References

What are references in Lawmaker?

Legislative provisions will often refer to other legislative provisions or legislative documents. Lawmaker can mark up these references in the document XML so that it can provide additional functionality to help while drafting and editing legislation but also to help downstream users when the legislation is published.

References are sometimes referred to as cross-references, or x-refs for short.

Two types of references can be marked up in Lawmaker:

1. Internal references - these are references to other provisions in the same document, e.g. “section 3(2)(a)” or “paragraph (3)”.

2. External references - these are references to provisions in other legislative documents or to the whole document, e.g. “section 5 of the Human Rights Act 1998”. In practice, external reference often appear as a provision reference only (e.g. “section 25”) and a wider reading of the context is required to determine that it is an external reference.

References are identified visually in the Editor using different formatting:

• Valid internal references will show as …

• External references will show as …

References that are invalid or have been manually altered are shown with different formatting which is described below in relation to specific features (the formatting is also summarised in the table here: Formatting of references). The formatting in the editor is not replicated in the PDF version of the document.

Creating references

References can be created in two ways, using the Tag references feature (which tags both internal and external references) or by copying a reference to a provision via the structure view or the right-click context menu and pasting it into your document (for internal references only).

Working with references

Once created, references can be manipulated and modified using the right-click context menu, the toolbar menus or by the floating toolbar, but the text within them can not be directly edited in the Editor (to prevent the metadata associated with the reference going out-of-sync with the text displayed).

For internal references, you can:

• Update them, so that the text of the reference contains the up-to-date number of the provision which it refers

• Remove the reference mark-up (but leave the text behind),

• Mark a reference to be ignored which has previously incorrectly been marked up as a reference.

• Make the Editor jump to the location of the target provision.

• Show or hide j-refs within references.

• Modify the underlying metadata and text via the Edit Reference dialog box.

For external references, you can:

• Remove the reference mark-up or mark it to be ignored (as you can with internal references)

• Open a new tab in the browser containing the provision referred to as it appears on www.legislation.gov.uk.

• For SI/SSIs only, add an automatically-generated legislative history footnote, derived from data on www.legislation.gov.uk.

• Modify the underlying metadata and text via the Edit Reference dialog box.

How to “tag” references

Lawmaker can analyse text you have drafted and automatically add reference mark-up to the internal and external references it identifies.

You can trigger the Tag references feature in a number of ways:

• Click on the Tag references icon in the toolbar,

• Select Tools menu>Tag references,

• Right-click in the Editor or Structure view and select Tag references, or

• Use the keyboard short cut Alt+t.

When the tag operation finishes, you will see all the references Lawmaker has identified highlighted in the Editor according to the table here: https://lawmaker.atlassian.net/wiki/spaces/USERMANUAL/pages/edit-v2/500203522#Formatting-of-reference-types. Internal and external references are, in particular, distinguishable from one another by their colour.

What gets tagged?

By default, when you trigger the Tag references feature, Lawmaker will analyse the text in the provision (i.e. the section, regulation etc.) your cursor is in. If, however you have selected some provisions before triggering the feature, then all of those provisions will be analysed.

Internal references within Quoted structures will not be marked up because there may not be enough context within the quoted structure to reliably identify the target of the reference. Lawmaker will try and identify external references wherever they appear.

More on external references

To identify external references, Lawmaker relies on data about enacted legislation from www.legislation.gov.uk. Lawmaker can’t therefore identify references to legislation that has not yet been enacted or made. This also means that, if for some reason www.legislation.gov.uk is not available for a period of time, then Lawmaker will not be able to identify external references during that time.

Lawmaker identifies and marks up both references to external provisions and to the documents containing those provisions. While sometimes references consist of both together, e.g. “section 12 of the Scotland Act 1998”, Lawmaker is also able to identify references to external provisions where the context determines that they relate to an enacted document rather than the document containing them. In particular, it will do this:

• where an earlier provision sets the context, e.g. where a section begins “(1) The Human Rights Act 1998 is amended as follows.”,

• where the opening words set the context, e.g. “In The Human Rights Act 1998-”,

• where the reference refers back to a previously mentioned enactment, e.g. “section 7 of that Act”

Lawmaker will also identify external references that use an alias instead of the full title of the legislative document, e.g. references to “the 2007 Act” or “the 1998 Regulations”. It does this by searching for definitions of the alias elsewhere within the document, either of the form of a full definition like ““the 2007 Act” means the Criminal Justice Act 2007” or a parenthetical definition like “…the Criminal Justice Act 2007(“the 2007 Act”)”.

