Content Controls (Text, Checkboxes & Lists)

   "Content Controls" are the sole exception to the Pathagorean Rule against promoting Word fields. A Content Control is definitely a field, but it behaves as if it is not. They behave like plain text, but actually provide permanent links to the various variables.

   Because they are so relatively easy to set up, edit and use, and because Pathagoras can so readily interact with them (they can be scanned, they can be replaced with Instant Database data, they can be completed manually) we conceded to this exception.

 Content Controls are (even Pathagoras must admit), are pretty cool tools. If you don't use them now, it's probably because you never hear of them or see them as difficult to create and manipulate. Pathagoras is changing that. We have added 'Content Control features to our collection of tools associated with the Instant Database because they can address some automation issues that Pathagoras alone cannot.

 Here is how Microsoft defines Content Controls:

Content controls are individual controls that you can add and customize for use in templates, forms, and documents. For example, many online forms are designed with a drop-down list control that provides a restricted set of choices for the user of the form. Content controls can provide instructional text for users, and you can set controls to disappear when users type in their own text.

 

 In a nutshell, Content Controls are little 'windows' that sit on top of (but still in line with) the text of your forms. They can be text holders, checkboxes, mini-calendars and multiple choice lists. The are not the holy grail (most Pathagoras tools are still better, and those limitations are discussed below) but they add a nice element to the document assembly process.

 Always keep in mind that, just like other Pathagoras tools, the use of Content Controls is optional, and just like other Pathagoras tools, you can just dip your toe in the water to see if you like them. If you do, you can take the plunge. If not, simply undo and keep your current setup.

 Pathagoras can use Content Controls that you create manually or you can take advantage of Pathagoras tools that can create Content Controls for you automatically. Those methods are discussed on the following pages. We offer several ways.

•Via the Instant Database. When pre-configured to convert your variables to Content Controls, and whether you you clicked Scan or Replace, Pathagoras will first search through the document for bracketed variables and convert them to Content Controls 'on the fly'. This process is remarkably fast.

•You can premark certain text with "<<CC_" and ">>" boundaries. When the document is processed, the appropriate Content Control will be created during the 'process' phase of document assembly (like <<*Options* . . . and <<*Repeat* . . . . When you use the "<<CC_ . . .>> command Pathagoras will use a special 'style' to to identify the control. That way, as you scroll up and down your document to make sure that all Controls have been completed, it will be easy to see what you still need to do. When you complete the item, the style reverts to your normal document style, erasing all 'evidence' of the control.

 

 Benefits:

•Pathagoras processes options/optional/repeat blocks at the 'beginning'. Sometimes you don't want to process a choice such as these until the end. You can bury an options block in a Content Control and process it at any stage you desire.

•Sometimes you want to work with checkboxes (Yes/No, True/False, Male/Female/Non-binary, etc. Pathagoras can create them where you want them, and let you , complete them based on answers you provide in a Pathagoras interview.

 Limitations to Content Control, and how Pathagoras makes them better:

•Content Controls don't save any values that you type or select into its own database. But we do. Pathagoras can 'scrape' the form containing Content Controls for its data into an Instant Database record. Thereafter, the data can be used and re-used (and easily edited and updated as needed). See 'Scraping' section.)

• The List control only allows you to select 1 item from a list. This is a severe limitation when you need to select multiple items. If you need more than one item, use Pathagoras *Options* commands.

• Content Controls do not easily lend themselves to choose an answer or value qat the 'end' of a document based on the answer to a previous question. This is where Pathagoras' ‘*Options*!groups!’ comes to the rescue.

 

 

Practical applications of "Pathagoras' Content Controls:

   Let's say you have a 30-page document that you just completed processing and personalizing. It contains many variables. With Content Controls in place, those variables are retained in the document's backstage.

   Let's say, a few days later, you need to change the amount of the [Down  Payment]. Its original value was $1,000, but you want to change it to $5,000.

   You would reopen the document and choose among several options to update the variable.

•Call up the client's existing record, find the [Down Payment] variable in the record, make the change and the document is updated to reflect the new [Down Payment].  OR

•Navigate the document to find the spot where the $5,000 exists in the document. Press <Alt-D> with your cursor on the variable and the Instant Database screen will appear with that single variable showing. Type the new value at the right and press 'Next'. Pathagoras will (1) instantly replace the value at the cursor location, (2) replace the value in all other locations when that variable originally existed, and (3) will update the client's Instant Database record.

•List all of your document's variables using a Listing tool. This is typically easier method than the visual scan of the previous bullet when a long document is being modified. This feature will will display all variables in your document. Select the one you want and Pathagoras will take you there directly. Then press <Alt-D>

    Here are a few scenarios frequently posed for which plain text variables offered no good solution because no remnant of 'plain text bracketed variables' remained in the document.

             #1: John Q. Doe appears in several locations throughout a long document. His name was used as a beneficiary, as a Personal Representative, and as an Alternative Trustee. During a document review, the Testator decides to appoint Mary V. Roe as an Alternative Trustee in place of John. A classic ‘find and replace’ of John Q. Doe with Mary V. Roe won’t do it because you just want to change John's name in a single instance, not the entire document. Content Controls to the rescue. With Content Controls in place, you can call up the Instant Database record, change the single [Alternative Trustee] variable to Mary, press Next and you are done. No need to search. The IDB record is also automatically updated.

 

             #2:  Mary V. Roe appears in the document in several locations throughout a long document. But her name is misspelled. It should be Mary W. Roe. Of course, you could do a classic ‘find and replace,’ but that doesn’t update the spelling in the Instant Database record. Content Controls is the solution here as well: Click once inside the first appearance of Mary's name. Press Alt-D (for Instant Database). The Instant Database screen will display, but only the singe variable will appear in the list. Make the correction, and press Next. Pathagoras will ask if you want to update the record. Say ‘Yes’. All done—replacement with correct spelling made, and the record is updated.

                Perhaps you have other scenarios you can share where this feature came to the rescue.

 

 

 

 

Content Control: This are very nice mini-input screens that you can place anywhere within your Word documents. They can be great time savers, but are not intuitive to use. Pathagoras makes them easier, and with the Quick Parts additions described above, we have managed to greatly improve the functionality of Content Controls ‘control’ over your Quick Parts. If you use and understand Content Controls and want to expand the way you currently use them, sign up to beta test our Content Control tools. Just respond to this email with “I’m interest” and I’ll be back with you.