. In this case, use the title of the work, but with the following changes:

* use all lowercase
* replace all spaces with hyphens
* remove references to the name of the municipality or town, since this is already captured
* remove the word 'by-law' and phrases such as 'relating to'

For example: for the 'Cape Town By-law relating to the consumption of Strawberries', the number would be 'consumption-of-strawberries'. Yum, strawberries. 🍓

### Work subtype

Leave this blank for Acts. For other types of works, choose an option from the dropdown list. Examples include by-law, legal notice (ln), and statutory instrument (si).

### Primary work

Leave this blank for everything other than Regulations (subsidiary legislation).

When working with Regulations, the Primary work will be the Act in terms of which the Regulations are promulgated. For example, the Nursing Regulations will have the Nursing Act as the Primary work.

Click **Choose primary work** and search for the relevant Act.

{% hint style="warning" %}
Do not use Primary work to link an Amending or Commencing work to the Principal work.
{% endhint %}

{% content-ref url="/pages/-LqBVeeh8ZktZWGgLbim" %}
[Terminology guide](/getting-started/terminology-guide)
{% endcontent-ref %}

### Stub

For a Principal work – a new Act, a new By-law, or new Regulations – leave this box unchecked.&#x20;

For everything else, e.g. a Commencing work or an Amending work, check this box.

## Publication

The publication details refer to when and where the work was first published in an official government publication, such as the Government Gazette.

![](/files/-LzIOkfw3elqCSyYehXZ)

### Publication date, name and number

For the **publication date**, use the date of publication of the Gazette. \
In the example below, this is `2016-03-04`.

For the **publication name**, use the name of the publication, such as Government Gazette. Choose an option from the dropdown list, if possible. \
In the example below, this is `Eastern Cape Provincial Gazette`.

The **publication number** is the number of the publication or gazette. \
In the example below, this is `3614`.

{% hint style="warning" %}
Do not use volume number, part number, or supplement number for the publication number.
{% endhint %}

![](/files/-LzINOgpvqV3mVQ1ikTW)

### Attaching a publication document

Having a record of the work as it was originally published by the relevant authority enables end users to verify any content published using the platform.

Once the publication date, name and number have been filled in, an option to **Attach document** will appear in places where we already have a collection of  gazettes and the relevant gazette was found in that collection. You can Ctrl/Cmd+click the link ending in `.pdf` to open it in a new tab and verify that this is the right gazette before attaching it.

![](https://lh3.googleusercontent.com/Wnj7c9vk9--1KPxSLIMKOVrl-KcbRE2S95j9FZ4yAgbY1zrkVZhJ3CQNbIVAhrPR-CH2NC8vUqlEIeczmS_2a8Vl7vNyP4qr8j-LU_tzEuYzN0rZzKfztNcjcYN0Y9JGjuxkHOtf)

If the option does not appear, double-check the details you have entered. If you're certain of them and have a copy of the original work to hand, upload it using the `Browse...` or similar option.

## Commencement and Assent

The Commencement date is the date on which a Work starts having legal force; the Assent date is the date on which it was approved / signed by the relevant authority.

![](/files/-LzIQCiDzKDxzL8dxhdG)

### Commencement

Unless the work specifically states that it will only come into force by Notice or Proclamation, check the **Commenced** box. This will give you the option to enter the Commencement date.

![](/files/-LzIQjL75l93FRqVjaFh)

The **Commencement date** will often be the same as the Publication date. Check the 'Short title' section of the work for exceptions.

![](/files/-LzIS-zGSHV6buDKbW_K)

If this is a Principal work with a Commencing work, click **Choose commencing work** and search for it.

{% hint style="info" %}
The commencing work must be created separately on the platform.
{% endhint %}

{% hint style="info" %}
If this is a brand new Work that says it will commence by Notice / Proclamation, the Commencing work probably doesn't exist yet. In that case, leave the **Commenced** box unchecked for now.
{% endhint %}

In rare cases when working with older legislation, we may have strong reason to believe that a Work has been in force for some time, but we're still looking for the Commencing work to pin down the exact date on which it commenced. Only in those rare cases, check the **Commencement date is unknown** box.

### Assent date

Acts often explicitly give an Assent date in the Gazette:

![](/files/-LzIfZcmkiKGYzC2Ih_I)

By-laws often don't have an Assent date, but when they do it will be the date on which it was approved by Council:

![](/files/-LzIg-Ev4OGJWVySK6g8)

{% content-ref url="/pages/-LqBVeeh8ZktZWGgLbim" %}
[Terminology guide](/getting-started/terminology-guide)
{% endcontent-ref %}

## Repeal

If the work has been repealed, click **Choose repealing work** and search for the Repealing work.

The date will auto-fill as the Commencement date of the Repealing work. If a different date for the Repeal was specified in the Repealing work, edit the date before saving.

![](https://lh3.googleusercontent.com/HH2iF_TP7wFyTOL8bUhqAGHLE0U5Baqif0pkjtUy2dr1Pl2KJPjvv6jc4gu2sZzcynysMhdzNZccenz0X-dP-zO8sK2eI9CqSAVlAYcz9zcsc7ECgwq61_QtAi109uCAnz6AwH92)

{% hint style="info" %}
The repealing work must be created separately on the platform.
{% endhint %}


# Working with commencements

Works can commence, or come into force, in a couple of different ways; each is discussed below.

Until a work has commenced, none of its actions (amending or repealing another work, for example) can be done yet, because the provisions of an uncommenced work do not yet have legal force.

Different provisions of a work may commence on different dates.

{% hint style="info" %}
It is possible for a work to be assented to and promulgated, but never commence.
{% endhint %}

## Commenced by itself (no commencing work)

In this case, all the provisions of the work commence on publication.

{% hint style="info" %}
In some jurisdictions, the default commencement date is the date of assent – refer to the Interpretation Act of the jurisdiction you are working in to check.
{% endhint %}

Sometimes, the 'Short title and commencement' or 'Commencement' section of the work will specify a commencement date (finance-related works often give 1 April or 1 July as their commencement dates).

When this is the case, you should check 'Commenced' and give the relevant date when initially creating the work on the platform.

![](/files/-M4TuVLLgGxC_knEI0nv)

## Commencement by notice

A commencement notice can give:&#x20;

* the date on which an entire work commences
* different dates for different provisions of a work
* the date on which only some provisions commence.

### The entire work commences

In this case, all the provisions of the work commence on the same date; this date is given in a Commencing work, often a notice, which will be gazetted like all other works.

![](/files/-M4Tzw-pNW_4cEmjq2gk)

When this is the case, you should:

1. Create the Commencing work on the platform first, as with any other work (it will be a 'stub' if it's a notice).&#x20;
   * For the title, use the name of the principal work and add ': Commencement'. \
     For example, 'Namibia Institute of Pathology Act, 1999: Commencement'.
   * For the subtype and number, use 'gn' for a Government Notice and the number of the notice.
2. Edit the work that has been commenced: check 'Commenced', give the commencement date, and choose the Commencing work that you created in Step 1 under **Choose commencing work**. You can use the notice number to search for it in the popup.

{% hint style="info" %}
Commencement notices always commence on publication.
{% endhint %}

![](/files/-M4TvijlBUnRKcVatdeO)

### Different provisions commence on different dates

In this case, a Commencing work will specify which provisions commence on which date.

![](/files/-M4Tz2I_bqYgFyD5afRZ)

When this is the case, you should:

1. Create the Commencing work on the platform first, as with any other work (commencement notices are usually stubs).
2. Instead of editing the work directly, go to the work's 'Commencements' tab.
3. Click **Add commencement**, and choose the Commencing work that you created in Step 1. You can use the notice number to search for it in the popup. The commencement will automatically save, but will need to be edited.
4. Click **Edit** on the commencement you just created.
5. Update the date to be the one specified in the notice. Sometimes, the date will already be correct, but you should always read the actual notice to check.
6. Uncheck 'Commences all provisions' if it is checked, and choose the provisions that commenced on this date.
7. Save.

{% hint style="info" %}
If the commencement notice gives Chapters (the provisions list only contains sections), open the published document on the work to see which sections are in those Chapters.
{% endhint %}

{% hint style="warning" %}
If the commencement notice gives provisions below the secion level, these can only be recorded using editorial notes for the time being.&#x20;

In the above example, an editorial note would be added below both section 97(3) and 97(4), each of which reads \
*\[subsection (3) commenced on 21 March 2020 by GN 123 of 2020]*, \
with the correct details filled in. The notice number should be linked before the document is published.
{% endhint %}

![](/files/-M4U0Ag4LaCLVtm5XUwo)

![](/files/-M4U2Ekc9k2UtzVrcyI-)

![](/files/-M4U2f7eLaCfwHi153wp)

![](/files/-M4U3vkDGJDbmZCNemTu)

### Certain provisions commence but only in relation to other provisions

This is rare, but sometimes we get a commencement notice like this:

> In terms of section 65 of the Disaster Management Act, 2002 (Act No, 57 of 2002), I hereby determine -
>
> > (a) '1 April 2004 as the date on which -
> >
> > > (i) Chapters 2, 3 and 4 of the said Act; and
> > >
> > > (ii) Chapters 1, 6 and 8 of the said Act **in so far as they relate to the Chapters referred in sub-subparagraph (i)**, shall come into operation; and
> >
> > (b) 1 July 2004 as the date on which the remaining provisions of the said Act shall come into operation.

In this case:

* Record a commencement on 1 April 2004 for Chapters 2, 3 and 4.
* Record a commencement on 1 July 2004 for everything else.
* Use editorial notes at the top of Chapters 1, 6 and 8 to show that, in so far as they relate to Chapters 2, 3 and 4, they came into operation on 1 April 2004.

## Insertion of new sections by amendment

When an amendment inserts a new section, we take that new section as having commenced on the date of the amendment. (Something can't be in force if it doesn't exist yet.)

When this is the case, you should, after having applied the amendment that inserts a new section:

1. Go to the work's 'Commencements' tab.
2. If there is a notice saying everything has commenced and no more commencements can be added, **Edit** the existing commencement:
   * Uncheck 'Commences all provisions'.
   * Select all sections except the section/s that were inserted by amendment.
   * Save.
3. Click **Add commencement**, and choose the Amending work responsible for the insertion/s in the popup. The commencement will automatically save, but will need to be edited.
4. Click Edit on the commencement you just created.
5. The date should be the date of commencement of the amendment.
6. Uncheck 'Commences all provisions' if it is checked, and choose the section/s that were inserted on this date.
7. Save.


# Amending works

There are five steps to amending a work:

1. [Creating the amending work](/managing-works/amending-works/creating-the-amending-work)
2. [Linking the amendment](/managing-works/amending-works/linking-the-amendment)
3. [Creating a new document at the new point in time](/managing-works/amending-works/creating-a-new-document-at-the-new-point-in-time)
4. [Applying the amendments](/managing-works/amending-works/applying-the-amendments)
5. [Annotating the amendments](/managing-works/amending-works/annotating-the-amendments).

See also the [Example](/managing-works/amending-works/example) and [Exercise](/managing-works/amending-works/exercise) for reference.


# Creating the amending work

Amending works are created using the same process as for all other works.

{% hint style="info" %}
If the amending work already exists on the platform, it doesn't need to be created again.
{% endhint %}

{% content-ref url="/pages/-LqB7Vg8b3ma6t8RQ-35" %}
[Creating and editing works](/managing-works/creating-and-editing-works)
{% endcontent-ref %}


# Linking the amendment

1. Go to the amended work's page.
2. Click **Manage points in time**.
3. Click **Add amendment**.
4. Search for the title, year or number of the amending work.
5. Select the amending work and click **OK**.

{% hint style="info" %}
Either side of the amendment relationship (X amends Y, or Y amended by X) can now also be added in the work form.&#x20;
{% endhint %}


# Creating a new document at the new point in time

{% hint style="warning" %}
Check that the previous document has been **published** before creating a new document, otherwise any errors that still need to be resolved in the previous point in time will be copied into your new document.
{% endhint %}

At the new point in time, click **Create amended version** and select the language.

![](/files/-LtEmKwSsLpY_RuhShbJ)

All this does is create a copy of the document at the previous date, so that the previous version is untouched, or frozen in time at that previous date, so that we can apply any changes to the new copy at the new date.&#x20;

This means that readers of the legislation will be able to compare against previous points in time and see precisely what changed, when, and how.


# Applying the amendments

For each amendment given in the amending work, make the change indicated. Changes fall into the broad categories of adding text, removing text, replacing text, and amending text.

{% hint style="warning" %}
Don't include the quotes or any punctuation outside the quotes from the amending work when applying amendments.
{% endhint %}

## Adding text

The text given in the amending work is copied into the existing work where indicated. None of the existing text is changed.

### Example

Amending work:

> 2\. Insert the following section 3A after the existing section 3:
>
> "**3A When to pick strawberries** \
> Strawberries may be picked on Tuesdays.".

Amended work before amendment:

> **3 When to pick cucumbers** \
> Cucumbers may be picked on Wednesdays and Thursdays.
>
> **4 When to pick onions** \
> Onions may be picked on Mondays and Tuesdays.

Amended work after amendment:

> **3 When to pick cucumbers** \
> Cucumbers may be picked on Wednesdays and Thursdays.
>
> **3A When to pick strawberries** \
> Strawberries may be picked on Tuesdays.\
> *\[section 3A inserted by section 2 of Act 1 of 2023]*
>
> **4 When to pick onions** \
> Onions may be picked on Mondays and Tuesdays..

{% hint style="info" %}
When a new provision is added, its commencement needs to be recorded separately. See [Working with commencements](/managing-works/creating-and-editing-works/working-with-commencements#insertion-of-new-sections-by-amendment) for how to do this.
{% endhint %}

## Removing text

A provision is removed – anything from as big as a Chapter to as small as a sub-subitem. Leave the number or letter of the provision as, replace headings with `***` and replace the content with an annotation.

### Example

Amending work:

> 6\. Repeal section 12.
>
> 7\. In section 13, delete subsection (1).

Amended work before amendment:

> **12 How to pick apples** \
> Apples may only be picked using special apple-picking equipment.
>
> **13 How to pick strawberries** \
> (1) Strawberries may be picked using special strawberry-picking equipment. \
> (2) Strawberries may be picked using a fork.&#x20;

Amended work after amendment:

> **12 \*\*\***\
> *\[section 12 repealed by section 6 of Act 1 of 2023]*
>
> **13 How to pick strawberries** \
> (1) *\[subsection (1) repealed by section 7 of Act 1 of 2023]* \
> (2) Strawberries may be picked using a fork.&#x20;

## Replacing text

The amending work might indicate the changes to be made or give a fresh new provision. Regardless, replace the existing provision with the one given in the amending work.

### Example

Amending work:

> 8\. In section 15: \
> (a) substitute subsection (1) with the following subsection: \
> "(1) Anyone who contravenes section\~\~\[s]\~\~ 11\~\~\[, 12 or 13(a)]\~\~ will have committed an offence."; and
>
> (b) substitute subsection (2) with the following subsection: \
> "(2) Anyone who has committed an offence may be ~~\[imprisoned]~~ **given a fine**."<br>

> 9\. Substitute section 16 with the following: \
> "**16 Fines** \
> Fines may be from R50.00 to R1000.00, in increments of R50.00, depending on the severity of the offence.".

Amended work before amendment:

> **15 Offences** \
> (1) Anyone who contravenes sections 11, 12 or 13(a) will have committed an offence. \
> (2) Anyone who has committed an offence may be imprisoned.
>
> **16 Imprisonment** \
> Imprisonment may be for 10 days, 20 days or 30 days, depending on the severity of the offence.

Amended work after amendment:

> **15 Offences** \
> (1) Anyone who contravenes section 11 will have committed an offence. \
> &#x20;     *\[subsection (1) substituted by section 8(a) of Act 1 of 2023]*\
> (2) Anyone who has committed an offence may be given a fine.\
> &#x20;     *\[subsection (2) substituted by section 8(b) of Act 1 of 2023]*
>
> **16 Fines** \
> Fines may be from R50.00 to R1000.00, in increments of R50.00, depending on the severity of the offence.\
> *\[section 16 substituted by section 9 of Act 1 of 2023]*

## Amending text

The amending work will give specific instructions as to which words or phrases to add to / delete from / replace in an existing provision. For example:

> Replace the word 'seven' with the phrase 'twenty-one' wherever it appears in section 20.

> Add the following text at the end of the existing subsection (2):

> Delete the proviso to paragraph (c) in subsection (1).

In these cases, follow the instructions and use the verb 'amended' in the annotation.

## Applying multiple amendments at the same point in time

If more than one amendment Act/notice has commenced on the same date, they must all be applied in **the same document** at that point in time (see image below as an example)

![](/files/fKDuNsKlFNr2AuLejM7E)

When applying these amendments, do them one at a time, in chronological order. Follow the same procedure as for any amendment task, ie:

* apply amendments made by Act 33 of 2008
* submit for review
* make corrections (if there are any)
* submit for review
* reviewer will approve once everything is good

Now the amendments made by Act 12 of 2011 can be applied and the same procedure must be followed; once they have been approved, the last amendment (Act 11 of 2017) may be applied. Then the document can be published and signed off with all the amendments applied.


# Annotating the amendments

Annotations are how we show readers what happened to a piece of legislation over time. We make an annotation under each change, specifying what the change is and how it came about.

