Editorial Update/Images

Using the Image Tool

We can now insert and substitute images using the Editorial Image Tool in the website Preview. The most common images we deal with are formulae and forms. Where, following an amendment in XMetaL, an expected image does not appear as part of the inserted/substituted text when we preview it, or where we simply need to substitute an existing image within a provision, we can now access the image update functionality by clicking on an “Update image” button which will appear in the Preview page in the location of the image. The instructions for using the image update functionality are laid out in the sections below.

Before you use the Image Tool

WARNING: For update tasks involving multiple PiTs, where we have edited Forms images (especially where we are doing several actions, such as inserting, substituting or repealing multiple forms at a specific PiT), the editorial system sometimes gets confused about their start dates and mixes up old and new images a few PiTs further down the line. So, firstly, always check that you have used the timeline resolver to make sure the correct PiT is in place before you start using the image tool to edit the Forms. Secondly, once you have edited Forms images submit for early review at that PiT. The reviewer can then review and publish them and the update feed on publishing will hopefully stabilise the start dates for the images. The update can then be re-allocated back to the editor to carry on with the remaining update. Also note: 1. If your amendment only involves substituting an existing image within a provision that otherwise stays the same, don't forget to make sure that the PiT for that amendment is showing on the timeline before you carry out the substitution, otherwise you will substitute the image in a previous PiT. Use the timeline resolver to add in the PiT you are working before you substitute the image. 2. The image tool was developed to work with existing image tagging structures. If your amending document includes an image or form that has been tagged in an unconventional way, such as with `ukl:IncludedDocument` tagging, the image tool cannot currently be used to insert the form or other image as the tagging will not be recognised by the Tool. The form or other image will be missing after you have carried out your amendment and you will need to refer it to TSO in the usual way to get the image or form added. 3. If the “Update image” button is missing from your provision when you preview it, you can click on "Image Data View" in the left hand menu in the preview to display it in the Image Data view: 4. When you use the image tool to carry out an insertion or substitution of an image and the amendment only affects that image and not the surrounding text, you do not need to insert any square brackets for the amendment but you will need to make sure you insert an F-note for the amendment in a suitable location.

How to insert or substitute images using the Image Tool

Image is contained within a newly inserted or substituted provision

Example: Substitution of a provision which includes two formulae

From the Update Details page, select the Preview provision button. You will see the formatted version of the newly substituted provision. Select the first Update Image button:

You will be taken to the Image Data Update page:

Select the radio button for the first formula and then select the Update Affected Image button. You will be taken back to the preview version of the amended provision where the new formula is displayed.

You should then repeat the same process for the second formula, by first selecting the Update Image button, then selecting the radio button for the second formula on the Image Data Update page and then selecting the Update Affected Image button. This will result in the formatting of the images for both formulae in the amended provision:

Amendment exclusively substitutes an existing image

Before you start, make sure that the PiT for your amendment is showing on the timeline, otherwise you will substitute the image in a previous PiT. Use the timeline resolver to add in the PiT you are working before you substitute the image.

1. From the preview of the provision, select the Update Image button:

2. On the Image Data Update page, select the radio button of the image to be substituted:

3. Next, select the Update Affected Image button:

4. You will be returned to the amended document where the image is displayed.

5. Check the provision out in XMetaL and insert an F-note for the substitution (using the relevant task to generate the annotation) in a suitable location, for example in a Schedule consisting entirely of forms, the F-note would be placed at the top level:

Unequal substitution of images

Two images replaced by one image

This might occur where, for example, a form made up of two images is substituted and the new version is made up of only one image.

Substitute the first image using the image tool as normal.
Check the provision out in XMetaL and delete the second set of image tagging.
Check back in and preview your amendment.

More images substituted for less/adding new images in

This might occur where a form is substituted, and the new version is made up of more images than the previous version.

Substitute the first image using the image tool as normal.
Check the provision out in XMetaL and copy the new image tagging and paste it in as many times as there are new images to be inserted.
Check back in and preview your amendment.
Use the update image tool to update the images to the correct versions.

Image substituted for text

If text gets substituted by an image, the existing text needs to be replaced by image tagging, and the image can then up inserted using the image tool in the usual way.

In this example, EUR 2009/1071, Annex 3, which was entirely made up of text was substituted by an image:

https://www.legislation.gov.uk/eur/2009/1071/annex/III/2013-07-01

The affecting provision contained an image, which replaced all the text within the Annex:

https://www.legislation.gov.uk/uksi/2019/708/schedule/1/2020-12-31

To carry out the amendment, the first step is to check out the affected provision in XMetaL, and strip out the entire contents of the ukl:ScheduleBody tagging, leaving just the opening and closing ukl:ScheduleBody tags in place.

The image tagging is then copied and pasted into here from the affecting document (in this case, ukl:Figure and ukl:Image tags, but note that image tagging may vary in different affecting documents):

Next, the annotation is generated by positioning the cursor within the Annex ukl:Number tagging, the relevant task is selected in the Resource Manager, and an F-note reference was inserted by selecting Legislation - Non-textual Amendment - Insert Commentary on the menu bar at the top of the page. This generates the annotation, i.e.:

Annex 3 substituted (31.12.2020) by The Licensing of Operators and International Road Haulage (Amendment etc.) (EU Exit) Regulations 2019 (S.I. 2019/708), reg. 1(1), Sch. 1; 2020 c. 1, Sch. 5 para. 1(1)

The affected provision is then checked back in and previewed, where the Update Image button is now available (because the image tagging is now present in the affected provision), and the image is inserted in the usual way from the Image directory.

