PerfectIt Cloud: what Mac users have been waiting for

Simone Hutchinson reviews Intelligent Editing’s new PerfectIt Cloud, the first version of the respected consistency and error checker to work on Macs (in Word 2016).

The full version of this review first appeared in the July/August edition of Editing Matters, the SfEP magazine. (Note: Simone was using a beta version so that this review would be ready in time for the official launch of PerfectIt Cloud.)

Introduction

Having been invited to review PerfectIt Cloud for Mac (beta), my main concern was that my relatively meagre experience of using editorial support software would prevent me from making the most of PerfectIt and limit the value of my report. I hope that what follows will help you decide whether to purchase the software; this review should be relevant to Mac users who have not used PerfectIt before.

I tested three different kinds of Microsoft Word document: a US geology article (~2000 words), a non-native English law journal article (~6000 words) and a UK law book (~46,000 words).

Is it easy to use?

Installing and setting up PerfectIt Cloud is straightforward.

If you are using PerfectIt Cloud for the first time, you will be presented with an outline of its features. This start-up introduction to the software emphasises its role as a style sheet and consistency tool. If you are an experienced editor, I think these start-up welcome screens are the only preparation you need before using the tools. PerfectIt is so easy to use that I do not think there is a need for a new user who is an experienced editor to require training on PerfectIt, although watching the demo videos would still be useful as I feel that audio and visual walkthroughs help cement what is learned by trial-and-error practice. However, for editors who are new to the profession, some training in the use of style sheets and consistency checks would be extremely helpful prior to using PerfectIt.

The sidebar has an intuitive design that presents its information clearly, although there is one minor flaw: the floating ‘i’ icon that appears in the right-hand corner of the PerfectIt panel sometimes obscures the ellipsis button.

Screenshot of PerfectIt Beta information menu

PerfectIt’s information menu

At each stage of the analysis process you are presented with the option to view the location of the suspected error and to fix it. If a long list of locations is offered, you can fix items selectively or have them all done at once. This is particularly useful if your document contains quoted matter (where you don’t want to change the source’s spelling or style). If you accidentally choose ‘Fix’, don’t worry, there’s an Undo button. Being able to review every word that PerfectIt flags up is useful for compiling a word list in your style sheet.

When testing PerfectIt on a legal text (a book on interpreting housing legislation, aimed at the legal practitioner), it helpfully pointed out that the style setting I applied at the start of the analysis (UK spelling) prefers the spelling of judgement with the ‘e’, but that ‘judgment’ may be required in certain legal contexts. Well done, PerfectIt!

Screen shot of PerfectIts hyphenation of phrases section

Option to fix an item or move to the next step

At the end of the process you are able to see a list of the changes that PerfectIt applied, by clicking on the button ‘See what PerfectIt did’. This list has a useful ‘Copy’ option, which means you could maintain change reports for your clients (or your own use). And other reports are offered for viewing at the end of the analysis: ‘Table of Abbreviations’, ‘Summary of Changes’, ‘Text in Comments’.

Screenshot of PerfectIt Cloud's navigation and test page

Click the ellipsis to reveal the full test list.

Will it save me time?

PerfectIt saves time in the workflow by automating a useful range of spelling, punctuation and style checks. It analyses the text to identify inconsistencies in spelling, capitalisation in headings and phrases, hyphenation of phrases and words, abbreviations defined twice or not at all or not used, brackets and quotes left open, and list punctuation.

PerfectIt also lists abbreviations without definitions, which, in a document that contains numerous instances, saves you time by providing you with them all in one list — compared with the process of discovering them manually one by one and adding them to a separate list. You can deal with them all in one go with PerfectIt. However, the ‘Table of Abbreviations’ report option at the end of the process did not work in the Beta version (but should be fixed in the release version).

Without the aid of software automation tools, the time it takes to perform a standard copy-edit on a set length of text will vary from editor to editor. I hope the following timings can be compared with those of your current workflow. The legal book of 46,000 words took me just under one hour to fully check, using every possible test in PerfectIt. The mining article took less than ten minutes. The non-native English law journal article took around 15 minutes. Completion of individual tests can take up to 30 seconds, but on average they took around five seconds.

Will it improve my work?

One of the advantages of PerfectIt is that it trains you to think methodically about your workflow, which in turn helps you become a more efficient editor and writer. After repeated use of its step-by-step approach, combined with clear visual walkthroughs of each step, you will memorise a large part of your editorial checklist and be able to quickly prioritise certain tests according to the kind of document you are working on. While I am not suggesting that this is the death of pen-and-paper checklists, which by the act of writing them provide a similar kind of memory training, there is no doubt that this software helps you to focus more on the work. It does the menial work for you, but makes that menial work visible and requests your approval at each step, so you will not forget essential editorial processes. Consequently, you will spend less time and mental effort on the activity of checking for problems while increasing mental effort on the job from a management perspective. PerfectIt is your editorial assistant and even a bit of a copy-editor. You can become a better editorial project manager by using it.

By saving you time through greatly reducing redundancy in your workflow, PerfectIt also minimises time spent typing. For people with health conditions affecting the hands, this unexpected benefit will be a welcome bonus.

What are my criticisms?

In terms of functional problems with the PerfectIt Cloud, I only noticed some slightly buggy behaviour of the report options and the location of the floating information icon. These should be relatively easy to fix by the time of release, hopefully. A usability improvement might be to move ‘Check Consistency’ from the styles menu to the tests menu.

PerfectIt Cloud is not a comprehensive editor’s toolkit. It does not check footnotes, table or illustration captions and their cross-references, URLs, header or footer matter, or page or section breaks, and does not offer any options to work with Word styles. Neither is it designed to check for inaccuracies in grammar. For editors keen on customisation options, PerfectIt Cloud might seem limited – but this is more of an observation than a criticism (and the developers do promise these are coming in time).

Is it worth upgrading to Word 2016?

You need to have Word 2016 to run PerfectIt Cloud on a Mac. I upgraded from Office 2011 to 2016 this year, and have found there to be a few useful benefits. Importantly for editing, the review panel is better. The redesign of the menus in general improves the logic of menu items as well as their visual presentation (less cluttered now, and simpler). Word 2016 feels lighter, better organised and clearer. These things probably have helped me focus better on projects. With all these benefits, I have found the upgrade worth it.

I can see that using PerfectIt will increase my productivity and reduce the psychological resistance I put up to dull tasks. It will make the physical aspect of editing work easier (less typing). It will help me become a better project manager.

The price of PerfectIt Cloud for SfEP members is $49 per year (available via the SfEP website). I think it is well worth it, especially considering that further features will probably be added.

 

Simone Hutchinson

Simone Hutchinson began freelance editing in 2017 after nine years in editorial support and house editor roles in academic publishing. In February 2018 she set up Orlando Press.

 

 

Posted by Abi Saffrey, SfEP blog coordinator.

The views expressed here do not necessarily reflect those of the SfEP.

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