## How to insert an automatically created annotation

1. In Edit mode, place your cursor in the line below the one where the change was made.
2. Click 'Insert | Insert annotation …' and select the appropriate verb (refer to the amending work).
3. Amend the annotation:
   * First, double-check that the amending work is correct — especially when there are multiple amendments at the same date.
   * Replace the section reference (`section 10` in the screenshot below) with the provision that was affected – in this case, `subsection (2)`.
   * Replace `XXX` with the section of the amending work that made this particular change. (If the amending work doesn't have sections, delete all of `section XXX of`.)
4. In our example, the final annotation will read `{{*[subsection (2) substituted by section 8(1)(b) of the {{>/za-playground/act/by-law/2020/practice-3 Amendment By-law, 2020}}]}}` – note it does not start with a capital letter, and there are no spaces between the brackets in the reference to section 8(1)(b).

![Inserting the annotation](/files/-M4E45igTYMsjBXafVzM)

![The automatically inserted annotation still needs to be edited](/files/p7T5XkJ2kcFspzVoUY0G)

## How to write an annotation from scratch

Amendments have four elements:

1. The provision of the amended work
2. The verb associated with the amendment
3. The provision of the amending work
4. The actual change.

Annotations reflect the first three elements in the following way:

```
<provision of amended work> <verb>ed by <provision> of <amending work>
```

For example:

```
{{*[subsection (1) deleted by section 12 of Act 3 of 2019]}}
```

or:

```
{{*[definition of "consumer" substituted by section 1(a) of the Electricity Supply Amendment By-law, 2017]}}
```

## Tips

* Wrap annotations in `{{*[annotation markup]}}`, because they are editorial remarks.
* Make the annotation as close to the change as possible.
* To determine the verb, follow what is given in the amending work. \
  (For example, 'altered' seems to be preferred over 'amended' in Nigeria.)
* When the amending work doesn't have a numbered title, use its short title.

## Placement of annotations when a new Chapter/Part/Schedule is inserted/substituted

* When an entire Chapter/Part/Schedule is inserted or substituted, place the annotation at the top, directly underneath the heading.
* Also place an annotation underneath each section within the Chapter/Part.
* When a new Schedule is inserted, just the one annotation at the top is necessary.


# Consolidating the annotations

When an entire section/Part/Chapter etc is substituted and there are existing annotations in that section/Part/Chapter etc, all of those annotations must be consolidated into one annotation which will appear at the end along with the details of the notice/Act that is doing the substituting.

&#x20;The items in the consolidated annotation must be in chronological order.

Once the annotations have been consolidated, the separate annotations must be removed from within that section/Part/Chapter etc. So - a newly substituted section/Part/Chapter etc should only contain one annotation, the one consolidated one at the end.


# Simple example

**Section 16 prior to substitution -**

> **16. Persons exiting the Republic**
>
> (1) All persons exiting the Republic through a point of entry must be subjected to screening.
>
> (2) Persons found to have an elevated temperature or symptoms consistent with COVID-19 must be subjected to a medical examination which may include testing.
>
> (3) Based on the outcome of the medical examination referred to in sub-paragraph (2), the Director-General: Health or any delegated person may make a decision on whether or not the person is allowed to exit the Republic.
>
> (4) Persons found to have contracted COVID-19 pursuant to testing in subparagraph (2) may be placed under mandatory isolation.
>
> (5) Persons placed under isolation as provided for in subparagraph (4) may be permitted to self-isolate at their own private residence if they comply with the criteria set out in paragraph 19.
>
> *\[subparagraph (5) substituted by section 2 of Government Notice R868 of 2020]*

**Section 16 after being substituted and the annotations consolidated at the end-**

> **16. Persons exiting the Republic**
>
> (1) All persons exiting the Republic through a point of entry must be subjected to screening, including the completion of a traveller health questionnaire.
>
> (2) A person who during screening, is found to have had exposure to COVID-19 or is presenting with any signs and symptoms of COVID-19 must be subjected to a medical examination which may include testing.
>
> (3) Based on the outcome of the medical examination referred to in sub-paragraph (2), the Director-General: Health or any delegated person may make a decision on whether or not the person is allowed to exit the Republic.
>
> (4) Persons found to have contracted COVID-19 pursuant to testing in subparagraph (2) may be placed under mandatory isolation or hospitalisation.
>
> (5) Persons placed under isolation as provided for in subparagraph (4) may be permitted to self-isolate at their own private residence if they comply with the criteria set out in paragraph 19.
>
> ~~\[*subsection (5) substituted by section 2 of Government Notice R868 of 2020]*~~ this falls away and is consolidated into the annotation at the bottom
>
> *\[section 16 amended by section 2 of Government Notice R868 of 2020 and substituted by section 4 of Government Notice 1278 of 2020]*


# Complicated example

**Chapter 6 prior to substitution** - (*I've deleted all of the text from Chapter 6 and just left the annotations that were in that Chapter prior to it being substituted*.)

> **Chapter 6**\
> **Alert Level 1**
>
> *\[Chapter 6 added by section 4 of Government Notice 999 of 2020]*
>
> *\[subsection (8) amended by section 2(a) of Government Notice 1011 of 2020]*
>
> *\[subsection (8A) inserted by section 2(b) of Government Notice 1011 of 2020]*
>
> *\[opening phrase of subsection (14) substituted by section 2(a) of Government Notice 1053 of 2020]*
>
> *\[paragraph (e) substituted by section 2(b) of Government Notice 1053 of 2020]*
>
> *\[section 75 amended by section 2 of Government Notice 1104 of 2020 and substituted by section 2 of Government Notice 1199 of 2020]*
>
> *\[section 77 substituted by section 3 of Government Notice 1199 of 2020]*
>
> *\[subsection (2) substituted by section 4 of Government Notice 1199 of 2020]*

**Chapter 6 being substituted and the annotations consolidated at the end**

This is what the annotation at the end of Chapter 6 will look like after consolidation. There should be no annotations left within the Chapter, just the one at the end. When consolidating an annotation, the items must be listed in chronological order.

> \[*Chapter 6 added by section 4 of Government Notice 999 of 2020, amended by section 2(a) and (b) of Government Notice 1011 of 2020, by section 2(a) and (b) of Government Notice 1053 of 2020, by section 2 of Government Notice 1104 of 2020, by sections 2, 3 and 4 of Government Notice 1199 of 2020 and substituted by section 3 of Government Notice 1290 of 2020]*


# Example

In Nigeria, section 2 of Act 3 of 2011 (<https://edit.laws.africa/works/ng/act/2011/3/>) reads as follows (I've paraphrased slightly):

> Section 6 of the Constitution is altered in subsection (5) by inserting immediately after the existing paragraph (c) a new paragraph "(cc)"―
>
> > "(cc) the National Industrial Court;".

To make the **amendment**: insert the new paragraph (cc) in section 6(5) of the Constitution, after the existing paragraph (c).

The **annotation** should tell us:

* *what* the change was: the insertion of a new paragraph (cc)
* *how* it came about: by section 2 of Act 3 of 2011.

Section 6 of the Constitution as amended would then look something like this:

> **6. Judicial powers**
>
> …
>
> (5) This section relates to—
>
> …
>
> &#x20;       (c)    existing paragraph c;
>
> &#x20;       (cc)  the National Industrial Court;
>
> &#x20;                  *\[paragraph (cc) inserted by section 2 of Act 3 of 2011]*
>
> &#x20;       (d)    existing paragraph d;
>
> …


# Exercise

Act 5 of 2012 has the following provisions:&#x20;

> 1\. In section 1 of the principal Act, delete subsection (1). \
> 2\. In section 3 of the principal Act, insert the following after paragraph (a): \
> &#x20;   "(aA) a new paragraph;"\
> 3\. In section 4 of the principal Act, substitute subsection (2) with the following: \
> &#x20;   "(2) New subsection."

1. Copy and paste the text below into the editor.
2. Apply the amendments given above.
3. Annotate the amendments.

```
SEC 1. - First section of principal Act

  SUBSEC (1)

    First subsection, will be deleted.

  SUBSEC (2)

    This one will be left alone.

SEC 2. - Second section of principal Act

  This one will be left alone.

SEC 3. - Third section of principal Act

  Introductory text:
  
  PARA (a)
  
    first paragraph;
  
  PARA (b)
  
    subsequent paragraph; and
  
  PARA (c)
  
    final paragraph.

SEC 4. - Fourth section of principal Act

  SUBSEC (1)

    This one will be left alone.

  SUBSEC (2)

    Old subsection (will be replaced).


```

When you're done, it should look like this in View mode:

![](/files/-Mc9ZwcFkMR0UTcfeky2)

and like this in Edit mode:

```
SEC 1. - First section of principal Act

  SUBSEC (1)

    {{*[subsection (1) deleted by section 1 of Act 5 of 2012]}}

  SUBSEC (2)

    This one will be left alone.

SEC 2. - Second section of principal Act

  This one will be left alone.

SEC 3. - Third section of principal Act

  Introductory text:
  
  PARA (a)
  
    first paragraph;

  PARA (aA)
  
    a new paragraph;
    
    {{*[paragraph (aA) inserted by section 2 of Act 5 of 2012]}}
  
  PARA (b)
  
    subsequent paragraph; and
  
  PARA (c)
  
    final paragraph.

SEC 4. - Fourth section of principal Act

  SUBSEC (1)

    This one will be left alone.

  SUBSEC (2)

    New subsection.

    {{*[subsection (2) substituted by section 3 of Act 5 of 2012]}}
    

```


# Bulk imports (spreadsheet)

{% hint style="warning" %}
Bulk imports from a spreadsheet have been deprecated and are no longer supported. The below is retained for archival purposes only.
{% endhint %}

The spreadsheet has the following columns:

For all **date** columns:

* The format is `yyyy-mm-dd`.
* If you type in e.g. '1 Mar 20', it should automatically update to '2020-03-01'.

For all **relationships** columns:

* The related work must already have its own row in the spreadsheet.
* Its FRBR URI should be final.
* To select a related work, start typing its title in the dropdown and the list of options will shrink.
* There's no need to record both sides of a relationship in the spreadsheet; use the one that works best for your workflow.

<table data-header-hidden><thead><tr><th>Column</th><th>Description</th><th>Notes</th><th data-hidden>Examples</th></tr></thead><tbody><tr><td>Column</td><td>Description / Examples</td><td>Notes</td><td></td></tr><tr><td><strong>Core details</strong></td><td></td><td>Used for working out the FRBR URI (unique identifier).<br>Most fields are mandatory.</td><td></td></tr><tr><td>country</td><td>2-letter country code: <br><strong>ZA</strong> for South Africa, <strong>KE</strong> for Kenya</td><td>Case insensitive.<br>Must be the same code as the country you're in on the platform.</td><td></td></tr><tr><td>locality</td><td>locality code: <br><strong>cpt</strong> for Cape Town in South Africa</td><td>Leave blank for national legislation.<br>Case insensitive.<br>Must be the same code as the locality you're in on the platform.<a href="https://en.wikipedia.org/wiki/List_of_municipalities_in_South_Africa"><br></a><a href="https://en.wikipedia.org/wiki/List_of_municipalities_in_South_Africa">ZA municipalities on Wikipedia</a></td><td></td></tr><tr><td>title</td><td>The short title of the work: <br><strong>Criminal Procedure Act</strong></td><td>May or may not include the year at the end – house style decision.</td><td></td></tr><tr><td>cap</td><td>Chapter (Cap.) number: <br><strong>12</strong> for Chapter 12</td><td>Not all countries use Chapter numbers.</td><td></td></tr><tr><td>doctype</td><td>The code for the work's type: <br><strong>act</strong>, <strong>statement</strong></td><td>In most places the default is 'act', and this column can be ignored.</td><td></td></tr><tr><td>subtype</td><td>The code for the work's subtype: <br><strong>ln</strong> for a Legal Notice, <strong>by-law</strong> for a By-law, <strong>p</strong> for a Proclamation, <strong>si</strong> for a Statutory Instrument</td><td>Case insensitive.<br>Leave blank for Acts.</td><td></td></tr><tr><td>actor</td><td>A code decided on internally for the author of a work: <br><strong>mepc</strong></td><td><p>No spaces allowed.</p><p>Can mostly be left blank.</p></td><td></td></tr><tr><td>number</td><td>The number of the work: <br><strong>9</strong> for Act 9 of 2012, <strong>34</strong> for SI 34 of 2012</td><td>Use words separated by hyphens for works without a number and for by-laws.</td><td></td></tr><tr><td>year</td><td>The year of the work: <br><strong>2012</strong> for Act 9 of 2012</td><td></td><td></td></tr><tr><td><strong>Publication details</strong></td><td></td><td>Used to try and automatically link the relevant Gazette when creating the work on the platform.</td><td></td></tr><tr><td>publication_name</td><td>Usually the name of the Gazette: <br><strong>Eastern Cape Provincial Gazette</strong></td><td>For national Gazettes, try just 'Government Gazette' at first to find matches on gazettes.africa.</td><td></td></tr><tr><td>publication_number</td><td>The Gazette number: <br><strong>12345</strong> for Gazette 12345 of 1 March 2020</td><td>Found on the front cover of the Gazette.</td><td></td></tr><tr><td>publication_date</td><td>The Gazette date: <br><strong>2020-03-01</strong> for Gazette 12345 of 1 March 2020</td><td>Found on §the front cover of the Gazette.</td><td></td></tr><tr><td>gazette link</td><td>Automatically generated based on the previous three columns, if available on gazettes.africa</td><td>Don't edit these cells, but do delete the formula if it's slowing down the spreadsheet loading (especially if no links are found).</td><td></td></tr><tr><td><strong>Other relevant dates</strong></td><td></td><td><p>Date format is <code>yyyy-mm-dd</code>.</p><p>If you type in e.g. '1 Mar 20', it should automatically update to '2020-03-01'.</p></td><td></td></tr><tr><td>assent_date</td><td>The date on which the work was signed by the relevant authority</td><td></td><td></td></tr><tr><td>commencement_date (main)</td><td>The date on which the work came or will come into force</td><td>If the work has more than one commencement date, enter the main one here.<br></td><td></td></tr><tr><td>consolidation_date</td><td>The date up to which the work has been consolidated</td><td>Leave this blank if the work hasn't been consolidated.</td><td></td></tr><tr><td>as_at_date_override</td><td>The date up to which the work is up to date</td><td>Only fill this in if the place has an as-at date and the work's doesn't match.</td><td></td></tr><tr><td><strong>Other info</strong></td><td></td><td></td><td></td></tr><tr><td>principal</td><td>Mark this work as principal, i.e. a work for which the content should be pulled in</td><td>An 'Import content' task will be created on bulk import.</td><td></td></tr><tr><td>stub</td><td>Mark this work as a stub, i.e. a work for which the content will not be pulled in: <br>Commencement notices, amending works, repeal notices (works without substantive provisions)</td><td>Stubs are hidden by default on the works listing page (select 'Stubs' or 'All' to see them).</td><td></td></tr><tr><td>disclaimer</td><td>Include a disclaimer for this work, which will appear on the coverpage of all expressions</td><td></td><td></td></tr><tr><td>taxonomy</td><td>Optional taxonomy tag/s to be applied to the work, separated by ';'s: <br><strong>lawsafrica-special:COVID-19</strong> for the Laws.Africa Special Collection titled 'COVID-19'</td><td>Choose an item from the dropdown.<br>The taxonomy must exist on the platform first.</td><td></td></tr><tr><td><strong>Passive relationships</strong></td><td></td><td><p>The related work must already have its own row in the spreadsheet, and its FRBR URI should be final.</p><p>To select a work's FRBR URI from the dropdown, start typing its title in the cell and the list of options will shrink.<br>There's no need to record both sides of a relationship in the spreadsheet; use the one that works best for your workflow.</p></td><td></td></tr><tr><td>primary_work</td><td>The FRBR URI of this work's parent / primary work</td><td>Only use for subsidiary legislation (e.g. Regulations / SIs).</td><td></td></tr><tr><td>commenced_by</td><td>The FRBR URI of a work that commences this work</td><td>Leave this blank if the work gives its own commencement date (either on publication or at another date).</td><td></td></tr><tr><td>commenced_on_date</td><td>The date on which this work is commenced by the commencing work</td><td>The commencing work will most often commence on publication, but may give a different commencement date for the work being commenced.</td><td></td></tr><tr><td>amended_by</td><td>The FRBR URI of a work that amends this work</td><td></td><td></td></tr><tr><td>amended_on_date</td><td>The date on which this work is amended by the amending work</td><td>If nothing is given here, the commencement date of the amending work will be used (if it has one).</td><td></td></tr><tr><td>repealed_by</td><td>The FRBR URI of a work that repeals this work</td><td></td><td></td></tr><tr><td>repealed_on_date</td><td>The date on which this work is repealed by the repealing work</td><td>If nothing is given here, the commencement date of the repealing work will be used (if it has one).</td><td></td></tr><tr><td><strong>Active relationships</strong></td><td></td><td><p>The related work must already have its own row in the spreadsheet, and its FRBR URI should be final.</p><p>To select a work's FRBR URI from the dropdown, start typing its title in the cell and the list of options will shrink.</p><p>There's no need to record both sides of a relationship in the spreadsheet; use the one that works best for your workflow.</p></td><td></td></tr><tr><td>subleg</td><td>The FRBR URI of this work's children / subsidiary works, separated by ';'s</td><td></td><td></td></tr><tr><td>commences</td><td>The FRBR URI of a work commenced by this work</td><td></td><td></td></tr><tr><td>commences_on_date</td><td>The date on which that work is commenced by this work</td><td><p>The commencing work (i.e. the current work) will most often commence on publication, but may give a different commencement date for the work being commenced. </p><p>If nothing is given here, the commencement date of this work will be used (if it has one).</p></td><td></td></tr><tr><td>amends</td><td>The FRBR URI of a work amended by this work</td><td>If this work amends more than one work, list each on its own line (Option or Alt + Enter).</td><td></td></tr><tr><td>amends_on_date</td><td>The date on which that work is amended by this work</td><td>If nothing is given here, the commencement date of this work will be used (if it has one).</td><td></td></tr><tr><td>repeals</td><td>The FRBR URI of a work repealed by this work</td><td>If this work repeals more than one work, duplicate this work's row as many times as needed, only changing this column (and the next one if relevant).</td><td></td></tr><tr><td>repeals_on_date</td><td>The date on which that work is repealed by this work</td><td>If nothing is given here, the commencement date of this work will be used (if it has one).</td><td></td></tr><tr><td><strong>Housekeeping</strong></td><td></td><td></td><td></td></tr><tr><td>Ignore</td><td>When doing a bulk import, put anything in this column and the importer will skip it. Putting a ✔ will make the cell green, to show it's been imported. Putting a "?" will make it yellow, to show research must still be done. It will be red as long as it's empty, to show it must still be imported.</td><td><p>If a work already exists and is reimported ('Ignore' is left blank), it won't be overwritten on import and will be shown as a 'Duplicate', but the taxonomy and any relationships will be linked if they weren't linked previously. </p><p>If any other non-core details were corrected on the platform in the meantime, they should be updated on the spreadsheet before it's reimported.</p></td><td></td></tr><tr><td>frbr_uri</td><td>A formula in this cell will generate the FRBR URI: <br><strong>/akn/za/act/2020/1</strong> for Act 1 of 2020 in South Africa</td><td>Do not edit this cell: <br>If it looks wrong, check the core details.</td><td></td></tr><tr><td>frbr_uri_title</td><td>A formula in this cell will generate the FRBR URI followed by the title: <br><strong>/akn/za/act/2020/1</strong> - Banking Act, 2020 for Act 1 of 2020 in South Africa</td><td>This column populates the dropdown lists for all relationships.</td><td></td></tr><tr><td><strong>Comments etc</strong></td><td></td><td></td><td></td></tr><tr><td>comments</td><td>Text from this column and any others you add won't be imported; use them as a record for yourself</td><td></td><td></td></tr><tr><td>LINKS ETC (add columns as needed)</td><td></td><td></td><td></td></tr></tbody></table>


# Introduction

The Laws.Africa platform uses a parser: a machine translator that turns the plaintext in the Edit window into rich XML (see the screenshots below).

