Printouts/Checklists

   If you have many documents (whether in a book or represented in a DropDown List), a printout of those documents would likely be helpful in organizing your document assembly system. If you are the initial author of a document, but are not yourself the one who physically 'runs' Pathagoras, a checklist by which you can select the desired clauses is absolutely essential in telling others what documents your want to be assembled.

   In the below instructions, the terms 'printout' and 'checklist' are used interchangeably, with a checklist simply being a printout with a checkbox immediately to the left of each document lists so that desired items can be noted. Also, the identical steps are used whether the book is a folder of documents or a 'glossary' of terms.

   Creating a checklist:  Assuming that you have assigned the folder or glossary to a document assembly book:

(1) Display the Libraries & Books screen.

(2) Select the book for which you want to prepare the checklist from the left hand column.

(3) Click Next>>. Answer the prompts which appear asking if you just want 'names only' or 'names and subjects' to be reflected on the list. Choose names and subjects.

   The final product is a checklist showing the term names at the left and the descriptive subjects at the right. Here is what a checklist might look like:

    The resulting checklist is a simple Word document and you can further edit and format it to meet your office needs.

Practical use of a checklist in an office setting:

  Original composition: We suggest that you create the checklist following the above instructions, but that you further edit it to provide a more "office forms" feel and consistency. You should add blanks for a client or customer's name to be written at top and other blanks where additional information or notes can be hand written for the operators use.

   You, as the author of the ultimate document, should have a supply of these checklists on hand. When you need to create a document for a client or customer, take one of the checklists and check-off a 'first draft' of the document, filling in appropriate information or instructions for the operator.

   Pass the completed checklist to the operator who can assemble the document.

  Editing: If you later want to add a clause into the middle of the assembled and presumably now printed document, and using the checklist as a guide, pencil in just the name of the term at the insertion point. The computer operator would recall the document to the editing screen and type the clause name at the 'electronic' insertion point, followed by <Alt-G>. The clause will be  instantly inserted where typed.

If you wish to limit the choices in the checklist to less than all the items in your folder or glossary, go ahead and display the book in the Clause Selection screen. (I.e., click Next without selecting the 'Printable Checklist' option. Move the clauses you want in the checklist from the left panel to the right. Click the More button and check 'Create Checklist' from the expanded screen. Then click 'Next' to create the checklist.