How to Use the ApaWizard: Step-by-Step Guide

Welcome to the ApaWizard! Here's how to get started and make the most of our app. Follow these steps to convert your APA-formatted Word documents into JATS XML easily.

1. Start with the Reference Checker

On the homepage, you'll see two main tools: the Reference Checker and the ApaWizard converter (the DOCX to JATS XML tool). The first thing you should do is run your Word file through the Reference Checker. This tool will ensure your references and overall document formatting are correct so that the conversion process goes smoothly.

Use the Reference Checker: Simply upload your Word file and let the checker review it. It will highlight any formatting issues and show you which references match in the body of the text and which do not.

Prepare Your DOCX: If you need more detailed guidance, click the “Prepare Your DOCX File” button. This page will give you all the instructions on how to fix your document formatting before conversion.

2. Use the ApaWizard Converter

Once your document is ready, move on to the ApaWizard. The wizard is a three-step process:

1. Step 1: Journal Profile Creation: Create a journal profile once. If you plan to convert multiple articles for the same journal, you only need to do this step once, and it will be saved under “My Journals.”
2. Step 2: Enter Article Metadata: Fill in the necessary details about your article. Some fields are mandatory to ensure the XML validates correctly.
3. Step 3: Upload and Convert: Upload your DOCX file and start the conversion. You’ll see a “Quick Rules” reminder and a couple of advanced options (like rendering tables as images). Once done, you’ll be able to download the converted XML in multiple formats.

3. Understanding “My Journals” and Daily Limits

In the “My Journals” section, you’ll find two tables:

• Journals Table: Here, you can view, sort, and edit your saved journals. You can also start new article conversions for an existing journal directly from here.
• Past Conversions Table: This table lists all your past conversions. You can edit a conversion, re-upload a slightly modified file (as long as it’s not substantially different), and download any of the XML versions or the marked DOCX document again.

Daily Limits: Registered users have unlimited access to the Reference Checker (guest users are limited to 20 checks per day). However, you can perform only one conversion-related action per day — such as creating a journal, converting a file, or editing a previous conversion.

4. What is the Marked DOCX?

When you run the checker or complete a conversion, you can download a “marked DOCX” version of your original file. This version highlights all references in red that are correctly matched. If a reference isn’t highlighted, it means there’s likely an issue with it (like a misspelling or a formatting problem), so you can easily spot what needs fixing.