THE WORD SPECIFICATION

OVERVIEW

The Word specification is an automatically generated Microsoft Word document that serves as the functional specification component of your Axure RP file if needed. This output type is one option available to you when your project requires a formal print deliverable.


(You can also use widget notes, page notes, and customized print pages using the snapshot widget to build print deliverables.)

THE GENERATE WORD SPECIFICATION DIALOG

The generated Word specification document can be customized. Use the Word spec generator to configure the document.


To open the default Word spec generator, go to "Publish > Generate Word Specification..." or click the "Spec" button in the Main Toolbar.

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FILE FORMAT

The specification file generated from RP is in Microsoft Word's .docx format. You don't need Word installed on your computer in order to generate the Word documentation, but you will need Word or Word for Mac—or another tool that can open .docx files, such as LibreOffice—to view the generated Word file and to edit the Word template file (more on that later).

 

If you have Word 2000, Word XP, or Word 2003 installed, the Axure RP installer will install the Microsoft Office Compatibility Pack, which enables these versions of Word to open, edit, and save .docx files.

THE "GENERAL" TAB

In the "General" tab of the Generate Word Specification dialog, enter the destination where the file will be saved.


By default, on a Windows computer the documentation will be saved in <C:\Users\%username%\Documents\Axure\Specifications>, which you can find by opening your "My Documents" folder, navigating to the "Axure" subfolder, and then picking "Specifications". In the Mac version, the default folder is <~/Documents/Axure/Specificatons>.


(If you previously used this feature in Axure RP 7, your folder will be named "Documention", not "Specifications".)

THE "PAGES" TAB

In the "Pages" tab of the Generate Word Specification dialog, you can configure which pages will be included in the spec and how they will be organized.


The "Include Pages Section" checkbox determines whether any pages will be included in the document. Use the "Section header" checkbox to toggle a heading of the pages section and use the field to enter the text of the heading.


The "Include Sitemap List" checkbox is used to control whether a list of all the pages in the project will be included in a hierarchical form. The "Sitemap header" checkbox determines if the list will be labeled and the text field is used for the text of that label.


Click the "Generate All Pages" checkbox to include all pages in the project, or un-check this option and check specific pages that should be included.

THE "MASTERS" TAB

In the "Masters" tab of the Generate Word Specification dialog, you can configure which masters will be included in the spec and how they will be organized.


The "Include Masters Section" checkbox determines whether any Masters will be included in the spec, documented separately from pages on which they appear. Use the "Section header" checkbox to toggle a heading for the masters section and use the field to enter the text of the heading.


The "Include Master List" checkbox is used to control whether a list of all the pages in the project will be included in a hierarchical form. The "Master list header" checkbox determines if the list will be labeled and the text field is used for the text of that label. The checkbox "Only list generated Masters" can be checked to exclude from the list masters that do not appear on any pages.


Click the "Generate All Masters" checkbox to include all masters in the project, or un-check this option and check specific masters that should be included.


Checkboxes can be used to optionally "only generate Masters used on generated Pages" and "do not generate Masters set to Break Away".


The checkbox "Document Masters in Page Sections" includes the widget notes of widgets in the master and the master notes in the spec for any pages where the master appears. You can optionally "Only document first use", which will then include these notes on just the first page where the master appears, and "Exclude Master Notes", which leaves only widget notes about widgets in the master and excludes the notes on the master itself.

THE "PAGE PROPERTIES" TAB

In the "Page Properties" tab of the Generate Word Specification dialog, you can configure what information about a page or master will be included in the spec.


Click the "Include Page Notes" checkbox to include the page notes. You can also click "Show Page Notes names as headers" and then choose whether or not to "Use heading basic style" (more about heading styles in the "Word Template" section below.)


When the page notes include multiple notes fields, check the checkbox for each note field you would like to include. Use the blue "up" and "down" arrows to reorder the notes fields.


You can check the checkbox "Include Page Interactions" to include the text of page interactions as they appear in the Inspector. You can optionally include a section header by clicking the "Section header" checkbox. Use the text field to add the text of the header. You can also use the checkbox "Use heading basic style" to set the style of the section.


You can include lists of used masters for each page or master documented in the spec by checking the checkbox "Include List of Masters Used on Page/Master". You can also optionally add a section header by clicking the "Section header" checkbox. Use the text field to add the text of the header.


The "Include Master Usage Report (Masters only)" checkbox determines whether there will be a report on the master that shows each page and master in which the master is used. (Note: In Axure RP, you can get a master usage report by right-clicking a master and clicking "Usage Report".) You can also use checkboxes to include section headers and the corresponding text fields to set the text of the section headers.


Check the checkbox "Include Panels and Repeaters" to have a separate screenshot of each dynamic panel and repeater that appears on the page.

THE "SCREENSHOT" TAB

In the "Screenshot" tab of the Generate Word Specification dialog, you can configure the layout of screenshot that appears in the document.


Use the top "Include Screenshot" checkbox to determine whether or not a screenshot appears in the spec. You can use the "Screenshot header" checkbox to indicate if there will be a header and the adjacent text field to set the text of the header.


Use the "Show footnotes on screenshot" checkbox to decide if the numbered, blue footnote icons will be part of the screenshot. You can also choose to include or exclude footnotes not found in widget tables (more about this in the "Widget Tables" section below.)


You can choose to put a border on a screenshot with the "Put border on screenshot" checkbox.


Optionally scale the footnote icons with the screenshot if the screenshot gets resized by clicking the "Do not scale footnotes with screenshot" button.


