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. . . call in clauses into a document by reference?

Views: 3957 Created: 02/01/2013 05:08 am Last Updated: 09/02/2013 04:22 pm 0 Rating/ Voters

Q:   "I have a group of clauses stored in a folder. I want my form document to be able to call in one, some or all of these clauses depending upon certain considerations. Can I call in a document 'by reference'? (I really don't have to have the same text in multiple documents.) And can I do it based on an answer to a question that is posed at document assembly time?"

A: The answers are 'Yes' and 'Yes.' 

    Calling in documents in this fashion is actually the area where Pathagoras shines. Nobody does it better or easier.

    The 'trick' to making this happen is a simple set of double angle brackets. These samples will call in the named documents:

"<<C:\office forms\Certificate of Service.doc>>" or <<c:\forms and clauses\contract clauses\Terms and Conditions.doc>>.

 (Note-- the enclosing characters are not hard to create chevrons. They are plain text angle brackets found above the period and the comma on your keyboard.)  

    During the processing phase of document assembly, Pathagoras looks for text between double angle brackets. (It looks for <<*Options*>> and <<*Repeats*>> blocks. It looks for <<*Template*>> and <<*NewPage*>> calls. And it looks for calls, as discussed here, to other documents.) Pathagoras simply analyzes the content of the text between the brackets. If Pathagoras determines it to be a call to a document, Pathagoras will hunt down the document, copy the text and insert it into the current document in place of the <<call>>.

    Not only can Pathagoras find a document that is 'fully qualified' (as in the above example, with drive, folder and sub-folder location preceding the document name), but it can find a document by just its 'short' name. E.g., <<Certificate of Service>> or <<Terms and Conditions>>. Here's how Pathagoras does that:

    Pathagoras has been programmed with a 'hunt path' to locate documents. If the desired document resides in one of these 'hunt path' locations, Pathagoras will find it:

  • If the term is 'fully qualified' (as in the above example) Pathagoras will look in the designated location and no further. ('Fully qualified' means that the document is pointed to by drive, folder, subfolders(s) and name. E.g., "<<c:\office forms\estate planning\trusts\living trust clauses\preamble.doc>>".)
  • If Pathagoras sees only a name (without drive and folder), it will determine if the term name meets the prefix/suffix naming criteria (two to four letters followed by three or four numbers). If it does, it will look in the book associated with the prefix in the Prefix Table. E.g., <<wil100>>. Read more about prefix/suffix naming in the Manual.
  • Pathagoras will next look for the document  in the folder from which the original text was drawn (If using an original document, the folder of that document. If the document was created from a book or DropDown List, from the last book or last DropDown List called).
  • If still not found, Pathagoras will look for the term in any folder associated with any other DropDown List.
  • If not yet found, Pathagoras will look in the Position #1 book (The 'Position 1' book is the book that occupies the first bookshelf in the Current Library.)
  • If not yet found, Pathagoras will look in the SuperFolder (if designated).
  • If not yet found, Pathagoras will look in the SuperGlossary (if designated). (You can tell Pathagoras to look in a SuperBook before the Position #1 Book. Check the box found in Utilities/Settings|File Locations labeled "Check SuperBooks" first.)
  • If still not found, Pathagoras will look for the term in your Auto-Correct dictionary.
  • If still not found, Pathagoras will look in the first 15 glossaries that you may have stored in your SuperFolder. (This last search presumes that you have not earlier looked in these glossaries via the prefix search.)

Now, to the second question. But first, a 'reminder': Pathagoras lets you set up Options text blocks with questions that offer you a choice among different answers. E.g.,

<<*Options(radio)*UPS/USPS/FEx*United Parcel Service/Postal Service (1st class mail)/Federal Express>>

(When a choice is made, the appropriate text is inserted into the document. To 'play' with the above, just copy and paste it into a document. Press <Alt-P> to 'pretend' process it.)

Calling in entire documents is a simple step up from there. Just don't forget the double angle brackets.

<<*Options(radio)*No children/One Child/2 +children *<<family_0>>/<<family_1>>/<<family_2>>>>

(When a choice is made, the appropriate document is inserted into the document. The above assumes, of course, that 'family_0', 'family_1' and 'family_2' are documents in your system that reside in one of the folders in the hunt path.)

Actually, this example will work if you have not removed the DemoDocs from your system:

<<*Options(radio)*No children/One Child/2 +children*<<wil110(m,c0)>>/<<wil110(m,c1)>>/<<wil110(m,c2+)>>>>

(The above is an example of calling in documents named using Pathagoras' prefix/suffix naming convention, and reference actual clauses in your system.)

Note: Except for the 'fully qualified' reference, you don't need to type '.doc' or '.docx' to recall the document. Pathagoras will append the document type. If both a .doc and .docx version reside in the same location, the .docx version will be called.

INTERNET CALLS: Pathagoras can even call a document stored on the Internet. If the document can be referenced with an 'http://' reference, Pathagoras can find and insert it. For example (and this is a real example), you can insert a document stored on Pathagoras' server called 'test.doc'. Here is the full call:

                                                                                                   <<http://www.pathagoras.com/test.doc>>

<<http://www.pathagoras.com/logos/logo.gif>>

<<http://www.pathagoras.com/logos/logo.pdf>>

Simply copy and paste the text into a document. (You can test the action by pressing <Alt-P>. Of course, if a call like the above is saved in a document and you recall that document by other Pathagoras document assembly techniques, the call is automatically made.)

Here are references to specific pages in the Manual that discuss these features, and provide examples for creating the calls, in greater detail:

Embedding the clause in the source text.

Selecting the clause via the Instant Database (here, the document is fully assembled, and you are replacing a variable placed in the source text with an entire document.)

Prefix/Suffix Naming Convention

SuperBooks