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I frequently use document sets (multiple documents) for a single project. What's the best way to handle them?

Views: 6368 Created: 08/12/2012 07:02 am Last Updated: 11/25/2017 08:36 am 0 Rating/ Voters

Pathagoras offers several ways of handling document sets. There is not a 'best way' for every office, so consider each alternative and then decide which one works best for you.

  1. If the documents all have the same styles and layouts, it is easy to assemble them together as one big document. Using the Document Assembly screen, select the book containing the documents you wish to 'assemble' and then, from the Clause Selection screen, select the various individual documents that make up the package. Insert a 'New Doc' marker between each one. (The NewDoc button is the green one in the center of the Clause Selection screen. After you have assembled and processed the 'big' document and replaced the variables, click the 'Break Up' button that will then appear on screen.

  2. Alternatively (and best If the documents have dissimilar styles), and you have only a few documents to create, it easier to use the 'Put each item in separate editing screen' option found in the "Additional Assembly Options' on the Document Assembly Screen. When 'clicked', Pathagoras will, as the name suggests, place each selected document into its own editing screen. That allows for the preservation of styles, margins and other document settings for each individual document. 

    Upon request, Pathagoras will process the Options/Optional/Repeat blocks and replace the variables across all open documents in a single pass. BUT, in this scenario, you must still name and save each individual document. For that reason, you may wish to consider #3 below.

  3. If your documents are numerous, and/or you want to use the names already assigned to the source document, you should consider creating a document 'package'. A document package is a group of documents that are typically assembled together for the client or customer (a loan package, a Trust package, etc.)

    Once you have selected the components of the package using the Clause Selection Screen, click the 'Create Document Package' checkbox found behind the "Additional Assembly Options' button. Click the Next button to proceed. Pathagoras will ask you to navigate (and create, if needed) to the folder into which you wish to store the package. Typically, this will be a client's or customer's folder. Pathagoras then saves a duplicate of each document constituting the package into the 'target' folder. Each document carries the same name as the source document.

    After the package has been assembled and saved, Pathagoras will then prompt you to process each document's 'Options/Optional' and 'Repeats' blocks and document variables, and to make any other editing changes as are appropriate.

    The primary benefit of 'Document Package's over options 1 and 2 above is that you will not have to name the documents. They are already named and saved in a client's folder.

  4. A popular, non-Pathagoras way, to create the 'raw' package is this: Navigate, using Word or Windows, to the location of the source documents. Select (using mouse clicks) the documents that compose the set and copy these documents (right-click Copy will do it). Then, navigate to the target folder (create it if necessary) and paste. When you are ready to process the package, Pathagoras will prompt you to navigate again to the target folder so he can capture the documents you saved there.

    There is no difference between the end result in 4 and 3 above  EXCEPT that when using the in-Pathagoras tools (3), Pathagoras memorizes the documents you selected and the target path. You only have to navigate to the target path once.