This parser relies heavily on **indentation** to group content and thus capture the structure of a document.

Keywords introduce a group, and everything that falls into that group is indented below the keyword.

See the 'Marking up' subsections for details, and the [Keyword reference](/markup-guide/keyword-reference) for a summary.

![](/files/-MIYtykNuQgHrPeW6clh)

![](/files/-MIYtosoN6pU3F1CeMU-)


# Marking up the structure

After working through this section, you should be able to:

* Mark up the top-level structure of a document
* Mark up the hierarchical structure of a document
* Mark up numbered elements
* Mark up nested elements.

## Introduction <a href="#introduction" id="introduction"></a>

The parser relies on indentation to group content and reflect the hierarchical structure of a document.

Keywords introduce a group, and everything that falls into that group is indented below the keyword.

## Top-level structure <a href="#top-level-structure" id="top-level-structure"></a>

At the highest level, a document is broken up into the following blocks:

* `PREFACE`
* `PREAMBLE`
* `BODY`
* `SCHEDULE(s)`

If there is no Preface or Preamble, `BODY` will be assumed until a [Schedule-like block](/markup-guide/keyword-reference#schedule-like-blocks), after which everything will be in the Schedules.

### Example

```
PREFACE

    Content of preface.
    
PREAMBLE

    Content of preamble.

BODY

Content of body.

SCHEDULE

    Content of Schedule.

```

{% hint style="info" %}
The content of `BODY` doesn't need to be indented under it, because it's the main block.
{% endhint %}

## Hierarchical structure

Within the main body and in Schedules, content is usually grouped under headings.

In legislation, the most common groupings are Chapters, Parts, and Subparts.

Under these (or ungrouped), usually in this order, are sections, subsections, paragraphs, and subparagraphs. Articles are also sometimes used.

All of the above are hierarchical elements, and they all follow the same pattern.

The pattern for hierarchical elements is as follows:

* On a new line, the keyword, e.g. `CHAP` for a Chapter
* On the same line, optionally, a space and a number
* On the same line, optionally, `-` and a heading
* On the next line, optionally, an indent and `SUBHEADING`, followed by a space and the subheading
* Below the main heading, indented, the content of the grouping
* To mark the end of a grouping, unindent the next element or line.

### Tips

* If there is a number and no heading, you don't need to use a `-` .
* If there is no number but there is a heading, you do need to use a `-` to indicate the start of the heading.
* If there is a number and a heading, the `-` should come between the number and the heading.

See the examples below for an illustration, paying close attention to the placement of the `-` .

### Examples

#### Number and no heading

```
CHAP 1

  Content of this Chapter (can be Parts, sections, paragraphs, normal text, etc).
    
```

#### No number, heading

```
SUBPART - Financial reporting

  Content of the (unnumbered) 'Financial reporting' Subpart.
    
```

#### Number and heading

```
PART A - Financial reporting

  Content of Part A.
    
```

#### Subheading

```
PART A - Financial reporting
  SUBHEADING How to do it right
    
  Content of Division A.
    
```

#### More examples

```
CHAP 1 - Title
  SUBHEADING Some more detail
    
  SEC 2. - Heading

    Content of section 2, which falls inside Chapter 1.

  This text will fall inside Chapter 1, but not inside section 2.
        
This text won't fall inside Chapter 1.

SUBPART - Heading with no number

  Content of this (unnumbered) Subpart. Note the dash though.

CHAP 2

  Content of Chapter 2, which doesn't have a heading (or a dash).

```

{% hint style="warning" %}
If the content isn't indented, it won't be captured correctly and the keyword will be captured as text.
{% endhint %}

## Nested elements <a href="#nested-elements" id="nested-elements"></a>

To show that one element falls inside another element in the document hierarchy, indent the whole element.

If the parent element has content of its own, the indented element will line up with that content.

### Example <a href="#example-1" id="example-1"></a>

```
CHAP

  Text in Chapter.

  SEC 1

    SUBSEC (1)
    
      Content of first subsection:
      
      PARA a)
      
        Content of paragraph a:
        
        SUBPARA [i]
        
          Content of subparagraph i;
          
        SUBPARA [ii]
        
          Content of subparagraph ii; and
        PROVISO
          Provisio to subparagraphs (i) and (ii).
          
      PARA b)
      
        Content of paragraph b.
        
    SUBSEC (2)
    
      Content of second subsection.
      
  SUBPART A
  
    SEC 2
    
      Content of section 2, which is in Subpart A of the (unnumbered) Chapter.
      
    Free-floating content in Subpart A of the Chapter.
    
This text won't fall inside the Chapter.

```

{% hint style="info" %}
Nesting can get complicated! Look at the table of contents to help guide you, or collapse an element to hide its content.
{% endhint %}

{% hint style="info" %}
Note that the numbers of the elements above don't rules about needing a stop, round brackets, etc: anything given after the keyword and before `-` will be accepted as the number of that element.
{% endhint %}

## Bulleted lists

The pattern for bulleted lists is as follows:

* On a new line, the keyword `BULLETS`&#x20;
* Below the keyword, indented, `*` followed by the content of each bullet
* To mark the end of the bulleted list, unindent the next element.

{% hint style="info" %}
If a bullet has more than one paragraph, maintain the indentation so the text lines up, otherwise a `*` will automatically be added at the start of the next line.
{% endhint %}

### Example

```
      SUBPARA (xxiii)

        Relevant elements of existing instruments and processes, including:

        BULLETS
          * Convention on Biological Diversity;
          * Bonn Guidelines on Access to Genetic Resources and the Fair and Equitable Sharing of Benefits Arising from their Utilization;
            Second line of this bullet;
          * Third bullet.
        
        This text will go back into subparagraph (xxiii).
```

### Nested bullets

```
PARA 1.

  //Decides// to amend Annex II to the Basel Convention on the Control of Transboundary Movements of Hazardous Wastes and Their Disposal by adding the following entry:

  TABLE
    TR
      TC

      TC
        Plastic waste with the exception of the following:

        BULLETS
          * Plastic waste that is hazardous waste
          * Plastic waste listed below:

            BULLETS
              * Plastic waste …, including but not limited to the following polymers:

                BULLETS
                  * Polyethylene (PE)
                  * Polypropylene (PP)

              * Plastic waste …, including but not limited to the following resins:

                BULLETS
                  * Urea formaldehyde resins
                  * Phenol formaldehyde resins

              * Plastic waste … one of the following fluorinated polymers:

                BULLETS
                  * Perfluoroethylene/propylene (FEP)
                  * Perfluoroalkoxy alkanes:

                    BULLETS
                      * Tetrafluoroethylene/perfluoroalkyl vinyl ether (PFA)
                      * Tetrafluoroethylene/perfluoromethyl vinyl ether (MFA)

                  * Polyvinylfluoride (PVF)
                  * Polyvinylidenefluoride (PVDF)

          * Mixtures of plastic waste.



```

## Numbered lists

{% hint style="warning" %}
Do not use this markup for numbered elements like paragraphs or subparagraphs. Only use it for numbered lists in defined terms, the Preface, or tables.
{% endhint %}

The pattern for numbered lists is as follows:

* On a new line, the keyword `ITEMS`&#x20;
* Below the keyword, indented, the keyword `ITEM`&#x20;
* Below the second keyword, indented, the content of the item
* To mark the end of the numbered list, unindent the next element.

### Examples

#### Definitions

```
SEC 1. - Definitions

  Unless stated otherwise in this Act:
  
  "bread" means one loaf of bread;

  ITEMS
    "pigeon" means:
    
    ITEM (a)
      a city pigeon; or

    ITEM (b)
      a country pigeon,

    PROVISO
      but not a pigeon that has been bred in captivity;
    
  "another term" means something else.


```

#### Preface

```
PREFACE

  Some introductory text:

  ITEMS
    ITEM a
      First numbered item,

      Second paragraph of first item;

    ITEM b.
      Second numbered item.

  This text will be in the preface, but no longer part of the list.


```

### Nested items

Repeat the pattern, with the nested `ITEMS` keyword inside the `ITEM` in which it appears.

```
ITEMS
  "possessions"—

  ITEM (a)
    means property of any kind, nature or description, whether movable or immovable; and

  ITEM (b)
    ITEMS
      includes —

      ITEM (i)
        any cash in a bank account or bank deposit; and

      ITEM (ii)
        any currency, whether or not the currency is legal tender …,
        
      but does not include …, [applies to list in item (b) only]
      
  and "possession" is the singular of "possessions"; [applies to outer list]


```

## Exercises

### Hierarchical structure 1

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
PARA

1.

Content of first paragraph

2. PARA

List introduction:

SUBPARA a) content of subparagraph a;

SUBPARA b)

content of subparagraph b,

Wrap-up text.

PARA 3. Heading Content of third paragraph.


```

1. Correct the ordering of each numbered element: keyword, then number, then content indented below. Paragraph 3 has a heading.
2. Correct the indentation of each numbered element, paying close attention to nested elements.
3. Ensure the wrap-up text at the end of the second paragraph is indented correctly.

When you're done, it should look like this in View mode:

![](/files/-MIZgfmtV5Eb4KjvNBum)

and like this in Edit mode:

![](/files/-MIZgm_K2i36KtCweX3b)

### Hierarchical structure 2

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
Big heading

Medium heading

Content

Small heading

Content

Medium heading

Content

Big heading

Content

```

1. Mark up the two Big headings with `DIVISION`, and the others with `SUBDIVISION`. You can use `CHAP` and `PART` if you prefer.
2. Nest the two Medium headings under the first Big heading.
3. Nest the Small heading under the first Medium heading.

When you're done, it should look like this in View mode:

![](/files/-MIZlV4jCqxnwpDF6AZJ)

and like this in Edit mode:

![](/files/-MIZj4puv067Aw94OjZ8)

Note the indentation in the Table of Contents:

![](/files/-MIZli8RgclbyMfTig3F)


# Preface, Long title, and Preamble

Marking up content before the body of a work.

The Preface and Preamble are optional components that come at the start of a piece of legislation, before the main body.

The Preface, if present, always comes before the Preamble.

## How to add a Preface

1. Enter Edit mode.
2. Put the keyword `PREFACE` on a line on its own, before anything else.
3. Place the content of the Preface after the keyword.
4. If there is a Long title, include it in the Preface using the keyword `LONGTITLE`.

{% hint style="info" %}
The Preface will appear in the Table of Contents on the left, but it won't have a heading in the document itself.&#x20;
{% endhint %}

### Example

```
PREFACE

  LONGTITLE To make provision for procedures and related matters in criminal proceedings.

  Under the provisions of the Constitution, Parliament makes the following law:—
```

## How to add a Preamble

1. Enter Edit mode.
2. Put the keyword `PREAMBLE` on a line on its own, before `BODY` (and after the end of the Preface, if there is one).
3. Place the content of the Preamble after the keyword.

{% hint style="info" %}
The Preamble will appear in the Table of Contents on the left. In some countries, it will also show up as a heading in the document.
{% endhint %}

### Example

```
PREFACE

  LONGTITLE To provide a set of regulations governing the use of land and buildings for outdoor advertising and signage and for matters incidental thereto.

PREAMBLE

  WHEREAS everyone has the constitutional right to an environment that is not harmful to their health or well-being;

  BE IT ENACTED by the Council of the City of Cape Town as follows:—
```

## The enactment clause

The enactment clause usually starts with the phrase "Be it enacted . . . "&#x20;

If there is a Preamble, this clause will be at the end of the Preamble before the Body.

If there is no Preamble, this clause will be at the end of the Preface after the Longtitle.

## Exercise

1. Copy and paste the text below into a blank document in your editor.
2. Click **Update**. Note that the text is correct, but the Table of contents on the left-hand side does not include a Preface or a Preamble, and the Long title is not bold.
3. Click **Edit** and fix the ordering and the markup so that the Preface comes first, including the Long title, then the Preamble, and then the main body, as in the screenshots below.

```
BODY

To provide for the appointment, powers and functions of the Ombudsman.

WHEREAS …

WHEREAS …

BE IT ENACTED by the Council of the City of Cape Town, as follows: –

SEC 1. - Definitions

  The following terms are defined …


```

![View mode](/files/-M14zg39h8kBevf2wJmH)

![Edit mode](/files/6PuJvn47qrng6heHp4gn)


# Headings

Chapters and Parts are often used to group sections. Sometimes a Chapter will contain Parts, and sometimes a Part will contain Chapters. Subparts serve the same function, but usually only have a number (or letter) and a heading. Crossheadings don't group sections and they never have a number; they are standalone 'headings' and are not preferred.

## How to mark up Chapters

1. Enter Edit mode.
2. On one line, start a Chapter with `CHAP <number> - <heading>`.
3. The number and heading are both optional.
4. The heading should use [Sentence case](/style-guides/laws.africa#headings), not ALL CAPS.
5. Use "space hyphen space" between the number and the heading.
6. Put the contents of the Chapter on the following lines, indented.

{% hint style="warning" %}
If the Chapter doesn't have a number, you should still use a hyphen before the heading – otherwise the heading will be recorded as the number in the XML.
{% endhint %}

**Example**

```
CHAP 2 - Interpretation

  SEC 2. - Terms

    The following terms shall be interpreted …
```

## How to mark up Parts

1. Enter Edit mode.
2. On one line, start a Part with `PART <number> - <heading>`.
3. The number and heading are both optional.
4. The heading should use [Sentence case](/style-guides/laws.africa#headings), not ALL CAPS.
5. Use "space hyphen space" between the number and the heading.
6. Put the contents of the Part on the following lines, indented.

{% hint style="warning" %}
If the Part doesn't have a number, you should still use a hyphen before the heading – otherwise the heading will be recorded as the number in the XML.
{% endhint %}

**Example**

```
PART 2 - Tariffs

  SEC 4. - Calculating tariffs

    Tariffs shall be calculated …
```

## How to mark up Subparts

1. Enter Edit mode.
2. On one line, start a Subpart with `SUBPART <number> - <heading>`.
3. The number and heading are both optional.
4. The heading should use [Sentence case](/style-guides/laws.africa#headings), not ALL CAPS.
5. Use "space hyphen space" before the heading.
6. Put the contents of the Subpart on the following lines, indented.

{% hint style="warning" %}
If the Subpart doesn't have a number, you should still use a hyphen before the heading – otherwise the heading will be recorded as the number in the XML.
{% endhint %}

**Example**

```
SUBPART A - Fines

  SEC 6. - Calculating fines

    SUBSEC (1)

      Fines should never …
```

## How to mark up Crossheadings

Only use Crossheadings when no other type of heading or grouping makes sense. This happens most often in Schedules.

1. Enter Edit mode.
2. On one line, mark text as a heading with `CROSSHEADING <the heading>`.
3. The heading should use [Sentence case](/style-guides/laws.africa#headings), not ALL CAPS.

