"Reverse Instant Database" (Create New Forms using the IDB)
The Instant Database module is typically
used to replace
document variables with
personal data.
However, the
IDB is a highly versatile tool. It can also be used to
create
variables from a document that currently contains personal data.
Let's say that you have a package of documents has lots of real names, real addresses, real
Social Security numbers, etc. And let's say that you
now want to
convert those
documents into reusable
forms. You want to replace the personal information
in the documents with bracketed variables.
- Display one of the documents onto your editing screen. Put
plain text square brackets
around every name, address, etc. that you want to convert into to a
variable.
- Now, activate the Instant Database system. (That is, press
the key combination 'Alt-D'. )
- Press the Scan
button in the lower left side of the screen to read all of your "bracketed variables" into
the screen.
- Type at the right side of the screen
the actual variable names you want to appear in the final form
document. Be sure the include brackets around the new terms.
So, for example, if "[John R. Doe]"
appears in the left column, type
"[Client Name]" in the right column. If "[1234 Oak Avenue]"
appears at the left, type "[Client Address]" at the
right, etc.
- Press the 'Next>>' button at the
foot of the IDB screen. When asked if you want to save the
record as a new matter record, say 'Yes' and provide a name.
(Below, we refer to this new record as the 'converter record.')
After that step, the
personal data in the form will be replaced with the new [variables].
You now
have a real, usable form.
- Open up the other similar documents which contain the same
'real names' as the first document you converted. Activate the
IDB. Instead of scanning for variables, simply recall the
'converter record' from the Matter Records list. (The Matter
Records list appears in the upper right corner of IDB screen).
This way, you will not have to repeat the 'naming' steps in the
previous bullets. (If the new document has variables not found
in the previous one, you can add them to the 'converter' record
by performing another Scan after you have marked the new
'variables'.)
- When the 'converter' record has served its purpose, you can
delete it.
Click the '
Pathagorizing
Using IDB' link under the Help Manual References (at the left) for
more, illustrated, instructions on
implementing this Tip.
This technique is
in addition to other tools (such
as the Create Variables Assistant) provided by the program to help you to '
Pathagorize'
your documents.
