The two previous tools generally presuppose working with core form documents in their pre-assembled state, or at least before you have replaced variables with personal text.
But what can be done, in Pathagoras 'plain text' model, AFTER the document has been fully assembled and variables replaced? After all, there are no fields that can be called up and 're-replaced'.
Actually there is quite a bit you can do.
Here are several other tricks you can try 'after' you have already assembled a document text in a global fashion.
Before going further, we want you to keep the following in mind: With regard to 'final' text, it likely is easier (or at least just as easy) to rebuild the document from scratch.
And while we present the below as if these are new or different tool that those discussed in the previous pages, there actually are not. But they are now presented from a different perspective -- after document assembly and personalization.
•The Search & Replace tool discussed in a previous section is one -- good when you have a single change to make over a folder-full or documents.
•Where several words need to be changed, consider using the Instant Database. The 'first' box found in the 'Advance Array' cluster of boxes near the bottom of the Instant Database screen, if checked, will apply changes across all open documents. (Of course this requires that all documents in which you want to make changes be open.) Here are several possible applications
❖If variables have already been replaced, you can use the Instant Database screen as a simple search & replace tool. This technique differs from Search & Replace in the first main bullet above in that you can change multiple values per document (up to 999, not that you would have that many) in one fell swoop. So 'Jane Doe' (and any number of words or groups of words) can easily and quickly be replaced with 'Jayne Doe' (and more). Just make sure that 'enough' of the search text is provided so only the target word/phrase will be replaced. If you intend to change 'he' to 'she', then the word 'the' will be changed to 'tshe' (because 'the' -- and lots of other words-- contains 'he.' Perhaps use ' he ' on the search (left) side and ' she ' on the replace (right) side of the IDB screen (i.e., add spaces to make the words unique).
❖Let say you just personalized a fully assembled document. You compteted the Instant Database screen and saved the record. Then you realize you made a big mistake and need to start over, BUT you hope to avoid reassembling the document. Rather, you want to go back to the document's fully assembled, but pre-personalization state. Two choices:
➢Depending upon the number of variables involved, you might try Word's Undo feature. Click the 'circle arrow' in the Quick Access Toolbar' area a sufficient number of times to restore the document to the desired point.
➢Click <Ctrl-Z> which is the keyboard shortcut to Undo feature mentioned in the preceding sentence. (Ctr-Y is the restore shortcut, in case you go too far.
➢Try the 'Reverse' function of the IDB. Here are the steps:
i.Display the personal data record that you used to personalize the document to which you now wish to make changes.
ii.Click the red <Power Tools> button.
iii.Click the <Reverse> button. Pathagoras will switch the 'Values' and 'Variables' column. So in effect, 'John Doe' will be in the 'Find' column and '[Client Name' will be in the replace column.
iv.Delete lines containing values you don't wish to change.(Use Power Tools button for this as well.). Consider the information in the vi. Note below.
v.Press Next when you are ready to process to return all or part of the document to its earlier state.
vi.Note: In most cases, the above steps will allow you to restore variables to their original state, or to change values, but keep in mind that some 'reversals' will not be precise. For example, if the variable was [pronoun] and the value was "he" and you try to reverse that, any appearance of "he" (even one that you want to stay, or one that refers to a different actor, will be converted to '[pronoun]". Consider ' he ' and ' [pronoun ' (add spaces to make words unique).