How to create a reference using the Structure View or the right-click context menu

Internal references can be created using the Structure View or via the context menu that is available when you right-click on text within your document. Using this method you first copy a reference to a particular provision and then you use the normal paste function to paste the reference where you want it in your document.

This method is the only way to create internal references within a quoted structure.

To insert a reference to a provision using this method:

1. Either:

   1. Right-click on the provision in the Structure view you want to refer to (you may want to turn on full-depth mode to see all provisions - see Using the structure view), and click Select x-ref to copy, or

   2. Right-click within the provision in the main Editor window and select

2. From the context menu that appears, select the reference you want to copy from the Select x-ref to copy sub-menu. The menu will show all the different options for referring to the provision so you can select whether or not you want the provision name (e.g. “section”) to be included and whether any ancestor provisions should be included in the reference.

3. This will place the selected cross-reference in the clipboard.

4. To insert the reference, place your cursor in the Editor where you would like the cross reference to be inserted and press Ctrl+v to paste in the reference.

How to ‘ignore’ automatically tagged references

If something has been erroneously marked up as a reference or misidentified as an external reference when it is an internal reference or vice versa, you can tell Lawmaker to ignore it in future. This will stop it trying to update the reference when you use the Update x-ref feature. Marking it to be ignored rather than removing the reference all together can be more useful because it will stop it being retagged if you run Tag x-refs again.

To ignore a reference, right-click within the reference and select Ignore x-ref.

(You can also get this feature from the upper toolbar by selecting Tools menu>Ignore x-ref.)

How to remove (unwrap) tagged cross references

If you want to force Lawmaker to re-tag a particular cross-reference (rather than updating it), you need to remove the existing tag. You may also want to remove an existing x-ref tag because the text tagged isn’t a cross-reference.

To do this, right-click within the cross-reference and select Remove x-ref tag.

(You can also do this from the upper toolbar, select Tools menu>Remove x-ref tag.)

Only the cross-reference mark up will be removed - the text will be left alone.

Updating existing cross-references

You can update cross-references that have previously been marked up in a number of ways:

• Click on the Update x-ref icon in the toolbar,

• Select Tools menu>Update x-refs from the toolbar,

• Right-click in Structure view or Editor view and select Update x-refs, or

• Use the keyboard short cut Alt+u.

If nothing has been selected before you trigger the update then you’ll be given the option of updating references in the current provision (i.e. the current section, article, regulation etc.) or the whole document. Otherwise, Lawmaker will update all references in your selection.

Both valid and invalid references will be updated. If Lawmaker can no longer find the target of valid reference in the current document then it will change the reference’s status to invalid. Equally, if Lawmaker finds the target of an invalid reference then it will change the reference’s status to valid.

Tagging and updating cross-references when editing a portion of the document

If you have a portion of a document open in the Editor (see Opening and editing a portion of document) and you use the Tag x-ref or Update x-refs feature, Lawmaker will detect when references in the portion do not point to other provisions within the portion and give you option to search the whole document rather than just the portion.

This will take longer than just searching the portion but will mean that references to other parts of the document are tagged and updated correctly instead of being marked as invalid references.

Showing j-refs as part of cross-references

You can make the Editor and any PDF generated show the j-ref of target provisions within cross-references. See Managing J-refs for more about this.

Inserting and updating cross-references between documents within Lawmaker

You can use the Structure View method to create a cross-reference to a provision in another document in Lawmaker. That reference can be inserted into the document you are working on. This can be useful if you are working on a Bill or SI which has been split into a number of different documents or if you are drafting an amendment which contains references to provisions in the published Bill.

To create such a reference, open the other document, follow the steps above to copy the cross-reference and then return to the document you are working on and press Ctrl+v to paste in the reference.

The reference will show up as valid when you first paste it in. However, when you update the cross-references in text, any reference to another document will show up as Invalid (grey highlighted text) and the reference won’t be updated. If at a future point the target provision is copied into the same document (or, in the case of an amendment, it is applied to the Bill), then the reference should return to being valid when you update the cross-references again.

Formatting of reference types

A cross-reference can have one of four statuses. The styling of the reference in the Editor changes to indicate its status. Invalid references are also highlighted in the Document Checks panel.