**Example**

```
SCHEDULE First Schedule
  SUBHEADING Laws Repealed

  Regular text.

  CROSSHEADING A heading

  More regular text.
```

## Exercise

1. In Edit mode, copy and paste the following content into your editor.
2. Correct it so that it looks like the screenshot below in View mode.
   1. Chapter 2 should have the correct heading (using Sentence case).
   2. Part 1 should have the correct heading (also using Sentence case).
   3. The first Subpart should contain sections 5 and 6.
   4. The second Subpart should contain sections 7 and 8.

```
2
GENERAL

Part: 1
Municipal Services and Taxes

Services

5. Rubbish removal

Rubbish removal will be …

6. Stormwater drainage

Stormwater should …

Taxes

7. Calculating taxes

Taxes are …

8. Paying taxes

Taxes should …

```

Your goal is to make it look like this:

![](/files/-MA5wPWwrJVb9fTU51Ls)


# Marking up Schedules / Annexes

A schedule comes at the end of a piece of legislation. It is a separate from the main content and has a separate heading, subheading and table of contents.

A schedule has a heading, such as 'Schedule 1', 'First Schedule', or sometimes just 'Schedule'. Some schedules also have a subheading, such as 'Laws Amended'.

The pattern for Schedules / Annexes is as follows:

* On a new line, the keyword: `ANNEXURE`, `APPENDIX`, `ATTACHMENT`, or `SCHEDULE`
* On the same line, after a space, the name of the element, e.g. `Annex` or `Schedule 1`
* On the next line, optionally, an indent and `SUBHEADING`, followed by a space and the subheading, e.g. `Laws repealed`
* Below the main heading, indented, the content of the Schedule / Annex.

{% hint style="info" %}
Don't use italics or bold markup on any headings, including in Schedules / Annexes.
{% endhint %}

### Examples

```
ANNEXURE Annex
  SUBHEADING Conclusions of the subsidiary body on scientific, technical …

  PARA 1.
  
    First paragraph in the Annex.

  
```

```
ANNEXURE Annex
  SUBHEADING List of elements of methodological guidance
  
  Methodological approaches for identifying, monitoring, and assessing …

  SUBPARA (a)
  
    Recognize and fully include traditional knowledge, …


```


# Marking up annotations

Annotations, or editorial remarks, are used to indicate that an amendment has been made, or to give any other context to a reader of the legislation. They are marked up to indicate that they are not part of the original or authoritative content of a document.

The pattern for marking up annotations is as follows:

* An opening `{{*[`
* The content of the annotation
* The closing `]}}`.

### Examples

```
SEC 1. - Heading

  Content of section 1.
  
  {{*[section 1 substituted by section 12 of Act 5 of 2021]}}
```


# Marking up tables

After working through this section, you should be able to:

* Mark up a table
* Mark up heading and content cells
* Mark up quoted content in a table cell
* Merge cells horizontally and vertically
* Mark the end of a table.

## Marking up a table <a href="#marking-up-a-footnote" id="marking-up-a-footnote"></a>

The pattern for tables is as follows:

* On a new line, the `TABLE` keyword
* Below it, indented, the `TR` (table row) keyword
* Below it, indented, either the `TH` (table heading) or `TC` (table content) keyword for each cell in the row
* Below each of those, indented, the content of the cell
* To mark the end of a table, unindent the text.

### Example

```
TABLE
    TR
        TH
            Heading 1
        TH
            Heading 2
    TR
        TC
            Content 1
        TC
            Content 2
            
Regular old text.
            
```

will look like this in View mode:

![](/files/-MIrqZtEoAjvcH1hzWP4)

## Marking up quoted content

The pattern for quoted content is as follows:

* On a new line inside a `TH` or `TC` block, the `QUOTE` keyword
* Optionally, `{startQuote “}` immediately after (no space after the keyword)
* Below it, indented, the keyword of the quoted element
* Below that, indented, the content of the quoted element
* To mark the end of the quote, unindent the text.

{% hint style="info" %}
The above is the same logic as for [Marking up the structure](/markup-guide/marking-up-the-structure), with the addition of the `QUOTE` keyword being the only difference.
{% endhint %}

### Example

```
TABLE
    TR
        TH
            Heading 1

        TH
            Heading 2

    TR
        TC
        
            Something about section 21:

            QUOTE{startQuote “}

                SEC 21 - Head

                    Content of section 21—
                    
                    PARA (a)
                    
                        first paragraph:
                        
                        SUBPARA (i)
                        
                            first subparagraph;
                    
                        SUBPARA (ii)
                        
                            second subparagraph;
                    
                    PARA (b)
                    
                        second paragraph,
                        
                    wrap-up text of section 21.”
                    
            Some more text talking about section 21.


        TC
            Content 2

```

will look like this in View mode:

![](/files/-MItMTni6bXNp6j1RKkx)

## Merging cells horizontally

To merge cells horizontally, we use the `colspan` keyword, as follows:

* Immediately after either `TH` or `TC` (no space), `{colspan`&#x20;
* &#x20;The total number of cells to merge horizontally, e.g. `3`
* &#x20;The closing `}`.

### Example

```
TABLE

    TR
        TH{colspan 2}
            Spans both columns
            
    TR
        TC
            First cell's content
        
        TC
            Second cell's content
```

will look like this in View mode:

![](/files/-MIt7Wse7szSHOjUUG4y)

{% hint style="info" %}
Note how the first row in Edit mode only has one `TH`.
{% endhint %}

## Merging cells vertically

To merge cells vertically, we use the `rowspan` keyword, as follows:

* Immediately after either `TH` or `TC` (no space), `{rowspan`&#x20;
* &#x20;The total number of cells to merge vertically, e.g. `3`
* &#x20;The closing `}`.

### Example

```
TABLE
    TR
        TH
            Heading 1
        TH
            Heading 2
    TR
        TC{rowspan 2}
            Rows 1 and 2, Column 1
        TC
            Row 1, Column 2
    TR
        TC
            Row 2, Column 2
    TR
        TC
            Row 3, Column 1
        TC
            Row 3, Column 2

```

will look like this in View mode:

![](/files/-MIt9G_ddQgkjIvrLL_M)

{% hint style="info" %}
Note how the third row in Edit mode only has one `TC`, which will be in the second column.

If `{rowspan 2}` had been applied to the second column in the second row instead, the third row's one `TC` would be in the first column in View mode, but unchanged in Edit mode.
{% endhint %}

## Exercises

### Structuring a table

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
Big Heading A

Heading 1, Heading 2, Heading 3

Subheading 1, Content 1, Content 2

Content 1, Content 2

```

1. Insert the `TABLE` keyword before row 1, and indent all the rows under it.
2. Insert the `TR` keyword before each row, and indent each row under it.
3. In the first row, insert the `TH` keyword before the Big Heading, have it span all three columns, and indent the text below it.
4. In the second row, insert the `TH` keyword before each Heading, and indent the text below it. You can delete the commas between the Headings.
5. In the third row, use `TH` for the Subheading, and have it span two rows.
6. Use `TC` for the remaining cells. You can delete the commas between them.

When you're done, it should look like this in View mode:

![](/files/-MItGDHz9jo11gULepGe)

and like this in Edit mode:

![](/files/-MItG7yHfuoZS_Zbn5Ux)

### Quoted content

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
TABLE
    TR
        TH{rowspan 2}
            Name of Act being amended

        TC
            Replace section 2 with the following:

            “2. New heading

            (1) New subsection 1.

            (2) New subsection 2.”.

    TR
        TC
            In section 3, replace paragraph (a) with the following:

            “(a) new text;”.

```

1. Insert `QUOTE{startQuote “}` before the start of both quotes (lines 9 and 19).
2. Indent each quote under its keyword.
3. Delete the repeated `“` at the start of each quote.
4. Model the first quote as section 2, including subsections (1) and (2), using the appropriate keywords and indentation.
5. Model the second quote as paragraph (a).

When you're done, it should look like this in View mode:

![](/files/-MItOTEOalao3Me8rD3b)

and like this in Edit mode:

![](/files/-MItOO7-a67og2sop29m)


# Marking up links

After working through this section, you should be able to:

* Mark up a link.

The pattern for marking up links is as follows:

* In the text where the link appears, the opening `{{>`
* Immediately afterwards, the URL of the link
* A space, followed by the text that should appear
* The closing `}}`.

{% hint style="info" %}
If the linked text is the link itself, simply repeat it: once as the URL, and once as the text.
{% endhint %}

{% hint style="warning" %}
The link should never include spaces, and should always start with `https://` or `http://`if it's external.
{% endhint %}

### Examples

#### Text differs from link

> Please visit [our website](https://laws.africa) for more information.

Looks like this in Edit mode:

```
Please visit {{>https://laws.africa our website}} for more information.
```

If you click on the linked text ('our website'), you will be taken to <https://laws.africa>.

#### Text and link are the same

> Please visit <https://laws.africa> for more information.

Looks like this in Edit mode:

```
Please visit {{>https://laws.africa https://laws.africa}} for more information.
```

## Exercise

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
More information at our website.
```

1. Insert the opening `{{>` before 'our website'.
2. Insert the URL `https://laws.africa` immediately after the opening `{{>`, followed by a space.
3. Insert the closing `}}` after 'our website' and before the full stop.

When you're done, it should look like the example above in View mode.

Try clicking on the linked text. Were you directed to <https://laws.africa>?

Now replace the text 'our website' with the URL, and see what it looks like.


# Marking up images

After working through this section, you should be able to:

* Mark up / insert an image.

The pattern for marking up images is as follows:

* In the text where the link appears, the opening `{{IMG`
* A space, followed by `media/` and the filename of the image
* The closing `}}`.

{% hint style="warning" %}
The filename cannot contain spaces.
{% endhint %}

{% hint style="info" %}
The image needs to be listed under Attachments on the document.
{% endhint %}

### Example

```
PARA 9. 
  Content of paragraph.
  
  {{IMG media/img4.png}}
  

```

## Shortcut

* In Edit mode, with your cursor placed where the image should appear, click **Insert | Insert image …**
* Choose the image from the existing attachments (or add it to this list if it's not there) and click **Insert image**
* The markup described above will be inserted for you automatically.

![](/files/9EfApTqenc5xpPnf9yVk)

![](/files/rXGX2VQlDcvxLZWFX6pU)

![The image markup has been inserted at line 13](/files/RdwmxjJoF7Mfcwv4xaRy)


# Marking up footnotes

After working through this section, you should be able to:

* Mark up a footnote reference
* Superscript a footnote reference
* Mark up a footnote's content
* Mark up nested elements inside a footnote
* Mark the end of a footnote.

## Marking up a footnote <a href="#marking-up-a-footnote" id="marking-up-a-footnote"></a>

The pattern for marking up footnotes is as follows:

* In the text where the footnote reference appears, the inline markup `{{FOOTNOTE x}}`, where `x` is the footnote reference marker
* On a new line, the `FOOTNOTE` keyword
* On the same line, a space and the footnote reference marker
* Below it, indented, the content of the footnote
* To mark the end of a footnote, unindent the text.

### Example

```
  PARA 1.

    Content of paragraph 1.{{FOOTNOTE 2}}

    FOOTNOTE 2

      Content of the footnote.

    Next paragraph in paragraph 1.

```

will look like this in View mode:

![](/files/-MIZn3cAbaZFOk6xmsrP)

{% hint style="info" %}
Note the indentation of the text after the end of the quote.
{% endhint %}

{% hint style="warning" %}
If the content of the footnote is not indented, it won't be captured correctly.
{% endhint %}

{% hint style="warning" %}
If the footnote reference marker doesn't match, it won't be captured correctly.
{% endhint %}

## Superscripting a footnote reference

As you will see in [Marking up formatting](/markup-guide/marking-up-formatting), the way to superscript text is to wrap it in `{{^` and `}}`.

Thus, if your footnote reference reads `{{FOOTNOTE 2}}` as in the above example, and you want it to be superscripted, it should read `{{^{{FOOTNOTE 2}}}}`.

{% hint style="info" %}
Note the two sets of closing `}}`s, one for the superscript markup and one for the footnote reference markup.
{% endhint %}

### Example

```
  PARA 1.

    Content of paragraph 1.{{^{{FOOTNOTE 2}}}}

    FOOTNOTE 2

      Content of the footnote.

    Next paragraph in paragraph 1.

```

will look like this in View mode:

![](/files/-MIZnhpXaVJZN3zAJnx1)

## Marking up nested elements

To mark up nested elements inside a footnote, use the same principles as in [Marking up the structure](/markup-guide/marking-up-the-structure): Indent the contents of each element under its own keyword, and indent all the elements in the footnote under the `FOOTNOTE` keyword.

### Example

```
  PARA 1.

    Content of paragraph 1.{{^{{FOOTNOTE 2}}}}

    FOOTNOTE 2

      Intro:

      PARA A.

        PARA (i) 
      
          content

        PARA (ii)

          content.

```

will look like this in View mode:

![](/files/-MIZo6hvaJjJuvzAE6NW)

## Exercise

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
PARA 3.

    Content of third paragraph.2

    Content of footnote 2:

    PARA A.

    PARA (i) 
      
    subparagraph (i) inside footnote;

    PARA (ii)

    subparagraph (ii) inside footnote,
    
    Wrap-up text in paragraph A.
    
    Last line of footnote 2.
    
Back into third paragraph.

```

1. Mark up the footnote reference to footnote 2 on line 3.
2. Superscript the same footnote reference.
3. Mark up the footnote that starts on line 5.
4. Correct the indentation of the nested elements in the footnote.
5. Correct the indentation of the text after the end of the footnote.

When you're done, it should look like this in View mode:

![](/files/-MIZpstNjGcx6wbttWdh)

and like this in Edit mode:

![](/files/-MIZpzpM37EQObcXS8Dz)


# Marking up formatting

After working through this section, you should be able to:

* Mark up superscripts
* Mark up subscripts
* Mark up bold
* Mark up italics.

## Marking up superscripts

The pattern for marking up superscripts is as follows:

* Before the superscripted text, the opening `{{^`
* The text to be superscripted
* The closing `}}`.

{% hint style="warning" %}
Spaces and any punctuation that are included between `{{^` and `}}` will also be superscripted.
{% endhint %}

### Example

```
On the 15{{^th}} of July 2020 …
```

will look like this in View mode:

![](/files/-MIZs0Yb12GZ39itt80q)

## Marking up subscripts <a href="#marking-up-subscripts" id="marking-up-subscripts"></a>

The pattern for marking up subscripts is as follows:

* Before the subscripted text, the opening `{{_`
* The text to be subscripted
* The closing `}}`.

{% hint style="warning" %}
Spaces and any punctuation that are included between `{{_` and `}}` will also be subscripted.
{% endhint %}

### Example

```
The amount of CO{{_2}} in the atmosphere …
```

will look like this in View mode:

![](/files/-MIZsNnWU21GiPZ96-Ey)

## Marking up bold text <a href="#marking-up-subscripts" id="marking-up-subscripts"></a>

The pattern for marking up bold text is as follows:

* Before the bold text, the opening `**`
* The text to be bolded
* The closing `**`.

{% hint style="warning" %}
Spaces and any punctuation that are included between the `**`s will also be bolded.
{% endhint %}

### Example

```
**This whole sentence is bold.**
```

will look like this in View mode:

![](/files/-MIZtQYPX2JSnltT1yPi)

## Marking up italics text <a href="#marking-up-subscripts" id="marking-up-subscripts"></a>

The pattern for marking up italics text is as follows:

* Before the italics text, the opening `//`
* The text to be italicised
* The closing `//`.

{% hint style="warning" %}
Spaces and any punctuation that are included between the `//`s will also be italicised.
{% endhint %}

### Example

```
Just //this text// is in italics.
```

will look like this in View mode:

![](/files/-MIZtgQSRd498OR51KTx)

## Exercise

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
PARA 12.
  
    On the 12th of July 2020, the amount of CO2 in the atmosphere was bold.
    
    Later that same month is was italics.
    
```

1. Mark up the `th` in the 'the 12th of July' as superscripted.
2. Mark up the `2` in 'CO2' as subscripted.
3. Mark up the word `bold` as bold.
4. Mark up the word `italics` as italics.

When you're done, it should look like this in View mode:

![](/files/-MIZuL_7TUjgUNQpiAp9)

and like this in Edit mode:

![](/files/-MIZuQSpdOXQSlcME14U)


# Marking up insertions and deletions

Showing the changes that have been made when one principal work amends another.

After working through this section, you should be able to:

* Mark up insertions
* Mark up deletions.

## Marking up insertions

The pattern for marking up insertions is as follows:

* Before the inserted text, the opening `{{+`  (note the space after the `+`)
* The inserted text
* The closing `}}`.

{% hint style="info" %}
If the inserted text starts with a space, simply add a second space after the `+`.
{% endhint %}

### Example

```
  All decisions taken should be reported to the Bureau, the {{+ Open-ended}} Working Group and to the next meeting of the Conference of the Parties.

```

Will look like this in View mode:&#x20;

![](/files/ApsMXuJkwr7vf4lWeRQw)

{% hint style="warning" %}
While `{{+ insertions}}` and `__underlines__` look the same in View mode, they just happen to both be styled with an underline for now.

If the style for insertions is updated to a double underline to set them apart from normal underlines, only `{{+ insertions}}` will be updated.
{% endhint %}

## Marking up deletions

The pattern for marking up deletions is as follows:

* Before the deleted text, the opening `{{-`  (note the space after the `-`)
* The inserted text
* The closing `}}`.

{% hint style="info" %}
If the deleted text starts with a space, simply add a second space after the `-`.
{% endhint %}

### Example

```
  The Secretariat shall {{- consult with}}

```

Will look like this in View mode:&#x20;

![](/files/wcf860JZN5ZDtuFpOOo7)

## Extra markup

In some jurisdictions, extra markup is included in the original: for example in South Africa, deletions are given \[**in bold and with braces**]. In cases like these:

* Ignore the bold — we could always update the style for deletions to be bold rather than strikethrough.
* Leave in the braces, and include them outside the struckthrough text: `[{{- remove this}}]`.

## Exercise

Copy the text below and paste it into a practise document, then see the instructions that follow.