Check the checkbox "Apply default OnPageLoad Cases" if you would like the page to appear as it does in the browser following the OnPageLoad cases in the project. If this option is unchecked, the page will appear as it does in Axure RP.


You can check "Include submenus" if you wish to include a screenshot that shows expanded submenu sections in Classic Menu widgets.


You can click "Include expanded Trees" to include a screenshot that shows the full tree structure of a tree widget.


Click "Show default pages in Inline Frames" to include the embedded page of the iframe, when that page is another page of your project. Otherwise, the "preview image" will show, if you have set one.


Click "Do not apply Background Styles" to clear the background style from the screenshot.


Click "Do not apply Sketch Effects" if you wish to export a non-sketchy version of the page for screenshots, even when sketchy settings are enabled.


Use the field "Max width as % of page/column width" to determine how wide the screenshot can be on the page. Use the field "Max height as % of page height" to determine how tall the screenshot can be on the page. Click the checkbox "Allow screenshots to split across pages (single column only)" to allow large screenshots that take up more than one page.

THE "WIDGET TABLES" TAB

In the "Widget Tables" tab of the Generate Word Specification dialog, you can configure the layout of the widget table that appears with the screenshot of each page.


Click the "Include Widget Tables" checkbox if you want to have a widget table appear.


The dropdown below this checkbox is used to manage the widget tables. You can have one or many widget tables that contain different fields. Click "Add" to add another table and "Remove" to remove the currently selected table. Use the dropdown to switch between widget tables.



THE "LAYOUT" TAB

In the "Layout" tab of the Generate Word Specification dialog, you can configure the order and layout of each page's information in the spec document.


In the top section of the tab, choose "Single column" or "Two column" layout. If choosing a two column layout, use the field to indicate the percentage of the page that will be taken by the second column. This is usually adjusted based on the size desired for the screenshot. (The screenshot size can be further configured in the Screenshot section.)


In the section below that, use the blue "up" and "down" arrows to change the order of the sections of the page spec. You can also choose the column in which each section will appear.


Tip: In a two column layout, it's nice to have the screenshot be the only content in the left column, with all the other content in the right column. For a cleaner look, you can also uncheck the "Header" options for the screenshot and widget tables in their sections.

THE "WORD TEMPLATE" TAB

In the "Word Template" tab of the Generate Word Specification dialog, you can edit or import the template Word document that the content will generate into and customize which styles from the Word document are used.


A template file is a standard Word .docx file. (Word .dot files cannot be used.) You can add additional contents to the generated spec document like headers, footers, title, project information, or any other content that surrounds the documentation. You can also modify the Word styles specified in the Word Template section.


The text string [[AXURE CONTENT]] (including the double square brackets) should appear once in the template file. The generator will insert the generated spec at the location of that text.


To edit the template, click "Edit". The current template will open in Microsoft Word. When you finish editing the template, save and close Microsoft Word. When you save your .rp file, the template file is saved with it. You can also import a template by clicking "Import" and then navigating to the file.

 

Clicking "New Template" opens a dialog to create a new template based on the selected paper size, orientation, whether the headings should be numbered, and the number of columns. Click "Create" in the dialog to open the newly created template file in Word.


The generator needs certain styles, which are listed in the left column of the "Applied Word Styles" section. In the right column, specify the names of the Word styles in the file that the generator should use.


You can click "Use Built-In Word Styles" to return to the Word default styles or "Use Default Axure Styles" to return to the styles in the default template.

MORE WORD SPEC GENERATORS

You can create more generators at "Publish > More Generators and Configurations…". This is useful if you regularly export Word specifications with different constraints for different audiences.


Use the "Add" dropdown and choose "Word Specification". Name the new configuration and then click "Generate" to configure and use your new generator.

GENERATE AND SHARE

To generate a Word specification document, first click "Publish > Generate Word Specification…" or use the Spec icon in the Main Toolbar to open the Generate Word Specification dialog. Then click "Generate" at the bottom of the dialog to build the .docx output file.


To choose a different generator, instead click "Publish > More Generators and Configurations…". Click your desired generator and click the "Generate" button to open it. Then click "Generate" again to use the generator.


To share the generated documentation, send or print the Word (.docx) file. The document can open in Microsoft Word 2007 and up or Word 2000, XP, and 2003 with the Microsoft Compatibility pack.

 

If you distribute the document to clients or colleagues who do not have Word 2007 or newer or the compatibility pack installed, use Word to resave the file to an earlier document format (e.g. .doc).

In the "Select and order the columns" section, click the box next to a column name to include the information in the table. Use the blue "up" and "down" arrows to reorder the columns. You can include: footnote (number), (widget) name, interactions (written out in text as they appear in the Interactions section of the Properties tab), (widget) note, widget text, widget tooltip (set in the Properties tab), list options (if applicable), and location and size.


Filters can be applied to limit the rows that appear in the Widget Tables. Click "Only include Widgets with footnotes" to exclude from the table widgets that do not have any notes.

 

You can also check the "Remove rows with only Footnote and Label data" to remove rows that are otherwise empty. And you can even filter based on specific note field values like "Added on May 21" by using the custom filter section.


Click "remove empty columns" if you would like a column to be removed if it is empty in the current widget table.


Click "show" next to "Column Heading Labels" to show the labels. Use the fields to rename the columns.


Click "allow rows to break across pages" if you want to allow the table to cross pages if it gets too long for the current page. Otherwise, the full table will move to the next page.