Doc Assembly: Definitions and Setup Tips

Document Assembly: Definitions and Setup Tips

Pathagoras has adopted a Libraries & Books metaphor for describing how documents and other files are stored and retrieved.

Definitions:

'Library': A 'Library' a collection of 'Books'. A library in Pathagoras can contain up to 10 books. As implemented, a Library would typically indicate a broad practice area. So for a lawyer, one Library might be called "Estate Planning," another "Domestic Relations" and a third "Intellectual Property". For a real estate professional, one library might be "Commercial Properties" and "Residential Properties".

'Book': A 'Book' is a pointer to a folder which contains documents that you might use to create documents for your clients or customers. A book is assigned to a particular library so that, when the library is displayed, only relevant Books are shown.

A couple of important notes:

The folder to which a book points is not a 'Pathagoras folder.' There actually is no such thing as a Pathagoras folder. Rather, the folder to which a book points is a standard Windows/Word folder, the kind you used before (and will use after) you installed Pathagoras.

A 'Book' is not the folder. It is only a pointer to the folder. When you create a Book, you are not creating a new folder. You are pointing to an existing folder. When you delete a Book, you are not deleting a folder, nor are you deleting any of the documents therein. You are merely erasing the pointer within the Library.

You can place up to 10 books in any library, and you can create an unlimited number of libraries.

     Pathagoras assumes that you have already stored your form files in a reasonably organized fashion. If that is the case, you can begin building Libraries and shelving Books immediately after you install Pathagoras. See 'Adding New Library' link at the left.

     However, Pathagoras also recognizes that some offices aren't quite as organized and others. Some offices store all forms in a single folder. Others are semi-organized, but could stand a little 'sprucing up' before implementing this aspect of the program.

     If you think it appropriate, before you begin creating a new Library and assigning Books to it, spend a few moments in Windows and organize your existing form documents into meaningful folders, by categories you . Arrange your files into subject areas, keeping in mind the above definitions. (If you intend to have a Library for that broad topic. Create sub-folders that will hold documents for the more specific subject area. Don't break down the documents into too many sub-folders. Pathagoras works best where there are lots of items to choose from. Just don't mix obviously disparate files in the same folder. (Don't put Adoption forms in your Divorce folder.)

    Exactly how you do it is of no concern to Pathagoras. Pathagoras can work with whatever you have (including if you have all form documents in a single humongous folder). After you begin applying Pathagoras to your existing setup, if you think a different arrangement is advisable, it is easy to change, regroup and reset any pointer earlier set in Pathagoras to a new location.

Examples: A lawyer might currently have a Windows folder that contains estate planning documents. Within that folder are sub-folders containing wills, living wills, living trusts, testamentary trusts, Powers of Attorney, etc. The lawyer might also have a domestic relations aspect of the practice. In separate folders under a parent folder entitled "Estate Planning" might be documents that are categorized as adoption forms, name change applications and orders, a myriad of divorce forms, and pre-and post-nuptial agreements, etc..

In setting up a Pathagoras for this practice, the lawyer might create two separate Libraries, one called 'Estate Planning' (coincidentally, but not required) the name of the top-most folder containing these kinds of documents, and the other 'Domestic Relations'.

The books in the Estate Planning' library might include 'Wills,' 'Living Wills', 'Living Trusts', 'Powers of Attorney', etc.

The 'Domestic Relations' library might include books titled 'Adoptions,' 'Name Changes,' 'Divorces,' 'Pre-nuptial Agreements,' etc.

A real estate broker might create libraries titled "Commercial Properties" and "Residential Properties." The broker might have books in each library titled "Sales Contracts", "Leases", "Property Descriptions", and so on.

Names and content are always controlled by the user, never by Pathagoras. Just make it so that whatever names you choose make sense to you and your staff.