```
A letter of agreement Memorandum of Understanding has been signed between the secretariat of the Basel Convention and the UNEP/OCHA Environmental Unit, identifying the areas and the methodology for cooperation.

```

1. Mark up `letter of agreement` as an insertion.
2. Mark up `Memorandum of Understanding` as a deletion.&#x20;

When you're done, it should look like this in View mode:

![](/files/Amt0M4wIH3UZDrVyCA15)

and like this in Edit mode:

```
A {{+ letter of agreement}} {{- Memorandum of Understanding}} has been signed between the secretariat of the Basel Convention and the UNEP/OCHA Environmental Unit, identifying the areas and the methodology for cooperation.

```


# Keyword reference

## Structural markup

| Keyword                  | Description                                                                  |
| ------------------------ | ---------------------------------------------------------------------------- |
| `PREFACE`                | Introduces the Preface                                                       |
| `PREAMBLE`               | Introduces the Preamble                                                      |
| `BODY`                   | Introduces the main body (can be left out if there's no Preface or Preamble) |
| `CHAP 1 - Heading`       | Introduces a Chapter                                                         |
| `PART A - Heading`       | Introduces a Part                                                            |
| `SUBPART X - Heading`    | Introduces a Subpart                                                         |
| `DIVISION X - Heading`   | Introduces a Division                                                        |
| `SUBDIVISION`            | Introduces a Subdivision                                                     |
| `SEC 1. - Heading`       | Introduces a section                                                         |
| `SUBSEC` (`1) - Heading` | Introduces a subsection                                                      |
| `PARA (a) - Heading`     | Introduces a paragraph                                                       |
| `SUBPARA (i) - Heading`  | Introduces a subparagraph                                                    |
| `ART 1 - Heading`        | Introduces an article                                                        |
| `SCHEDULE`               | Introduces a Schedule (see the full list of Schedule-like blocks below)      |
| `QUOTE{startQuote “}`    | Introduces a quote                                                           |
| `FOOTNOTE`               | Introduces a footnote                                                        |
| `PROVISO`                | Used to markup provisios                                                     |

### Schedule-like blocks

`ANNEXURE`\
`APPENDIX` \
`ATTACHMENT` \
`SCHEDULE`

## Inline markup

| `\`                                    | Escape a special keyword                               |
| -------------------------------------- | ------------------------------------------------------ |
| `LONGTITLE`                            | Introduces the Long title                              |
| `CROSSHEADING`                         | Introduces a Crossheading                              |
| `{{*[annotation]}}`                    | An annotation                                          |
| `{{^superscript}}`                     | Superscripted text                                     |
| `{{_subscript}}`                       | Subscripted text                                       |
| `**bold**`                             | Bold text                                              |
| `//italics//`                          | Italics text                                           |
| `__underline__`                        | Underlined text                                        |
| `{{>https://example.com Linked text}}` | A link                                                 |
| `{{IMG media/logo.png}}`               | An image                                               |
| `{{FOOTNOTE x}}`                       | A footnote reference, with `x` as the reference marker |
| `{{^{{FOOTNOTE x}}}}`                  | A superscripted footnote reference                     |
| `{{+ ins}}`                            | Inserted text                                          |
| `{{- del}}`                            | Deleted text                                           |

## Table markup

| Keyword                  | Description                                                                                                        |
| ------------------------ | ------------------------------------------------------------------------------------------------------------------ |
| `TABLE`                  | Introduces a table                                                                                                 |
| `TR`                     | Introduces a table row                                                                                             |
| `TH`                     | Introduces a table heading cell                                                                                    |
| `TC`                     | Introduces a table content cell                                                                                    |
| `{colspan 5}`            | After `TH` or `TC`, gives 5 as the total number of columns this cell will occupy                                   |
| `{rowspan 5}`            | After `TH` or `TC`, gives 5 as the total number of rows this cell will occupy                                      |
| `{colspan 2\|rowspan 3}` | After `TH` or `TC`, gives 2 as the total number of columns and 3 as the total number of rows this cell will occupy |


# Laws.Africa

Style points that apply to all our projects

## Guiding principles

* User-friendliness.
* Being faithful to the original.
* Accurately capturing the content and structure, and not sweating the presentation.

## What to include and exclude

### Exclude

* Metadata – should be captured separately and reflected automatically on the coverpage:
  * Date of assent
  * Date of commencement
  * List of amendments
* Signatures (do not include as an image)
* Arrangement of Sections

### Include

* Language of text signed, e.g. `(English text signed by the Premier)`
* Preface, Long title, Preamble, including the word `ACT` before the Long title
* Main content
* Schedules

## Headings

Our preferred style is Sentence case for all headings, which is more readable than all caps.

Sentence case capitalises the first word, any proper nouns and acronyms, and defined terms.

* To **capitalise** means to uppercase the first letter:
  * `namibia` → `Namibia`
* **Proper nouns** include country names and the names of certain bodies:
  * `attorney general` → `Attorney General`&#x20;
* **Acronyms** (or [initialisms](http://www.todayifoundout.com/index.php/2012/05/the-difference-between-an-acronym-and-an-initialism/) if you want to be that person) will often also be defined in the legislation:
  * '"**ITU**" means International Telecommunications Union;'
  * `Members of the itu` → `Members of the ITU`
* But sometimes they'll just be assumed:
  * `The sabc` → `The SABC`
* **Defined terms** are defined in the definitions section of the current work:
  * '"**Board**" means the Board of Commissioners established under section 5 of this Act;'
  * `Members of the board` → `Members of the Board`

{% hint style="info" %}
If a term is consistently used in the upper case in a work, it should be used in the upper case in headings, even if it isn't explicitly defined.
{% endhint %}

{% content-ref url="/pages/-MA70o-0e5qn-985lTOt" %}
[Fixing all-caps headings](/how-tos/mark-up/fix-all-caps-headings)
{% endcontent-ref %}

### Marking up headings with or without keywords&#x20;

If a document is divided by headings for which a keyword exists, such as `CHAPTER/PART`, please use `SUBPART`  for any further headings which do not have a keyword.

If a document is divided by headings for which a keyword does  not exist, please use `DIVISION`  and `SUBDIVISION`  for those headings.

## Formatting

In general, we don't mark up bold, italics, or underlined text purely for emphasis.

Words or phrases that should be bold because they are headings or defined terms should rather be marked up as headings or defined terms.

But some terms are italicised, depending on the jurisdiction: see [Working with italicised terms](/how-tos/mark-up/italicised-terms).

And sometimes other formatting should be applied, such as superscript or subscript: see [Marking up formatting](/markup-guide/marking-up-formatting).

## Forms

* Only use italics for instructions, like (*insert name here*).
* Use `SUBPART`s for forms rather than crossheadings.
* Use the special character for a checkbox (☐) where appropriate.
* Use underscores (\_\_\_) for fill-ins.
* Keep the use of images to a bare minimum: only for logos, maps, etc.
* Don't use an image for 'Official stamp' – rather use italics text.
* Don't aim to replicate the formatting exactly as it is in the original; just make sure the text is all there and the meaning is clear.

## Subsidiary legislation

### Regulations

*Do* keep the introductory text from the notice, but *don't* treat the Regulations as being in a Schedule.

So, even though the notice text says 'in the Schedule', we put the Regulations in the BODY of the document, and keep the introductory text as the PREFACE of the document. (Any schedules to the Regulations will be treated as Schedules.)

### Example

From <https://edit.laws.africa/works/akn/za-wc/act/pn/2010/232/>:

![](/files/-MEvx9ncAeHx8dOg4B5g)

![](/files/LR6TlLOf0H20qef0ppxJ)

### Other notices

Keep the body of the notice as the BODY, and the Schedule as a SCHEDULE.

### Example

From <https://edit.laws.africa/works/akn/za/act/gn/2020/752/>:

![](/files/-MF00Bq8bPgDRIuaR5jO)

![](/files/MEhNuSjAxthVttv4aV4M)

### Treaties and other documents with a Preamble

In the Preamble of a document, style the first word of each sentence (words highlighted in the image below) as it is in the source document. If such word it **underlined**, please remove the underlining and **add italics** to it.&#x20;

![](/files/2D7rWGxce1QKOmH4KGIT)


# Côte d'Ivoire

**Conversion tasks**: Importing documents : Docx files are saved here : <https://drive.google.com/drive/u/0/folders/1Ljr3T2AvqSY8ssKKVNGDJQ2e0nzC7dIF>

**Things to look out for in Côte d'Ivoire**

* **Hierarchy of Documents**:
* &#x20;Livre (Book), Titre (Title), Sous-titre, Chapitre (Chapter), Section, Sous-section, Article&#x20;
* Livre 1 appears as **LIVRE PREMIER** in the docx, mark up as `BOOK premier`
* Chapitre 1 appears as **CHAPITRE PREMIER** in the docx, mark up as `CHAP premier`
* &#x20;Article 1 appears as  **ARTICLE PREMIER** in the docx,  mark up as `ART premier`&#x20;
* Title 1 appears as  **TITRE PREMIER** in the docx,  mark up as TITLE `premier`
* Section 1 appears as  **SECTION PREMIERE** in the docx,  mark up as `SEC première` &#x20;
* Part 1 appears as **PARTIE PREMIERE** in the docx, mark up as `PART première`
* French words for BOOK (Livre), CHAPTER (Chapitre), TITLE (Titre) and PART (Partie) will automatically appear translated on the view screen when you mark them up in the usual way eg. Chapter will automatically come up as Chapitre when you mark it up using CHAP
* Mark up **Sous-titre** as **SUBTITLE**
* Mark up **Sous-section** as **SUBSEC**
* **Legislation history**

  References to legislation history, amendments/modifications reflecting at the top of the work should be captured as an annotation in the Preface

<figure><img src="/files/j22ARhx9yqhlmZdHW4QK" alt=""><figcaption></figcaption></figure>

In edit mode:

<figure><img src="/files/zR7HThSxDQJj1QwJ8IGZ" alt=""><figcaption></figcaption></figure>

In view mode:

![](/files/mMjJuHfBzEMBmN13BOTJ)

Example of annotation of multiple amendments <https://edit.laws.africa/documents/15249/>

**Amendment of Articles**

Word nouveau (new) will be added in round brackets after article number. Annotation with details of amending work should appear immediately below Article heading, with no round brackets.

<figure><img src="/files/R6l8SwlGikuE1kTu7Kfa" alt=""><figcaption></figcaption></figure>

In edit mode:

<figure><img src="/files/H3AlwbKSpt6jjcBDLbmj" alt=""><figcaption></figcaption></figure>

In view mode:

<figure><img src="/files/NN3k4dETPA7LMCQyXsSf" alt=""><figcaption></figcaption></figure>

**Change headings from CAPITAL LETTERS to Sentence case**&#x20;

Example of text that requires change&#x20;

<figure><img src="/files/vnznzzTcVhCz8a8FrUQD" alt=""><figcaption></figcaption></figure>

At top of screen Click Analysis then Click Make headings sentence case

<figure><img src="/files/adkFHnsvEmQuZ8WzlNgO" alt=""><figcaption></figcaption></figure>

Text of headings to sentence case and accents are automatically inserted:

<figure><img src="/files/7smMytNTWMCZ2pdjbmEx" alt=""><figcaption></figcaption></figure>

You still need to change the words PREMIER to premier. Correct mark up:

<figure><img src="/files/j5Ayj4whBQqem8jAV81W" alt=""><figcaption></figcaption></figure>

**Paragraphe which contains Articles**&#x20;

<figure><img src="/files/nQN4p8l4BlwpSHpKQCIS" alt=""><figcaption></figcaption></figure>

In edit mode: mark up as a SUBPART, include ‘paragraphe’ as part of the number (not the heading)

<figure><img src="/files/1rYb1v6afp7aImCrqxez" alt=""><figcaption></figcaption></figure>

In view mode:

<figure><img src="/files/yxvy8nx8OdhrnRLmlTI3" alt=""><figcaption></figcaption></figure>

**Irregular numbering of documents: annotation to be inserted**&#x20;

Edit mode:

```bluebell
{{*[Attention: numérotation comme à l'original.]}}
```

**Annexes**&#x20;

Found at end of works, mark up as a SCHEDULE

**Table and Forms in Annexes**

**Tables** in document Schedules/Annexes **must** be imported.

**Forms** should be reproduced as images&#x20;

**Applying Amendments**

When an article is amended or substituted,  use the words **modifié par**

Where an article is repealed, use the words **abrogé par**

When an article is inserted or added use the words **ajouté par**

When an article is deleted use the words **supprimée par**

**Constructing the annotation**

In French language, use of **du**, **de la** and **de l'** depends on what the amending work is. This is a sample of which to of these to use:

<figure><img src="/files/9M6fiMidruGgUXGNd4kM" alt=""><figcaption></figcaption></figure>

&#x20;

Example of Loi with Amendments and several points in time:  Loi Portant Code de la Nationalité Ivoirienne, 1961 <https://edit.laws.africa/works/akn/ci/act/1961/415/>

The word **(nouveau)** is added in brackets to the article after the number to indicate that an entire article was substituted.&#x20;

The annotation is placed below the article number and above the text.

View mode ↓

<figure><img src="/files/dqC4iVRASqljYLHSGokS" alt=""><figcaption></figcaption></figure>

&#x20;Edit mode ↓

<figure><img src="/files/dY5CtirdMaI8OsjwRdvm" alt=""><figcaption></figcaption></figure>

&#x20;There a new bis provision **bis** inserted or added, do not add the word (nouveau) after bis in the Article heading. eg:

<figure><img src="/files/GOAFGfXxb5wHxQZzFcFY" alt=""><figcaption></figcaption></figure>

**Where an article is amended, or substituted several times**, create separate annotations for each amendment, each on a new line. Use the verb **Modifié**

**Example of annotation with multiple amendments applied:**

In View mode ↓

<figure><img src="/files/PqgnifwaQUGL5qmJAjSk" alt=""><figcaption></figcaption></figure>

In Edit mode ↓

<figure><img src="/files/X4fTCBEAa11nAA3zfEx6" alt=""><figcaption></figcaption></figure>

**When an entire Title (Titre) is repealed** which includes Chapters, Sections and Articles, remove these from the work, leave in the Title heading and put one consolidated annotation under the Title. Do not use \*\*\* for repealed provisions.\
&#x20;eg. See Titre VI in this work <https://edit.laws.africa/documents/19529>

<figure><img src="/files/DIH59NZVRcMroWrVCRqe" alt=""><figcaption></figcaption></figure>

&#x20;**When there are no Titles (Titres) and an entire Chapter (Chapitre) is repealed** which includes Sections and Articles, remove these from the work, leave in the Chapter heading and put one consolidated annotation under the Chapter. Do not use \*\*\* for repealed provisions.

&#x20;eg. See Chapters 2 -5 in this work <https://edit.laws.africa/documents/19721>

<figure><img src="/files/Abyl2sL2vQKndfHBNieX" alt=""><figcaption></figcaption></figure>

&#x20;**When an entire Chapter (Chapitre) containing articles is inserted** use the verb **ajouté** and insert one annotation under the Chapter title; do not add annotations under each article.&#x20;

&#x20;eg. Chaptire 1 and 2, in Livre V of  this work <https://edit.laws.africa/documents/19851/>

<figure><img src="/files/YltY8VjsLtkPrlGefQl7" alt=""><figcaption></figcaption></figure>

Please read the section on How to insert an automatically created annotation in the Laws.Africa Editor Guide

<https://docs.laws.africa/managing-works/amending-works/annotating-the-amendments>


# Senegal

**Conversion tasks**: Importing documents : Docx files are saved here : <https://drive.google.com/drive/u/1/folders/1XvIUAte0WTvRVikNkW3Z2VOemBC6gwrG>

**Things to look out for in Senegal**

* **Hierarchy of Documents**:
* Livre (Book), Titre (Title), Chapitre (Chapter), Section, Article
*
* Livre mark up as `BOOK`
* Chapitre mark up as `CHAP`
* Article mark up as `ART`
*
* French words for BOOK (Livre), CHAPTER (Chapitre), TITLE (Titre) and PART (Partie) will automatically appear translated on the view screen when you mark them up in the usual way eg. Chapter will automatically come up as Chapitre when you mark it up using CHAP

**Convert headings in capital letters to sentence case,** run headings through this programme to make sure French accents are put on to the lower case letters: <https://www.reverso.net/spell-checker/french-spelling-grammar/>

**EXPOSE DES MOTIFS** \
Leave this in, it is an explanatory statement\
\
Mark up in PREFACE and leave heading in capital letters\
\
Take out material which is already duplicated and is visible in the table of contents eg. \
\
Le présent projet de loi est articulé autour de sept titres:\
le titre premier est relatif aux dispositions générales;\
le titre II porte sur les instruments de protection de l’Environnement;\
le titre III traite des évaluations environnementales;\
le titre IV concerne la prévention et la lutte contre les pollutions, risques et nuisances;\
le titre V vise la protection et la mise en valeur des milieux récepteurs et sites sensibles;\
le titre VI prévoit les sanctions administratives et pénales;\
le titre VII porte sur les dispositions transitoires et finales.\
\
Example: see PREFACE in <https://edit.laws.africa/works/akn/sn/act/2023/15/>\
\
\
**Paragraphe which contains Articles**

In edit mode: mark up as a SUBPART, include ‘paragraphe’ as part of the number (not the heading)

In view mode: \
![](/files/c6Aq6EVviGYHptpbFJLI)

In edit mode:

![](/files/rRx7j3UcMfC5OVuSfFMt)

**Irregular numbering of documents: annotation to be inserted**

Edit mode:

{{\*\[Attention: numérotation comme à l'original.]}}

**Forms:** insert as images

**Tables:** mark up

**Applying Amendments**

When an article is amended or substituted, use the words **modifié par**

Where an article is repealed, use the words **abrogé par**

When an article is added use the words **ajouté par**

When an article is inserted use the words **inséré par**

When an article is deleted use the words **supprimée par**

**Constructing the annotation**

In French language, use of **du**, **de la** and **de l'** depends on what the amending work is. This is a sample of which to of these to use:

<img src="https://docs.laws.africa/~gitbook/image?url=https%3A%2F%2F672843079-files.gitbook.io%2F%7E%2Ffiles%2Fv0%2Fb%2Fgitbook-x-prod.appspot.com%2Fo%2Fspaces%252F-LoitfV0OP-HrMLMazq_%252Fuploads%252FuVqOVnThUQBa2Cc1GWqt%252FDe%2520la.png%3Falt%3Dmedia%26token%3Da2d2f4bd-8cc6-48d3-af98-7ebd1d4828b7&#x26;width=768&#x26;dpr=3&#x26;quality=100&#x26;sign=2a119a64&#x26;sv=2" alt="" height="231" width="606">

**Where an article is amended, or substituted several times**, create a consolidated annotation.&#x20;

for the word and use **et** in French

Examples:&#x20;

View mode ↓&#x20;

<figure><img src="/files/l9HW6qkMumTbw1vUyWVy" alt=""><figcaption></figcaption></figure>

&#x20;Edit mode ↓

<figure><img src="/files/5Whs0l3wNwUrvKwUeUHi" alt=""><figcaption></figcaption></figure>

Please read the section on How to insert an automatically created annotation in the Laws.Africa Editor Guide

<https://docs.laws.africa/managing-works/amending-works/annotating-the-amendments>


# Ghana

## Import documents

**Word docs:** <https://drive.google.com/drive/folders/1hrqHA9umhr5fLtqd0Ws-6iLYeAx5epq0>

## Cleaning up a document

### Annotations

References to Acts in the headings' margins should be moved to the end of the section and marked up as an annotation. Where several references appear, they should be captured in a single annotation separated by semi-colons.

<figure><img src="/files/3ijtObPMQ8kwvRumqobo" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/V7KHdFderXTwOy2I9G3c" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/5vODxROBxHLqLU6ZuJYg" alt=""><figcaption></figcaption></figure>

References to Acts in the margins should be moved below the text they refer to, and be marked up as annotations.

<figure><img src="/files/oiZYBR753ds5kq49Fb5T" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/2kSwP79KYh9mT9YlIHLj" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/5WoU00Ek2Cv3OSaLML9X" alt=""><figcaption></figcaption></figure>

References to amendments should also be captured as annotations.

<figure><img src="/files/0ewdjSyABtmdC6b162YS" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/nFcQp3z4kKAcXAMuQN5W" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/3CjpkRm0BceZb0PmVsl5" alt=""><figcaption></figcaption></figure>

## Dates in Ghana

We do not have publication or commencement dates for Acts up to the year 1992. We will be using dummy commencement dates (31/12/year) for such years.

<figure><img src="/files/NyxiCv9kegoJ7yKKYcBK" alt=""><figcaption></figcaption></figure>

For years after 1992, the date of Gazette notification is the same as the publication date.

<figure><img src="/files/OVY2bW2PeYZed3GHrrt1" alt=""><figcaption></figcaption></figure>

Documents commence on the publication date unless stated otherwise.

The date Gazette notification which appears at the end of the task should be deleted.

## Things to note

* Some original publications have incomplete words. This may lead to OCR errors in the imported tasks e.g the currency symbol for Ghana appearing as '€, £ or 0' instead of '₵'. Look out for these when cleaning the imports.
* The format of some Schedules deviate from the usual ones, where instead of paragraphs, we have Articles and Rules.
* In some documents, there is a reference to Rules in the main body, but in the Schedules, these Rules are referred to as paragraphs. When marking these up in the Schedule, we should use PARA instead of RULE.


# Namibia

Style guide for importing Acts and Regulations in Namibia.


# Regulations

**Import documents:**&#x20;

**Word docs:** <https://drive.google.com/drive/u/1/folders/1qo3sbs99zh75BVri3AstNf8Y9NrwrAJT>

## Things to look out for

### Before the import

#### Table of Contents

The Word documents have a Table of Contents (ToC) of an "Arrangement of Regulations". This needs to be removed in each document before it can be imported. To remove the ToC:

* find the document you want to import in the ["Import documents" folder](https://drive.google.com/drive/u/1/folders/1qo3sbs99zh75BVri3AstNf8Y9NrwrAJT)
* open the document in Google docs (before downloading it)
* delete the Toc or Arrangement of Regulations (<mark style="color:red;">text is in red</mark>)&#x20;
* wait for it to save

<figure><img src="/files/1c8HyGQLkCO3XC9cCsLz" alt="" width="563"><figcaption><p>saving...</p></figcaption></figure>

<figure><img src="/files/1lpBRmlBtbBifMmfDC1g" alt="" width="563"><figcaption><p>saved</p></figcaption></figure>

* close the document
* download the newly edited document
* import the downloaded document

### Cleaning up the import&#x20;

#### Preface

Please remove the text that comes immediately after the Namibian coat of arms or logo, and before the "arrangement of regulations"

<figure><img src="/files/0aGs6laaxVZwwLk7UbxW" alt="" width="563"><figcaption><p>The highlighted text should be removed</p></figcaption></figure>

#### Preface ("as amended by" information)

If a document has "as amended by" information, this must be included in the in PREFACE and marked up as seen below.&#x20;

<figure><img src="/files/qXVsD7qixeD9dfhkg2Uv" alt="" width="375"><figcaption></figcaption></figure>

<figure><img src="/files/BEMkEb26bjCbvUgafNNn" alt="" width="375"><figcaption></figcaption></figure>

#### Headings

**Chapter, Part** and **Schedule** headings should be marked up in all caps.

<figure><img src="/files/ofWrbNU1pg4c91NsTbkK" alt="" width="563"><figcaption></figcaption></figure>

#### Forms

Forms are not to reproduced when importing regulations.

\
For Forms, please still insert the heading and style as usual, with an editorial note underneath, as shown below:

<pre><code><strong>ANNEXURE - Annexure 1
</strong>    SUBHEADING Forms
    {{*[Editorial note: The forms have not been reproduced]}}
</code></pre>

If forms are subsequently amended /substituted an annotation should be included to that effect

````
{{*[Editorial note: The forms have not been reproduced.]}}

  {{*[form 4 substituted by section 11 of {{>/akn/za/act/gn/1997/r961 Government Notice R961 of 1997}}]}}
```
````

#### Tables

Tables in Schedules **must** be imported.&#x20;

#### Annotations with multiple elements

If an annotation has multiple numbered elements, as shown below, mark it up as a QUOTE and mark up each individual elements/line as its own annotation.

<figure><img src="/files/XeuZv7bLvQSZFkAiZ34w" alt="" width="375"><figcaption></figcaption></figure>

<figure><img src="/files/8kpjzfsUC3lWLISfAmhB" alt="" width="375"><figcaption></figcaption></figure>

```
QUOTE
    DIVISION - {{*"SCHEDULE}}

      ITEMS
        {{*The following sectors of business within or relating to the tourism industry are regulated sectors:}}

        ITEM (a)
          {{*activity operators, being persons conducting business to provide recreational facilities, equipment and training to tourists in relation to tourist related activities such as horse riding, air ballooning, boat trips, dolphin cruises, white water rafting, quad biking or other similar activities;}}

        ITEM (b)
          {{*air charter operators, being persons conducting business by providing non-scheduled air flight services to tourists for scenic tours, transport to tourist destination spots or for other recreational purposes, either with or without the provision of the services of a pilot;}}

        ITEM (c)
          {{*booking agents, being persons conducting business by providing services for making bookings or reservations for travel by air, road or sea or for accommodation at hotels or other accommodation establishments on behalf of tourists or any sector of the tourism industry.}}

        ITEM (d)
          {{*conference centre operators, being persons conducting business by providing facilities, equipment and services for the holding of conferences, not being a facility which forms part of and is conducted by a registered accommodation establishment;}}

        ITEM (e)
          {{*foreign tour operators, being persons conducting business from a base elsewhere than in Namibia and provide services for bringing tourists from a foreign country to tourist destinations in Namibia;}}

        ITEM (f)
          ITEMS
            {{*shuttle and transport service operators, being persons conducting business for providing services for transporting tourists-}}

            ITEM (i)
              {{*upon arrival or departure from or to a port of entry, excluding any courtesy transport service offered by a registered accommodation establishment or regulated business exclusively to their guests or clients; or}}

            ITEM (ii)
              {{*from any place in Namibia across any border of Namibia to a destination in a foreign country;}}

        ITEM (g)
          {{*tour facilitators, being persons conducting business for providing services for planning and arranging all-inclusive tour packages for tourists, either fixed tour programs or customized tour programs to suit the preferences of individual tourists, with respect to itinerary, destinations and accommodation and if provision for the transportation of clients is included, such transportation is provided by means of motor vehicles specially hired for the particular purpose by the tour facilitator or provided by a tour and safari operator with whom arrangements have been made by the facilitator for transportation of the clients;}}

        ITEM (h)
          {{*tour and safari operators, being persons conducting business from a base in Namibia by providing services for the planning and arranging of a combination of various tourists-related services as a cohesive programme for purchase directly from the operator or through a booking agent and includes services and facilities such as sightseeing tours, transport to tourist destination spots, guides and meals as well as the provisions of accommodation to clients for the duration of a tour in facilities provided by the operator or in registered accommodation establishments;}}

        ITEM (i)
          {{*trophy hunting operators, being persons conducting business by providing services and facilities to tourists for hunting game for trophy purposes; and}}

        ITEM (j)
          {{*vehicle rental operators, being persons conducting business by providing services to tourists for hiring motor vehicles for travel, either with or without inclusion of the services of a driver to operate the vehicle.”]}}
```

## Good to know

### Annotations

Annotations will look a little different in Namibia. They are automatically centre aligned and in green.

<figure><img src="/files/GmUa4ipeIuPIgo7pp6by" alt="" width="375"><figcaption></figcaption></figure>


# Lesotho

Special instructions for cleaning up Lesotho imports

## Importing the Word documents

**NB: Use the Word docs to import, but use the pdfs as reference when cleaning up the imports.**

Word docs and pdfs are saved here:

<https://drive.google.com/drive/folders/1WfVfs_97rQuTDQu3Kr7OtaEPmWTSH33V?usp=share_link>

## Cleaning up the import

### Things to look out for that are specific to Lesotho

#### Endnotes

Most of the works in Lesotho contain endnotes which appear at the end of the document. These must be treated as footnotes and styled accordingly.

#### Metadata at the top of Acts

Some of the Lesotho pdfs have this information \[hi-lighted below] at the top of the Act

<figure><img src="/files/224hQGSRqiy5CXmgarGZ" alt=""><figcaption></figcaption></figure>

The date underneath the long-title is the date of commencement and must be deleted as it is already captured in the metadata of this work.

The text on the left of the long-title must be retained, please style like this:

<figure><img src="/files/Hewf6MTQ7M9x57gSXzWb" alt=""><figcaption></figcaption></figure>

#### Preface

For Lesotho you'll notice that often the Minister's name in the Preface at the top of a Gazetted notice, is styled like this:

<figure><img src="/files/lPw2GtyKCgZKFSTwv9xx" alt=""><figcaption></figcaption></figure>

These must be styled like this on the platform:

<figure><img src="/files/4H59FEJ06ypoUUyVS58W" alt=""><figcaption></figcaption></figure>

#### Text in margins

Notes/remarks in the margins that have been manually written must be ignored.

Some of the pdfs have text in the margins that has to be brough into the main body of text. Some of these are section headings \[outlined in green in the image below] and have been brought in already and placed next to the section number, please check carefully that those have been done correctly.

Some of them are not section headings and must be styled as annotations. In the example outlined in red in the image below, the annotation will be placed directly under the paragraph that it appears next to.

<figure><img src="/files/9j7AJp8RGLsXXCnQnUpW" alt=""><figcaption></figcaption></figure>

Like this:

<figure><img src="/files/ACdvbvYGWPxeJMGi7X9g" alt=""><figcaption></figcaption></figure>


# Malawi

Special instructions for cleaning up Malawi imports

## Importing the Word documents

**NB: Use the Word docs to import, but use the pdfs as reference when cleaning up the imports.**

Word docs and pdfs are saved here:\
<https://drive.google.com/drive/folders/1ZziBLi5a2249wvyL300wLQMy1Kkqsb-i?usp=share_link>

## Cleaning up the import

### Things to look out for that are specific to Malawi

#### Margin references

The references that appear alongside/under the Long Title of the Act must be moved to above the Long Title and styled like this:

<figure><img src="/files/UyRCjDHtvV8vLMOTGEmC" alt="" width="563"><figcaption></figcaption></figure>

The date that underneath the Long Title may be deleted as it has been captured in the metadata which appears at the top of the work.

The margin references in the pdfs have been moved into the body of the Act in the Word docs. \
These references must be in `{{*[annotation markup]}}` and **no changes** must be made to their wording.

Using the pdf as reference, check that they have been placed correctly by following these instructions:

* if the reference/s appear directly under the section heading in the margin of the pdf they apply to that entire section, so should be positioned right at the end of that section.

![](/files/-MdaB8fqesTi3w0u8-7o)

* if the reference/s appear alongside a specific subsection, paragraph etc, place them under that subsection, paragraph, etc

![](/files/-MdaN24GaBZnWdASqFH7)

* another example

<div align="center"><img src="/files/-MdaP4tI8UQt8YEni99H" alt=""></div>

This is how it will look on the platform, **please take note of how the references are indented**:

In view mode

![](/files/-MdaPVFKO63OMhDUk1fd)

In edit mode

UPDATE SCREENSHOT

![](/files/-MdaPledOwwDFISBp5Fn)

## Annotations

For the existing annotations in the consolidated Acts:

Change "s." or "Section" to "section", "Subsection" to "subsection", "Paragraph" to "paragraph",  "Definition" to "definition",  "Proviso" to "proviso", "Long Title" to "long title", "Heading" to "heading" and "Item" to "item". The only ones that must remain capitalised are "Chapter", "Part" and "Schedule".

Remove the full stop at the end of the annotation (if there is one)

Please do not make any additional changes to the existing annotations, including the annotations in the definitions.

## Subsidiary legislation

**Subsidiary legislation** which sometimes appears after an Act is not to be included in the import of a document, please remove if it is there.<br>


# Nigeria

Style guide for importing and marking up legislation for Nigeria.

## Cleaning up

### Editorial remarks

{% hint style="danger" %}
Do not remove remarks that indicate amendments, such as `[1992 No. 59]`.
{% endhint %}

![](/files/-Lp7Vh4TfL_ikjrhNn9c)

{% hint style="info" %}
Do use double squares around editorial remarks in Edit mode: `[[1992 No. 59.]]`\
This will show up as italics, single square brackets in View mode: *\[1992 No. 59.]*
{% endhint %}

Remove remarks that reference Caps and Schedules.

![](/files/-Lp7Tz75-Gs3-qQEEiYe)

### Subsidiary legislation

Remove any subsidiary legislation after the Act, including if it says 'No subsidiary legislation'. Delete the name of the Act as well.&#x20;

![](/files/-Lp7WRafqp4FR3nBmUPq)

![](/files/-LsRuak62b6uDiuH9WsU)

{% hint style="info" %}
The document should end with the last Schedule to the main Act, or with the last section of the main Act if it has no Schedules.
{% endhint %}

## Use Sections in Schedules

Prefer to use Sections in Schedules rather than Crossheadings.

{% hint style="info" %}
If a title appears to belong to only one numbered Section, mark it as a Section, not as a Crossheading.
{% endhint %}

![](/files/-LpCswp3RkTvN-op3Skx)

Mark up these sections like this:

```
  SEC 1. - Supplementary provisions as to the Corporation

    SUBSEC (1)

      A member of the corporation may at any time ...

    SUBSEC (2)

      If the chairman is appointed to be ...

    SUBSEC (3)

      If the chairman is absent from ...

  SEC 2. - Eligibility for reappointment

    A member of the Corporation who ...
```


# Zambia

### Where to find documents

#### 1996 Consolidation

PDFs for reference: <https://drive.google.com/drive/folders/1bKsOYDXu5wiHncPlKnqfuVK2PHVFJ-RD?usp=share_link>

Word documents: <https://drive.google.com/drive/folders/1hHI_zNcF0vePS8xV88lYVp7pf_uP_tGj?usp=share_link>

#### Update documents

These are for documents if a date after 31 December 1996. <https://drive.google.com/drive/folders/1IecOPTPKGZKJizv4Gk1CJd5UmrzXglQ6?usp=share_link>

### Cleaning up a document&#x20;

#### Legislation history

References to legislation history, as highlighted in the image below, must be captured in a single annotation above the LONGTITLE.

