B. Provide comments in the OSD platform

1 - Introduction

The OSD platform offers a streamlined commenting process that not only simplifies collaboration, but also improves the accuracy of features such as saving valuable time and contributing to more refined and effective comments in the project text.

2 - Member commenting

The OSD platform introduces a groundbreaking approach: commenting directly in the context of the project and eliminating the need to juggle between multiple documents. While this approach is the way forward, the platform will also allow national comments to be submitted on the traditional comment form using the upload from file function.

2.1 - Commenting directly in OSD

2.1.1 - Add a global comment

A global comment is a comment that applies to the entire publication.

Click on the Comment icon at the top-right of the interface
Click on Global comment

Write comment
Select type of global comment - Technical / General / Editorial
Click on Save

2.1.2 - Add a comment

This is the essential tool for OSD NC Commenters and OSD NC Managers to provide their comments and proposed changes.

Select a text, an element or any content anywhere in the project
Click on Comment

Select type of comment - Technical / General / Editorial
Write comment
If a change needs to be proposed, activate Propose a change
Provide changes in the Proposed change box
Verify the change wanted in Preview
Click on Save

2.1.3 - Edit a comment

The user can edit their own comments at any time before the comments have been resolved.

Click on comment card
Click on More actions (three dots)
Click on Edit
Make necessary changes
Click on Save

While the OSD NC Commenters may edit their own comment cards only, the OSD NC Managers may edit the comment cards of other users.

2.1.4 - Remove a comment

The user can remove their own comments at any time before the comments have been resolved.

Click on comment card
Click on More actions (three dots)
Click on Remove

2.2 - Commenting via upload from file

Although it is strongly encouraged for national mirror committee members to comment directly in the OSD platform, it is possible to use the traditional comment form and integrate the comments in the OSD platform via the upload from file function.

NB: Once the traditional comment form is uploaded by the OSD NC Manager, the comments are attached to the clause rather than to the specific and precise location in the publication. It is therefore strongly recommended that the comments are provided directly in the OSD to facilitate the resolution of comments for the next stage for the WG/PT/MT.

Restrictions to consider:

no line numbers in the PDF preview
no tables and no graphics should be used
track changes not possible

Fill in the comment template with the "Proposed change" column empty
Save your completed document

On the interface top-right, click on Other actions, Comment, and Load comments from file

Upload the Word comment form by Choosing a file
Verify the upload result by making sure that there aren't any rows in error
Only when the Rows in error indicates "0", click on Import valid rows to incorporate the comments in the OSD platform

3 - Interface and useful information

The OSD platform interface offers several ways to communicate between different users with the same access rights. This is a great opportunity to enhance collaboration within transparency to strengthen consensus building practices.

3.1 - Visibility of comments

All comments provided by members of the same national mirror committee can be visualized between each member. The back-end coding is siloed between each NC. Therefore, a national mirror committee member will not see comments provided by a mirror committee member from another NC.

The OSD NC Commenter 1 from the Italian NC added their comments.

The comment cards provided by the user are identified by "You"
The comment cards provided by another member of the same national mirror committee are visible

The OSD NC Commenter 2 from the Italian NC added their comments.

The comment cards provided by the user are identified by "You"
The comment cards provided by another member of the same national mirror committee are visible

The OSD NC Commenter from the German NC logged in the same project as above.

The comment cards provided by the Italian NC users are not visible

3.2 - Information in the comment card

3.2.1 - Comment card ID

Each comment card has its unique ID number as shows below:

3.2.2 - Comments poll

Rather than adding the same or similar comment as a colleague, national mirror committee members may express their support for a comment that has already been added. This feature reduces the number of comment cards provided and makes it easier for the OSD NC Manager to resolve comments.

3.2.3 - Reply to other comments

National mirror committee members may communicate directly through the comment cards. This feature saves time in identifying comments in the context of other exchange channels. Real consensus building can take place in full transparency.

3.3 - Navigate by elements

This feature provides faster navigation from one element to the next without having to scroll down the entire document. There are several types of elements: Tables, Figures, Formulae and Footnotes.

On the right sidebar, click on the Overview tab
Select the type of element
Click on specific element card to visualize it in its context

3.4 - Filter comments

This tool helps to set the user's view according to their preferred comment type.

On the top-right of the interface, click on the Filter icon located in the comments navigator
Select the item(s) to have visible on the interface
Click on Set filters

3.5 - Notification for unsaved comment(s)

A comment card should be saved for it to be visible and taken into account by the OSD NC Manager for comment resolution. If this step is forgotten, a notification will appear at the top of the interface to inform you of the unsaved comment(s).

3.6 - Search within selected clause(s)

It is possible to search for specific keywords within selected clause(s).

On the right sidebar, click on the Search tab
Add the keyword(s) in the Search box
Click on the Filter icon and Set filter
Select the clause(s) where the research should take place
Click on Apply
Visualize the keyword(s) within selected clause(s)

3.7 - Export documents

The NC users may export different documents for their offline work, archive purposes, etc. This includes the PDF preview, the HTML preview, export of national comments, and export of all comments.

3.7.1 - PDF preview

The NC users may download a PDF preview version of the online document. As the quality of the PDF and its alignment with the online document is not guaranteed, this version is “Not to be used for official purposes” as it is stated in the header.

Click on Other actions drop-down menu
Click on Preview
Click on PDF
Open the PDF preview saved in the downloaded files

3.7.2 - HTML preview

For a quicker preview of the online document, it is possible to visualize the HTML version.

Click on Other actions drop-down menu
Click on Preview
Click on HTML
Visualize the HTML preview in a separate tab of the browser

3.7.3 - Export national comments in Word

At any time during the ballot, the NC users may export a Word document containing all national comments. This document is used for archiving purposes, as the IEC Voting System no longer requires the upload of national comments when a project is developed in the OSD platform.

Click on Other actions drop-down menu
Click on Comments
Click on Export national comments (NC)
Open the Word document saved in the downloaded files

3.7.4 - Export all comments in Excel

At any time during the ballot, the NC users may export an Excel document containing comments at all status within the commenting stage: National comments (nb), Rejected comments (nb), and Comments to resolve (nb).

Click on Other actions drop-down menu
Click on Comments
Click on Export all comments (NC)
Open the Excel document saved in the downloaded files