icTools for LegalDocML User Guide

Aug 26, 2025

Introduction

Welcome to Intelligent Content Tools for the LegalDocML (icTools for LegalDocML). The tool supports LegalDocML tagging and checks the document for compliance with LegalDocML guidelines.

Working within the functionality of Microsoft Word both on desktop and online (Windows & Mac), the tool allows you to easily move to other Word ribbons and commands as you edit the document. This manual will guide you in using the tool to produce a compliant and well-formatted XML and JSON.

Contents

1. Introduction
2. Prerequisites
3. Intelligent Content Toolbar (Ribbon UI)
   • Steps To Processing A Document
   • Ribbon groups
4. Product info
5. Pre-Checks
6. Tag Document
7. Structure
8. Validation Checks
9. Remove XML
10. JSON
11. XML
12. Get Account Info

Prerequisites

The icTools for LegalDocML add-in is compatible with the following versions of Office on Windows and Mac.

Intelligent Content Toolbar (Ribbon UI)

After opening a file in Word, click on the Intelligent Content tab to reveal the toolbar. Each group on the toolbar can be considered a step in the process of completing a document. Work across the toolbar beginning at the left.

Steps To Processing A Document

Step 1 – Product Information

The Product Info section provides details about the tool.Users can learn how it works, its use cases, and the benefits of applying it to their documents.

Step 2 - Pre-processing/Pre-Checks

This group works mainly with items that may impact document tagging. Corrections here help to ensure accurate tagging.

Step 3 - Tagging

Once Pre-Checks is completed, the document is ready for tagging. The time required to complete tagging is dependent on the length and density of the material in the document.

Step 4 - Structure & Validation Checks

Structure insures that the tagged added correct XML to the document.
Validations Checks ensures all required content is present and correct based on LegalDocML guidelines.

Step 5 - Publish

With the document accurately tagged and compliant, it is now ready to export in formats like XML and JSON.

Ribbon groups:

1. About
   1. Product Info
2. Pre-preprocessing:
   1. Pre-checks
3. Tagging
   1. Tag Document
4. Tools
   1. Structure
   2. Validation Checks
   3. Remove XML
5. Publish
   1. JSON
   2. XML
6. Account Information
   1. Get Account Information

Product info

1. This feature provides complete details about the tool
2. Displays information such as:
   • Tool description (how it works, usage, and purpose)
   • Build date and version number
   • Product details for customer reference
3. Helps users understand the functionality and background of the add-in

Pre-Checks

Pre-Checks mainly work on items that impact tagging. With correct tagging, accurate validation checks, and XML/JSON export can be done.

These Pre-checks include ‘Revisions’, ‘Comments’, ‘Text Boxes/Text Frames’, ‘Anchored Objects’, and more.

Tooltip on ribbon:

This option quickly identifies revisions, comments, floating images, floating textboxes, etc. Take appropriate action based on the check results.

To use Pre-Checks:

1. Click on the Pre-Checks button to open a task pane UI with a list of pre-checks (driven by API).
2. “Check All” checkbox is checked by default, we can uncheck this if we want specific checks to run.
3. “Apply Comments” checkbox is to apply comments on the issues in the document when we run the checks, it is greyed out for now.
4. Click the ’Run’ button. Items with issues will appear as blue hyperlink.
5. Click on the blue hyperlink and use prev and next arrow buttons to navigate to the issue.
6. Act as needed for each issue occurrence.
7. Rerun the checks if there are any corrections made in the document.

Pre-Checks and their Messages

Messages will appear in the task pane for any checks when we click on hyperlinks.

Here is the list of messages for each check to guide work.

Tag Document

When the button in the Tagging group is clicked, the software automatically creates tags. The tags may be seen by clicking on the Show/Hide Structure button in the Tools group.

Users can click the "Tag Document" button for tagging the document. Once the document is tagged, the structure can be viewed, and validations checks can be run to identify issues.

Tooltip on ribbon:

This option performs one-click tagging on entire document.

To use Tag Document:

1. Click on the ‘Tag Document’ button, it will take a few seconds to some minutes based on the length of the document.
2. Once Tagging is complete, a popup confirmation message will display to the user.

Corrections Made After Tagging

When a correction is made to already tagged content, existing tags may be impacted. Correct tags are needed for accurate check results and proper formatting, so retagging is required in that case.

If the document is already tagged, then the popup below will be shown.

Structure

A feature showing the organization of tags applied is called Structure. Clicking on Structure in the Tools group opens the Structure window (document markup) on the right of the screen.
Clicking on any tag in the Structure to navigate to the corresponding content in the document and vise versa.

To roll up parts of the structure, click on the ‘-’ sign. The child content will roll up and a ‘+’ sign will now show to indicate there are items within it. Clicking the ‘+’ sign will roll down the content within the parent.

Tooltip on ribbon:

This option allows to view the XML structure in Word document. Double-click on any tag in the structure tree to navigate to the location of the tag in the document.

If the user has not tagged the document and clicks the "Structure" button, the message "The document has not been tagged yet." will appear in the structure task pane.

Validation Checks

Allows the user to identify any issues after tagging the document. These checks include ‘Untagged Content’ and ‘XML Errors’.

If the user has not tagged the document and clicks the "Validation Checks" button, the message "The document has not been tagged yet." will appear in the task pane.

Tooltip on ribbon:

Validation Checks ensure all required content is present and correct based on specified guidelines.

To use Validation Checks:

1. Click on the Validation Checks button to open a task pane UI with a list of pre-checks (driven by API).
2. “Check All” checkbox is checked by default, we can uncheck this if we want specific checks to run.
3. “Apply Comments” checkbox is to apply comments on the issues in the document when we run the checks, it is greyed out for now.
4. Click the ’Run’ button. Items with issues will appear as blue hyperlink.
5. Click on the blue hyperlink and use prev and next arrow buttons to navigate to the issue.
6. Act as needed for each issue occurrence.
7. Rerun the checks if there are any corrections made in the document.

Validation Checks and their Messages

Messages will appear in the task pane for any checks when we click on hyperlinks.

Here is the list of messages for each check to guide work.

Remove XML

The remove XML is used to Remove XML (tagging structure) from document. This option will remove all the XML tags in the document. This may be helpful if retagging a longer document as it quickly removes the XML tags prior to tagging the entire document.

Tooltip on ribbon:

This option removes the XML tags from the entire document.

If the XML is removed from the document and the "JSON" or “XML” button is clicked, the following message will appear.

JSON

When the user clicks the 'JSON' button on a tagged document, the JSON file is downloaded. The file will appear in the upper left corner of the screen.

Tooltip on ribbon:

This option exports the tagged Word document into JSON format.

XML

When the user clicks the 'XML' button on a tagged document, the XML tagged document from word document is downloaded. The file will appear in the upper left corner of the screen.

Tooltip on ribbon:

This option exports the tagged Word document into XML format.