Comment Collation Tool (CCT)
In this article
This article is relevant for:
Voter; Committee Manager; PC Secretary; Convenor; & support teams
- Committee Manager (CM), Twinned Committee Manager (Twinned CM), Committee Manager Support Team (CM Support Team) roles refer to technical committees and their sub-committees only.
- Secretary, Twinned Secretary, Secretary/Convenor Support Team roles refer to Working Groups (WG), Policy committees, and Governance committees.
The ISO Comment Collation Tool (CCT) has been developed to support committee managers, secretaries, and convenors in the collation of comment files submitted during the balloting process.
An automatic verification of the comment files is performed when they are uploaded. Users having submitted a comment file containing unsupported formatted content will be notified to correct it and to resubmit their comment file before the closure of the ballot.
The ISO Ballots application will try to collate automatically all submitted comment files at the closure of the ballot (for all ISO ballot types, except TMB ballots). The result of the collation, if successful, is a single file containing all submitted comments sorted by clauses.
If the automatic collation failed, committee officers will have to correct the unsupported formatted content and then collate the comment files manually by using the ISO Comment Collation Tool (CCT).
The CCT will identify unsupported formatted comment files and indicate the errors found.
For more information on how to correct an error in a file, please read the Correct error in commenting file article (see link to the article at the bottom of this page)
To obtain a successful collation of comment files, voters and commenters must upload their comments files using the ISO Commenting Template and follow the Guidelines to fill it out. A single mal-formatted comment file, which has not been corrected before the closure of the ballot, will cause the automatic collation to fail (either all files are collated or none).
For more information about the ISO Commenting Template and related guidelines, please read the Commenting Template Guidelines article (see link to the article at the bottom of this page)
The ISO Comment Collation Tool (CCT) can be used:
- by committee and working group officers to collate comment files submitted to ISO ballots, and
- by voters and commenters to verify comments file for incorrectly formatted content.
The CCT has been developed with Microsoft Word macros which currently presents some limitations:
- The CCT does not run on Microsoft office 64bit
- The CCT does not run on MacOS
Install the Comment Collation Tool (CCT)
Which version of the CCT should I download?
Since 2017, a more secure version of the collation tool has been released as a . docm file. The two versions are identical.
- the .docm version should be used for all users using Word 2007 or later
- the .dot version should only be used for users using a version earlier than Word 2007
Download the CCT
Please refer to the Download Commenting template article.
Installation of the CCT
Create a Comments subfolder in your Documents folder. Comment files which must be collated should be saved in this subfolder. The CCT will by default display documents located in this folder.
Once this is done, Download the CCT from on of the above-mentioned places and save it (or move it) to the Comments subfolder created in the previous step.
Run the Comment Collation Tool (CCT)
The CCT only needs to be used if the automatic collation of your comments files has failed or if the collation needs to be done manually (e.g. TMB ballot comment files).
1 Download the comment files
Download the comment files (as a Zip file) from the Result tab of your ballot (in the ISO Ballots application) and save them in the Comments subfolder (created during the installation of the CCT). Ensure that you have extracted the files from the downloaded .zip archive into a folder.
2 Open the Comment Collation Tool
Open the CCT by double-clicking on the Comment_Collation_Tool.docm or Comment_Collation_Tool.dot file
3 Click on Run Collation Process
4 Select the files to collate and start the collation
Comment files downloaded into the Comments subfolder will automatically appear in the Select files window. If you have only 1 comment file, then either the automatic collation succeeded (collated.doc) or only 1 NSB may have submitted a comments file. In these 2 cases, it is unnecessary to collate the comments file manually.
If no documents are displayed,
- you may have not unzipped the comments file, or
- you need to tick the Show all files checkbox to display filenames which are not conforming to the ISO file naming convention (see below), or
you need to navigate to the folder in which your files are located by selecting the drive letter and then selecting the folders through double-clicks.
When the comment files are displayed in the Select files window, you can select 1 or more files to be collated. You should first select all files and if you get collation errors on specific files, correct them and then collate only the files that you have corrected to verify if the corrections will be accepted. Once done, you can select again all files to generate the collated document containing comments from all files.
Depending on the number of comments, the collation can take a few minutes or even more than 1 hour. During the collation process, Word becomes inaccessible. The CCT will display the progress of the collation.
5 Collation process completed
When the collation of the comment files is completed, the CCT will either display:
- a newly created file containing the collation of all submitted comments ordered by clauses and by NSB, with a summary of the collation on the last page (see below)
or only a summary of the collation process displaying comment files which are in a correct format and comment files containing unsupported formatted content which need to be corrected (see below).
For more information on how to correct a comment file please refer to the article Correct error in commenting file article (see link to the article at the bottom of this page)