<figure><img src="/files/gxkfuVKFTPRERUNmHlch" alt=""><figcaption><p>An example of how to mark up the text in this image is captured below.</p></figcaption></figure>

{% code overflow="wrap" %}

```
PREFACE

  {{*[22 of 1976; 20 of 1977; 21 of 1988; 10 of 
  1997]}}

  LONGTITLE An Act to prescribe the number of Supreme 
  Court judges and of puisne judges of the High Court.

BODY

SEC 1. - Short title 

  This Act may be cited as the Supreme Court and High       
  Court (Number of Judges) Act.
```

{% endcode %}

#### Annotations

Statements indicating amendments should be captured as annotations. `{{*[text text]}}`

<figure><img src="/files/zaTSdDQBSButOwrhBxZt" alt=""><figcaption></figcaption></figure>

References to Acts in the margins should be moved below the text to which they refer and marked up as an annotation. Where several references appear, these should be captured in a single annotation separated by semi-colons.&#x20;

<figure><img src="/files/9qNLbRpAp5Scfd6biTtP" alt=""><figcaption></figcaption></figure>

#### Applying Amendments

When applying amendments to legislation, follow these guidelines:

1. **Retain Original Annotations from Consolidations**\
   Keep annotations like "(As amended by...)" as they appear in the consolidated version. These reflect the original consolidation notes and must not be altered.
2. **Add New Annotations Below Consolidation Annotations**\
   Include new annotations for applied amendments in the house style, placed directly **below the retained consolidation annotation**.
3. **Example:**\
   Original consolidation annotation:\
   &#x20;      \[`As amended by Act No. 31 of 1976]`

   Added new annotation:\
   &#x20;     `[section 14(3) substituted by Act 15 of 2005]`

   Final format:\
   &#x20;     \[`As amended by Act No. 31 of 1976]`\
   &#x20;     \[`section 14(3) substituted by Act 15 of 2005]`

### Dates in Zambia

The date in square brackets under the long title of an Act is a **publication date**.

<figure><img src="/files/XsV7OfiMQNA9qFcDIyo6" alt=""><figcaption><p>Publication date</p></figcaption></figure>

**In a consolidated document,** refences to a statutory instrument, in the legislation history, can either be an amendment or a reference to a statutory instrument that commenced the Act. If there is no such reference in the margin, the commencement date is the same as the publication date.&#x20;

<figure><img src="/files/2uxvltfuKRSKACLh6R3j" alt=""><figcaption><p>SI 33 of 1997 commenced this Act. </p></figcaption></figure>

**If the document is a gazette** and not a consolidation, the commencement date will be the same as the publication date, if the Act does not state that the Act will commence by proclamation in the gazette.&#x20;


# South African Acts

Style guide for South African Acts, both national and provincial.

## Short titles

1. Use the short title of the Act as given in its 'Short Title' section.
2. Always include the year of the Act at the end of the title, even if the Short Title of the Act doesn't. For example: 'Western Cape Technical Colleges La&#x77;**, 1994**'.


# South African By-laws

Style guide for municipal By-laws in South Africa.

## Short titles

South African By-laws don't all have 'Short title' sections, and they aren't named consistently when they do have them. This means alphabetical lists of By-laws aren't easy to scan.&#x20;

{% hint style="info" %}
For example, where would you look look for a By-law on air quality in the Swartland municipality? Under **B** for By-law, **S** for Swartland, or **A** for Air Quality?
{% endhint %}

We standardise the titles for By-laws by:

1. Excluding **By-law relating to the** or similar from the *start* of the title.

   > By-law relating to the Keeping of Dogs → Keeping of Dogs By-law, 2012
   >
   > By-law relating to Animals → Animals By-law, 2023
2. Always including or adding **By-law(s), \<year>** at the end of the title — capital B, hyphen, lowercase l — and if they use 'By-laws' with an 's' in the original, keep it.

   > Animal bylaw → Animal By-law, 2012
   >
   > Guns, Germs and Steel By-Laws → Guns, Germs and Steel By-laws, 2023
3. Excluding **of the XYZ Municipality** or similar.

   > Liquor by-law of the Cape Town Metro Municipality → Liquor By-law, 2020
   >
   > Cape Town: Liquor by-law → Liquor By-law, 2021
   >
   > Air Quality By-law of the Swartland Municipality → Air Quality By-law, 2018
4. Using **Title Case**: lowercase words like 'of, and, in, the, for, on', and capitalise the rest.

   > Air quality by-law, 2016 -> Air Quality By-law, 2016

### **Examples of By-law titles**

* Electricity Supply By-law, 2012
* Fire Safety By-law, 2023
* Keeping of Bees By-law, 2001
* Municipal Planning By-law, 2014
* Property Rates By-law, 2020
* Rates By-law, 2019
* Street Trading By-law, 2022
* Tariff By-law, 2018

{% hint style="warning" %}
For stubs, use the name of the main By-law (excluding its year) followed by ': Commencement / Amendment / Repeal'.

> Street Trading By-law: Commencement
>
> Keeping of Bees By-law: Amendment
>
> Electricity Supply By-law: Repeal

See <https://edit.laws.africa/places/za-cpt/works?stub=stub> for examples.
{% endhint %}

Oddities and edge cases:

* If the By-law is for a more local council or municipality than say a district municipality we're monitoring, include the name of the more local council in brackets at the end of the title.

  > Keeping of Bees (Municipal Council of Piketberg) By-law, 1998
  >
  > Levying of an Availability Charge for Sewerage (Municipal Council of Velddrif) By-law, 1994


# Tanzania

## Importing the HTML documents

**NB: Use the HTML files to import and for reference when cleaning up the imports.**

HTML files are saved here:<br>

<https://drive.google.com/drive/folders/13Qx11isfHmciPjCQOAhIhNis7vS6H3E1?usp=share_link>

## Cleaning up the import - 2002 consolidation

### Things to look out for in Tanzania

#### Importing&#x20;

Import the HTML file whose number corresponds with the Chapter number of the Act. For instance, the HTML file for Arbitration Act (Chapter 15) is numbered "15.html" in the 2002 Consolidation-Principal Acts-HTML files folder.

<figure><img src="/files/OE1a5q7JlVJfmZBiQnKB" alt=""><figcaption><p>An example of how the Act is referenced in drive is captured in the image below.</p></figcaption></figure>

<figure><img src="/files/irjSISg9Ecq2yUT6B6d8" alt=""><figcaption></figcaption></figure>

When importing Swahili HTML files, the language (Swahili) must be selected as demonstrated in the image captured below.

<figure><img src="/files/VlKFfpjNKl7cyGmrHeG0" alt=""><figcaption></figcaption></figure>

#### Legislation history

References to legislation history, as highlighted in the image below, must be captured in a single annotation above the LONGTITLE. Each reference should be separated by a semi-colon.

<figure><img src="/files/511XvwwPEWau9UrF94rq" alt=""><figcaption><p>An example of how to mark up the text in this image is captured below. </p></figcaption></figure>

<figure><img src="/files/FZjmsIxsPfQgS9rmVjrR" alt=""><figcaption></figcaption></figure>

#### Footnotes

The asterisks (\*) used to denote the footnotes should be deleted. Only numbers should be retained.

<figure><img src="/files/0WRL8zUmZG9rQm48UVu8" alt=""><figcaption><p>An example of how to mark up the text is captured in the image captured below.</p></figcaption></figure>

In view mode

<figure><img src="/files/W50WJXvbekjzP2yfzw3K" alt=""><figcaption></figcaption></figure>

In edit mode

<figure><img src="/files/EhrnwcUPQq1qlCnaOhPI" alt=""><figcaption></figcaption></figure>

For references in the Schedule heading: change “s.” to “Section”

## Cleaning up import (where Gazettes are available)

### Things to look out for in Tanzania

#### Preface to be included in subsidiary legislation eg. Orders

Where legislation is enacted according to a provision in an Act, include details in PREFACE\
\
In view mode\
![](/files/ZuIQMrGkBuwYBFqF3kRy)

In edit mode

\
![](/files/d8oEsV18SglO7d6jUiQv)

#### Margin references

The references and date that appear alongside/under the Long Title of the Act must be deleted. The images of the logo that appear in the pdf must be removed. This has already been done in the Word docs, if you see any that have accidently been left in, please remove them.

The margin references in the pdfs have been moved into the body of the Act in the  Word docs. \
These references must be  in `{{*[annotation markup]}}`.

Using the pdf as reference, check that they have been placed correctly by following these instructions:

* if the reference/s appear directly under the section heading in the margin of the pdf they apply to that entire section, so should be positioned right at the end of that section.

![](/files/-MdaB8fqesTi3w0u8-7o)

* if the reference/s appear alongside a specific subsection, paragraph etc, place them under that subsection, paragraph, etc

![](/files/-MdaN24GaBZnWdASqFH7)

* another example

<div align="center"><img src="/files/-MdaP4tI8UQt8YEni99H" alt=""></div>

This is how it will look on the platform, **please take note of how the references are indented**:

In view mode

![](/files/-MdaPVFKO63OMhDUk1fd)

In edit mode

UPDATE SCREENSHOT

![](/files/-MdaPledOwwDFISBp5Fn)

If there is a string of references in one margin note in the pdf, like this:

![](/files/-MjDusCSQ_azVfoaZeKl)

Please string them together, like this: `{{*[Acts Nos. 2 of 2010 s. 19; 13 of 2017 s. 4]}}`

So, full stop after "No." or "Nos." and spaces between "s." or "ss." and their corresponding numbers. Use a semi-colon to separate the Acts in the list.

Full stop after Ord. and Ords.\
`{{*[Ords. Nos. 45 of 1947 s. 3; 20 of 1958 s.2]}}`

For G.Ns place full stop after the N, like this:\
`{{*[G.N.s Nos. 478 of 1962; 64 of 1966]}}`

Cap. references are inconsistent in pdf - sometimes there is a space between the full stop and the number and sometimes no space. Please insert a space if there isn't one. Also, sometimes Cap has a full stop and sometime not, please give all a full stop after Cap. so that all of the Cap. references look like this:\
`{{*[Cap. 113]}}`

#### Missing spaces

If there are spaces missing in the references in margin notes, please insert them. Example:

![](/files/-MjDyDMKC26TgxkY2oak)

Should look like this:\
`{{*[G.N. No. 41 of 1992]}}`

and&#x20;

`{{*[Acts Nos 2 of 2010 s.19 13 of 2017 s.4]}}`

Should look like this: `{{*[Acts Nos. 2 of 2010 s. 19; 13 of 2017 s. 4]}}`

## Subsidiary legislation

**Subsidiary legislation** which sometimes appears after an Act is not to be included in the import of a document, please remove if it is there.<br>


# Uganda

* Headings shouldn't end in stops, except in the case of 'etc.'
* Remove 'Cross-references' at the end of each Act.
* Move "History" of legislation up to the top of a document in the preface but bellow the longtitle. The legislation must be marked up in an annotation or remark without the word "History" e.g, {{\*\[Act 2 of 23; Cap. 1]}}
* If you come across an 'Explanation', please mark it up as an annotation or remark.

## Importing the Word documents

1. Find the **Chapter number** of the Act you're working on. You can do this by looking on the Work overview or by hovering over the Act's title in the task.
2. In Drive, open the relevant folder and download the Word doc with that chapter number. For example, for Chapter 271, I'll open the folder 'Chapters 201 to 300' and download the Word doc called 'chapter 271.docx'.
3. Use this as the document to import.

![Hover over 'Divorce Act' to see that it's Chapter 249](/files/-MA_yilryjwJuWQXi5Bj)

![Download 'chapter 249.docx' from the folder 'Chapters 201 to 300'](/files/-MA_z79a6O7HLEhEuhzL)

![Click 'Import document' at the consolidation date: 2000-12-31](/files/-MA_zXCi8Sz-pCt7MHxd)

![Upload the Word document you downloaded from Drive](/files/-MA_zza9qB2uvnceiiJC)


# UNEP

## Preface and Preamble

In UN documents, we use `PREAMBLE` for text like \
'*The Conference of the Parties,*\
*Recognizing X,*\
*Appreciative of Y, etc*'\
before the first paragraph or heading (see below for an exception).

We haven't yet found a use for `PREFACE`.

See <https://edit.laws.africa/documents/4863/> for an example of a body that doesn't start at a heading or numbered paragraph.

## Hierarchical structure

Within the main body and in Schedules, content is often grouped under headings.

In legislation, the most common groupings are Chapters and Parts.&#x20;

For UN documents, which often don't specify what these headings are called, we use Divisions and Subdivisions.

The most common grouping of content is numbered paragraphs.

### Keywords most commonly used

`DIVISION`

`SUBDIVISION`

`PARA`

`SUBPARA`

{% content-ref url="/pages/-MA7AZ2T7nt0K9rLHnsS" %}
[Markup guide](/markup-guide/intro)
{% endcontent-ref %}


# Zimbabwe

Special instructions for cleaning up Zimbabwe imports

## Importing the Word documents

**NB: Use the Word docs to import, but use the pdfs as reference when cleaning up the imports.**

Word docs saved here:\
<https://drive.google.com/drive/folders/1ESe6HHbX_iClb4WMNrYAJR5kYu34nrSt?usp=share_link>

Pdfs saved here: <https://drive.google.com/drive/folders/14uXQCl9VxoApGyXBYeJAs23Qcc2pAAm8?usp=share_link>

## Annotations

For the existing annotations in the consolidated Acts:

Change "s." or "Section" to "section", "Subsection" to "subsection", "Paragraph" to "paragraph",  "Definition" to "definition",  "Proviso" to "proviso", "Long Title" to "long title", "Heading" to "heading" and "Item" to "item". The only ones that must remain capitalised are "Chapter", "Part" and "Schedule".

Remove the full stop at the end of the annotation (if there is one)

Please do not make any additional changes to the existing annotations, including the annotations in definitions sections.

### Example

\[Section amended by section 4 of Act 22 of 2001.]\
or\
\[ s. amended by section 4 of Act 22 of 2001.]\
becomes\
\[section amended by section 4 of Act [22 of 2001](https://edit.laws.africa/works/akn/zw/act/2001/22)]

## Other changes

### Words incorrectly hyphenated

Look out for random hyphens in words. This is occurring when a word was broken and hyphenated at the end of a line in the pdf, like this:

![](/files/-MZwZYS4q2JwdXuaqSxw)

These are easier to spot in the pdf as they will always occur at the end of a line.  When you come across them, please delete the hyphen.

### References in Acts

For  references in the Acts, e.g.:

![](/files/-MYFPmiuSms8oURLDhzi)

Please wrap these in `{{*[annotation markup]}}`.

### Section numbers written out as words

Where there are section numbers in the text that are written as words and italicised, **do not** manually italicise them when cleaning up the document.


# Seychelles

## Importing the Word documents

**NB: Use the Word docs to import, but use the PDFs as reference when cleaning up the imports.**

Word docs saved here:\
<https://drive.google.com/drive/folders/1t_s7FF28n7Yi4Bfo4rE8r-FXrxlNNgN6?usp=share_link>

PDFs saved here:\
<https://drive.google.com/drive/folders/1Li47Ui0VdWXFyLISVL8zSE4vvyShIWip?usp=share_link>

## Legislation history

Please include legislation history (shown in the image below) when importing documents in Seychelles. These must be put in a single annotation, with Act references separated by a semi-colon. e.g. `{{*[Act 5 of 1943; Act 5 of 2013; S.I. 7 of 2021]}}`.&#x20;

![](/files/qRP3zgOfyRUkBR5Zuv9v)

## Annotations

Text indicating previous amendments must be an annotation. e.g. `{{*[definition of “Authority” repealed and substituted by s 47(3) of Act 19 of 2013 with effect from 1 March 2014]}}`.

Change "s." or "Section" to "section", "Subsection" to "subsection", "Paragraph" to "paragraph",  "Definition" to "definition",  "Proviso" to "proviso", "Long Title" to "long title", "Heading" to "heading" and "Item" to "item". The only ones that must remain capitalised are "Chapter", "Part" and "Schedule".

Remove the full stop at the end of the annotation (if there is one).

![](/files/wMwzunWLtNCGRhkeuH54)

Notes, usually in red, which follow this format "Note: ..." as highlighted in the image below should be marked up as editorial remarks: `{{*[annotation markup]}}`.

If the note has an asterisk, as in the example below, then it should also be marked up as a footnote. An example on how to do this has been added below the image.&#x20;

![](/files/WPTVftJD57T5uzHeuerK)

```
SEC 21. - Deeds of transfer, etc., to be transcribed{{^{{FOOTNOTE *}}}}

  FOOTNOTE *
    {{*[Note to the official 1991 edition: See section 10(3) of the Land Registration Act ({{>/akn/sc/act/1965/25 Cap 107}}) in respect of the non-application of sections 21 to 23 of this Act to land registered under that Act.]}}

```

## Notes for reviewers&#x20;

In the image below:

* the date "1 July 1979" under the title of the document, indicates the commencement date
* Dec 25 of 1984 means Decree 25 of 1979
* the date "1 June 2020" right at the top of the document is the consolidation date

![](/files/O3WUIluY838CXX5TaaOA)

## Signing off subsidiary legislation

The consolidation date of a work that is subsidiary legislation, is the same as the consolidation date of that work's primary work.&#x20;

#### Explanation

Some PDF copies of consolidated Acts in Seychelles came with subsidiary legislation in the same document. The subsidiary legislation was separated from from its primary works to create separate (stand-alone) PDF documents.&#x20;

A single consolidation date is given at the top of the unedited PDFs containing a primary work and its subsidiary legislation. This consolidation date applies to the primary work and its subsidiary legislation.