If you carry out an amendment like this, and the Update Image button doesn’t appear in the affected provision preview, choose the Image Data View from the Edit View on the left-hand navigation bar. See below.

This should give you the display for the Update Image button to enable you to access the Image directory and insert the image in place of the affected text.

What to do if the affecting image is missing from the Image Data Update page

Example 1: One amending image is missing

In the preview of the amended provision, select the Update Image button.

You will be taken to the Image Data Update page, however the affecting image is missing, and you will not be able to select the Update Affected Image button:

To locate the affecting image, you need to enter the affecting document’s URL (including affecting provision) in the Fetch Custom Provision box on the Image Data Update page (in this example, the URL is https://www.legislation.gov.uk/uksi/2018/425/regulation/5):

The affecting image should then appear on the Image Data Update page, and you will be able to select the radio button to the right of the new formula and then select the Update Affected Image button:

You will be returned to the preview of the amended provision with the new image formula having replaced the old image formula and you can proceed with the next step of the amendment. In this instance the amendment was exclusively to substitute the image formula without any text, so insertion of an F-Note in XMetal was necessary, with the F-note reference being placed just before the substituted formula (note there are no square brackets needed in this scenario):

Example 2: Two amending images are missing

1. From the provision preview, select the first Update Image button:

2. You will be taken to the Image Data Update page where the affecting images are missing. To locate the affecting images, you need to enter the affecting document’s URL (including affecting provision) in the Fetch Custom Provision box on the Image Data Update page. In this example, the affecting provision for both images is:

https://www.legislation.gov.uk/uksi/2016/257/regulation/23/made#regulation-23

3. Once the Fetch Custom Provision button is selected, the options of the new images from the affecting provision are displayed. Select the appropriate radio button for the first image and then select the Update Affected Image button.

4. You will be taken back to the updated amended provision preview, where the first formula has been substituted:

5. Next, repeat this process for the second image by selecting the second Update Image button. You will again be taken through to the Image Data Update page. Again, paste the URL of the amending document into the Fetch Custom Provision box.

6. Select the appropriate radio button for the second image and then select the Update Affected Image button.

7. You will be returned to the updated amended provision preview, with both formulae now having been substituted:

8. You can then proceed with the next step of your amendment, as appropriate. In this instance the amendment was exclusively to substitute the image formulae without any text, so insertion of F-Notes in XMetal was necessary, with the F-note reference being placed just before each substituted formula (note there are no square brackets needed in this scenario).

Example 3: Substitution of forms in a Schedule

1. On 1/4/2010, four forms within Schedule 4 of the affected document were substituted. The Update Image button for the first image in the Schedule of the affected document document was selected to get to the Image Data Update page, however the affecting images were missing:

2. The amending provision URL was pasted into the Custom Utility Provision box and the Fetch Custom Provision button selected.

https://legislation.gov.uk/uksi/2010/671/schedule/1

3. The affecting provision images were then displayed on the Image Data Update page:

4. The radio button of the first image was selected and the Update Affected Image button was selected and the form was substituted. Steps 1-4 were then repeated for each affecting image until each image was substituted. The Schedule was then checked out in XMetaL and F-notes for the form substitutions were added at the top of the Schedule:

Other amendments to images

Textual amendments to images

If an image is not being wholly inserted or substituted, but there are textual amendments being made to the details of forms, maps, diagrams, etc. that are held as image files, we are unable to edit the image files ourselves. Instead, Update Editors should manually insert an F-note annotation in a suitable position, invariably at Provision/Part/Schedule/ level, in relation to the form/map/diagram tagging and provide a more explanatory annotation using the drafter’s text.

See Annotation Conventions - textual amendments to images for examples of the form of words to use in the F-note.

A suitable position for the F-note reference might be within the <ukl:Number> tags of the Schedule that contains the form, or within the <ukl:Title> tags of the form if available (see examples below). The Element List window will show you whether it is possible to insert a <ukl:CommentaryRef> tag in your chosen location.

S.I. 2013/3156, Sch. para. 23:

S.S.I. 2018/155:

If the amendments are more complex or so large that it seems unfeasible to include details in the annotation, then we could summarise the amendments in the annotation rather than giving verbatim text, but there should still be a more explanatory F-note than usual. If you have any difficulty formulating such an annotation, consult a Review Editor.

Omission of an image

If an amendment requires that an image is omitted, the tagging for the image should be repealed and the image replaced with a dotty line with an F-note:

In this example, the forms are located within a Schedule paragraph that has been tagged as a ukl:P1Group, and it was possible to include the dotty line in the XML as follows:

Alternatively, where the image is not contained in a paragraph with its own set of tagging, but is located directly in the ukl:ScheduleBody, a set of ukl:P tags containing the dotty line followed by a non-breaking space and F-note reference may be inserted at the appropriate place, and the existing image and it's tagging can be removed. For example:

If you are unsure how to do this, contact a Review Editor and they can ask TSO to do the amendment if neccessary.

Changing the size of the font in a formula

If there are issues with font size in a formula (for example an oversized formula), we can resolve this by amending the width and height which are controlled by the width and height attribute to the Image element.

This is usually found in the Versions elements at the bottom of the XML fragment where the Version id corresponds to the AltVersionRefs attribute value for the Formula.

It is tempting to use pixels as a unit, but this will be invalid to the schema and you should use points (pt).

You will need to calculate the correct width/height ratio from the given image size in pixels and convert this to points:

There are 72 points to an inch
Modern screen resolution is 96 dpi

Therefore a formula to calculate this is

points = (pixels * 72) / 96

We can use an online calculator to do some of these sums - see https://simplecss.eu/pxtoems.html.