When we think of variables, we typically think of a name, address, date, quantity, color, etc. But we seldom think of variables as entire documents.
With Pathagoras entire documents can be variables.
A real estate agent or property manager might link to a folder containing the lengthy descriptions of properties under contract. Maybe the variable would be [Property Description].
A technical writer might link to long attachments that need to be appended or inserted at strategic locations.
An architect might link to drawings and tables and charts. (The target information need not be text. It can be can be charts or images contained within the target document).
A bid manager or proposal drafter, when preparing a Request for Proposal or a Bid package, may wish to insert a special condition of the anticipated contract (perhaps it is not part of your standard package, but rather was drafted especially for the vendor or supplier or situation. You saved it out as a document). Maybe the variable would be [Special Conditions]
A doctor might link to an appropriate medical pamphlet or brochure that can be inserted as an appendix to a letter to a patient.
A psychologist might link to a folder containing detail information about a specific test or protocol.
A lawyer designing an estate plan might wish to insert a page or two discussing transfers of specific assets mentioned in a Living Trust. The variable might be called [Transfer Instructions].
When the assembled document is personalized using Instant Database, the document that has been paired with the variable will be automatically inserted in place of the variable.
This tool can also be used to assemble a document (or portions thereof) when the various portions come from different folders. (Document assembly is dependent upon all clauses being within a single folder or glossary. Here, you can assemble a document pulling distinct chapters out of separate folders.)
BONUS: If a variable such as [Special Conditions] or [Property Description] or [Transfer Instructions], etc., can be one of several documents, Pathagoras lets you to link the variable to an entire folder of documents. The documents in the designated folder as displayed as a drop down list next to the variable (just like a multiple choice variable would display) and you would choose the desired document from among those displayed.
The next two sections discuss your options. The first discusses how to assign a <<filename>> to a variable. The second discusses how to assign a folder.
To replace a variable with a document, you need only type the name of the document to the right of the variable. Enclose the name within << and >> markers so that when it is inserted into the document, it will be automatically recognized and processed by Pathagoras as a Document Call. If you know the name of the document you want to substitute for the variable, you can enter it into the right column in two ways:
1.Type the fully qualified (i.e., with drive and path) name of the document. <<c:\data\property descriptions\Jones Property.docx>>
2.If the document is stored in your Super Folder, just type the name of the document. (If you leave off the doc extension, don’t worry. Pathagoras will add it.) <<Jone Property>>
3.Navigate. This one is really cool. Press down the shift key and then click the mouse in the appropriate IDB field. A menu will appear. Follow the prompts and navigate to the desired folder. Select the document you want the variable to represent.