# Mauritius

Documents for import

Please use Word documents for import, and PDF documents to compare against.&#x20;

PDF and Word documents are saved here <https://drive.google.com/drive/folders/1N2oRYyCLIXVhtA5MNL-JDV7IPlyRGGov?usp=share_link>

## Cleaning up imports

### Things to look out for in Mauritius

#### Annotations

Please do not change the wording of annotations. These should be left as they are and marked up as a remark/annotation.&#x20;

<figure><img src="/files/U73ZATagohwWcQ8Y30um" alt=""><figcaption><p>The highlited annotation should be marked up as shown below.</p></figcaption></figure>

{% code overflow="wrap" lineNumbers="true" %}

```markup
{{*[S. 2 amended by s. 3 of Act 21 of 2004; s. 3 of Act 34 of 2011 w.e.f. 1 January 2012.]}}
```

{% endcode %}

Certain annotations will appear in round brackets, such as in the example below. These should be marked up as an annotation/remark. &#x20;

<figure><img src="/files/lU489rMZw55D3jfBbdNZ" alt=""><figcaption><p>How this annotation should be marked up is shown below. </p></figcaption></figure>

{% code overflow="wrap" lineNumbers="true" %}

```markup
{{*[Subsec. (6) not in operation.]}}
```

{% endcode %}

#### Blank sections, subsections and paragraphs etc.

Some portions of Mauritius documents will be blank or empty. Below is an example of one such instance.&#x20;

<figure><img src="/files/1LK30mGWX3JUnHUlis5O" alt=""><figcaption></figcaption></figure>

When a element that does not usually have a heading is blank, mark it up as it appears in the PDF. Blank paragraph (d) in the image above should be marked up as follows:

{% code lineNumbers="true" %}

```markup
PARA (d)
    -
```

{% endcode %}

Multiple blank subsections/ paragraphs or a range of blank subsections/ paragraphs, should be marked up as follows.

{% code lineNumbers="true" %}

```markup
SUBSEC (2) 
    -
SUBSEC (3) 
    -
SUBSEC (4) 
    -
```

{% endcode %}

Below is an example of a blank section and how it should be marked up.

<figure><img src="/files/3zs54YhQmHXoxq3ZoPAx" alt=""><figcaption></figcaption></figure>

{% code lineNumbers="true" %}

```markup
SEC. 9 - ***
```

{% endcode %}

<figure><img src="/files/FaQBH5UuOJdvhpx4vc3d" alt=""><figcaption><p>Please ignore the warning that will appear.</p></figcaption></figure>

Below is an example of multiple blank sections or a range of blank sections,  and how they should be marked up.

<figure><img src="/files/JNhTPXvtgb4A54BEQtKu" alt=""><figcaption></figcaption></figure>

{% code lineNumbers="true" %}

```markup
SEC 30. - ***
SEC 31. - ***
SEC 32. - ***
```

{% endcode %}


# Pan-African Parliament/ AGP

Style guide for the Pan-African Parliament and AGP projects.

## Pan-African Parliament

### Recommendations and Resolutions

#### Preamble and Preface&#x20;

In PAP documents, we use `PREAMBLE` for text like \
"*The Pan-African Parliament,*\
*Recalling X,*\
*Noting of Y, etc."*

We haven't yet found a use for `PREFACE`.

#### Body&#x20;

The `BODY` in Recommendations usually begins as is highlighted in the example below.

![](/files/WG5eutl6TnytouqSNdNY)

The `BODY` in Resolutions usually begins as is highlighted in the example below.

![](/files/bwn1v5FaRWpd069nF9Bz)

Below are other examples of the `BODY` of Recommendations and Resolutions.&#x20;

![](/files/5ACJvKDsyWQR360xI4K1) ![](/files/EnKJHkFU1J66TwiMwxTQ)

#### Documents without a preamble

Sometimes a document will not have a preamble. In such instances, the first keyword used should be `BODY`. Below is an example of one such document.

![](/files/BCDU5gXXq6I5wiOrbKNu)

#### Hierarchical structure

Within the main body and in Schedules, content is often grouped under headings.

In legislation, the most common groupings are Chapters and Parts.&#x20;

For PAP documents, which often don't specify what these headings are called, we use Divisions and Subdivisions.

The most common grouping of content is numbered paragraphs.

#### Keywords most commonly used&#x20;

`DIVISION`

`SUBDIVISION`

`PARA`

`SUBPARA`

### Notes for reviewers

#### Dates

The adoption date of a PAP document (resolution, recommendation or model law) is the last date of the session in which the document was presented.&#x20;

<figure><img src="/files/NFETdZJkw8NC9XnCciJN" alt=""><figcaption><p>e.g. Documents presented at the 3rd session of the Pan-African Parliament in 2005, were all adopted on the 11th of April 2005. </p></figcaption></figure>

## AGP

### General <a href="#general" id="general"></a>

#### Preface and preamble <a href="#preface-and-preamble" id="preface-and-preamble"></a>

In AGP treaty documents, we use `PREAMBLE` for text like "*The African Union, Recalling X, Noting of Y, etc."* We haven't yet found a use for `PREFACE`.

In the Preamble of a document, style the first word of each sentence (words highlighted in the image below) as it is in the source document. If such word it **underlined**, please remove the underlining and **add italics** to it.&#x20;

![](/files/2D7rWGxce1QKOmH4KGIT)

#### Body <a href="#body" id="body"></a>

The `BODY` in treaties usually begins **after** the phrase "Have agrees as follows", as is highlighted in the example below.![](https://1576826725-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-LoitfV0OP-HrMLMazq_%2Fuploads%2FMaItnlGMIaUGf46n7Bfc%2Fimage.png?alt=media\&token=b24a6f96-cc48-4bec-b29d-7894883ee60d)

#### Documents without a preamble <a href="#documents-without-a-preamble" id="documents-without-a-preamble"></a>

Sometimes a document will not have a preamble. In such instances, the first keyword used should be `BODY`.

#### Hierarchical structure <a href="#hierarchical-structure" id="hierarchical-structure"></a>

Within the main body and in Schedules, content is often grouped under headings. The most common groupings are Chapters and Parts. For groupings not specified as either a Parts, Chapters or other keyword, we use Divisions and Subdivisions. The most common grouping of content is numbered articles or paragraphs .

#### Keywords most commonly used <a href="#keywords-most-commonly-used" id="keywords-most-commonly-used"></a>

`CHAPTER/ PART`

`ARTICLE`

`PARA`

`SUBPARA`

If a document is divided by headings for which a keyword exists, such as `CHAPTER/PART`, please use `SUBPART`  for any further headings which do not have a keyword.

If a document is divided by headings for which a keyword does  not exist, please use `DIVISION`  and `SUBDIVISION`  for those headings.

#### Things to look out for

**Please** change that appears at the end of a document to sentence case as demonstrated in the example below:

**ADOPTED BY THE TWENTY-THIRD ORDINARY SESSION OF THE ASSEMBLY, HELD IN MALABO, EQUATORIAL GUINEA  27TH JUNE 2014** changes to **:**&#x20;

**Adopted by the twenty-third Ordinary Session of the Assembly, held in Malabo, Equatorial Guinea 27th June 2014**&#x20;

**Please** take out underling in headings

![Please take out underling in headings.](/files/x8OJBsfudNZqpcwPY6Q5)

**Please** fix spacing errors. Please add a comment in the margin ONLY if adding a space changes the meaning of the sentence.

![Examples of spacing issues](/files/sw18h3SAYxOtoLbXJmtC)

**Please** remove signatures that appear at the end of documents.

![](/files/nzGdzJslfWJvPNol2IMF)

#### &#x20;


# Turks and Caicos

### Where to find documents

Please import from Word documents found here: <https://drive.google.com/drive/folders/1JKWbQ6ezwNlNWAbd3pOBC_clTOqL2mIO?usp=sharing> and <https://drive.google.com/drive/folders/1u803x9msg_HsAA5zvTD8y4KiUbhe_0-m?usp=sharing>

Please use the PDFs to check against. PDFs are found here: <https://drive.google.com/drive/folders/1PaEsZGcmAtRPL8eZR4xpSHmlBtcp7O11?usp=sharing> and <https://drive.google.com/drive/folders/1CnO7awwj8_5LTyitdExg7VcMaFg3Fcge?usp=sharing>

### How to style Rules

For documents that are Rules please use keywords RULE and SUBRULE where you would otherwise use SECTION and SUBSECTION. Please see the example below&#x20;

![](/files/RW9WpCy5XQMJkpxM19Sx)

![](/files/ZDwsKjsBMWwfZHmv4aCJ)

### How to style Practice Directions

For documents that are Practice Directions, please keywords PARA and SUBPARA where you would ordinarily use SECTION and SUBSECTION.

### &#x20;


# Papua New Guinea

### Where to find documents

Please import from word (.docx) documents, found here: <https://drive.google.com/drive/folders/12uRt6n6D9nuevxMpxHDwD4HgWiTbhp1E?usp=share_link>

Please use PDF documents to check against. PDFs are found here: <https://drive.google.com/drive/folders/1csEuWRUsNm7SV4TylLq9KKNAYm0CCsle?usp=share_link>

### Points in time

If a publication date and a consolidation date are provided, please import at the consolidation date.

If there is no consolidation date, but a publication date, please import at the publication date.&#x20;

If there is neither a consolidation date nor a publication date, please import at the commencement date.&#x20;

### Preface and long title&#x20;

Below is an example of a `LONGTITLE` and how it should be marked up.

<figure><img src="/files/MzwaBGaGJQsCpPVuoMLe" alt=""><figcaption></figcaption></figure>

{% code overflow="wrap" lineNumbers="true" %}

```markup
PREFACE

  LONGTITLE Being an Act to -

  ITEMS
    ITEM (a)
      recognise the incorporation of Mineral Resources Development Company Limited as an entity that, together with its subsidiaries, holds on trust interests in petroleum, mining and unconventional hydrocarbons projects for beneficiaries including project area landowners, affected Provincial Governments and Local-level Governments; and

    ITEM (b)
      provide that the shares in Mineral Resources Development Company Limited are held on trust by the Prime Minister from time to time on behalf of the State; and

    ITEM (c)
      provide that Mineral Resources Development Company Limited and its subsidiaries are not the State or instrumentalities of the State and that their assets shall not be deemed as public assets; and

    ITEM (d)
      repeal the //Mineral Resources Development Company Pty Limited (Privatisation) Act// 1996, and for related purposes,

  MADE by the National Parliament to come into operation in accordance with a notice in the National Gazette by the Head of State, acting with, and in accordance with, the advice of the Minister.
```

{% endcode %}

### Things to remember

#### Statements of certification

Please DO NOT include statements of certification that appear and the end of a document

<figure><img src="/files/4s9eGVwu9NuT5APHkqu2" alt=""><figcaption></figcaption></figure>

#### References of Acts

For references of Acts that are in bold text and italics, remove the bold text and keep the italics

<figure><img src="/files/1yQ9IHo3NQj86eM1Ai07" alt=""><figcaption><p>Highlighted text should be italicised but not boldened </p></figcaption></figure>

#### Marking up Parts

When marking up Parts, please remove the full stop after the number.

<figure><img src="/files/qHrN9Lcu7w1n1TSojFz5" alt=""><figcaption><p>Should be marked up as <code>PART I - PRELIMINARY</code></p></figcaption></figure>

### Documents that are consolidations

A consolidated document is one that is update with amendments up to a certain date. In Papua New Guinea, if a document is consolidated, please change footnotes of amendment information to editorial remarks.&#x20;

&#x20;

<figure><img src="/files/zYWpX1iW0Zpp6iRUTCWO" alt=""><figcaption><p>The highlighted footnotes should all be captured as editorial remarks.  </p></figcaption></figure>

Use {{\*\[remark]}} to capture amendment information. Please pay attention to the position of each editorial remark. An editorial remark should be under the numbered item to which it relates. In the example above, footnote 19 refers to the entire section 10 and the editorial remark should be at the end of that section. &#x20;

For the annotations in the consolidated Acts:

Change "s." or "Section" to "section", "Subsection" to "subsection", "Paragraph" to "paragraph",  "Definition" to "definition",  "Proviso" to "proviso", "Long Title" to "long title", "Heading" to "heading" and "Item" to "item". The only ones that must remain capitalised are "Chapter", "Part" and "Schedule".

Remove the full stop at the end of the annotation (if there is one)

Please do not make any additional changes to the existing annotations, including the annotations in the definitions.


# eSwatini

### Documents for import

Word documents : <https://drive.google.com/drive/folders/17FoG7EopRJk07o2N4XCVzy5lAbeZCqsN?usp=share_link>&#x20;

PDF documents are not available for this project. Please use the Word documents provided for both importing and checking imported work.

### Things to look out for

#### Annotations

Please do not change the wording of annotations. The wording should be left as it is and marked up as a remark/annotation in square brackets.&#x20;

Please put annotations in their own line and indent appropriately. Please see example below.

<figure><img src="/files/1tHqcnu31mh7z9B9XvOH" alt=""><figcaption></figcaption></figure>

{% code overflow="wrap" lineNumbers="true" %}

```markup
SUBSEC (2)

    For the puposes of the definition of
    "private forest", publication in an 
    issue of a newsparer shall be presumed 
    to have been effected unless the 
    contrary is proved.
    
    {{*[Amended P.3/1963; P.25/1964]}}
```

{% endcode %}


# Rwanda

## Documents for import

Word documents: <https://drive.google.com/drive/folders/1BMk_kPxg7eEt3HGL-tICcWuwSHPiLGVy?usp=sharing>

PDF documents: <https://drive.google.com/drive/folders/1O9iigIOJteEp_XZ2EoVicpUjG0nU0bcP?usp=sharing>

## Cleaning up the import

### PDF documents

All PDF documents have 3 languages, Kinyarwanda, English and French. The French and Kinyarwanda text has been removed from the converted word documents, leaving only the English.

### Heading and tables of contents

Please do not import the text that appears at the top of the first page of each document. The table of contents should also not be imported.

<figure><img src="/files/iWdkyvENoE8uhxIdHbax" alt=""><figcaption></figcaption></figure>

### Preface and Preamble

The text highlighted in the image below should be marked under the PREFACE.

<figure><img src="/files/MDtW8JDsd4fR3Eyd1WrQ" alt=""><figcaption><p>Highlighted text should be marked up under the PREFACE.</p></figcaption></figure>

The text highlighted in the image below should be marked under the PREAMBLE.

<figure><img src="/files/ZsIj77QCwuy8TvNWcr6Q" alt=""><figcaption><p>Highlighted text should be marked up under the PREAMBLE.</p></figcaption></figure>

#### PREFACE and PREAMBLE markup example

<pre class="language-html" data-line-numbers data-full-width="true"><code class="lang-html">PREFACE
    **We, KAGAME Paul,**
    President of the Republic;
    
    **THE PARLIAMENT HAS ADOPTED AND WE SANCTION, PROMULGATE THE FOLLOWING LAW AND ORDER IT BE
    PUBLISHED IN THE OFFICIAL GAZETTE OF THE REPUBLIC OF RWANDA**
    
PREAMBLE
    **THE PARLIAMENT:**

    The Chamber of Deputies, in its session of 2 May 2018;
<strong>
</strong><strong>    Pursuant to the Constitution of the Republic of Rwanda of 2003 revised in 2015, especially Articles 64, 69, 70, 88, 91, 106, 120 and 176;
</strong>
<strong>    Having reviewed Law n° 19/2008 of 14/07/2008 on characteristics and ceremonies of the National Anthem as amended to date;
</strong>
    **ADOPTS:**
</code></pre>

### Date and signatories

The date and signatories at the bottom of each document should be excluded from the import.&#x20;

<figure><img src="/files/jdWosefiXRN3YU7rvcbE" alt=""><figcaption></figcaption></figure>

### Elements

Below are some keywords you will encounter in marking up elements, indented correctly.

{% code lineNumbers="true" %}

```html
CHAPTER
    SECTION
        ARTICLE
            ITEMS
                ITEM 1º
                TTEM 2º
                ITEM 3º
```

{% endcode %}

<figure><img src="/files/02KxqOJ5XDJrXAydhUbb" alt=""><figcaption></figcaption></figure>


# Documents in languages other than English

### Clean up

* French and Portuguese words for CHAPTER, ARTICLE, PART will automatically appear translated on the view screen when you mark them up in the usual way eg. French Chapter will automatically come up as Chapitre when you mark it up using CHAP
* **French language:** where Article 1 appears as **Article 1er** (superscripted) or as **ARTICLE PREMIER** in the pdf, then mark up as in the original, minus any superscript, e.g. `ART 1er - Définitions` or `ART Premier - Définitions` (or `SEC Première - Définitions`)

<figure><img src="/files/QaO8Xml2eSqYxhgFlSKn" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/36uKgwogAYjqlE739s7v" alt=""><figcaption></figcaption></figure>

* **Definitions:** French documents use French quotation marks (« and ») as they appear in the document. Do not mark up as italics or bold. Running Analysis | Definitions should work as it does usually.

<figure><img src="/files/mMZDDjXQQFrbl2WpK9oX" alt="" width="375"><figcaption></figcaption></figure>

* In French documents sometimes l’ (small letter el apostrophe) imports as i’ (small letter i apostrophe). In such a case go to edit screen, click edit, click find and replace and change all i’ to l’ . Eg. i'Union. Should be changed to l’Union.&#x20;




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