Use Variable as Optional Text

Instant Database

Use Variable as 'Optional Text'

You can easily copy any variable shown in the left side of the Instant Database screen into the right hand column as 'replacement text.' Just double click on the variable. Pathagoras will transfer the variable, minus any brackets, to the right column and the (slightly revised) variable becomes replacement text for itself.

Okay. So what is the practical application for that? While it may not at first blush seem very obvious, this trick will allow you to use selected Instant Database variables as 'optional text' in your document. Here is an example:

Let's say that you are preparing a cover letter to accompany a purchase order. In some cases, the purchase is final, while in others a product return is allowed. To meet this situation, you might place a clause in the source document that reads "[All purchases final.]" Of course, since it is in bracketed text, Pathagoras will see this as a variable, although its purpose is a little different.

When it is time to personalize the document, you would press Alt-D and that text (along with all other document variables) will appear in the Instant Database screen.

If this is one of those sales where no return is allowed, you would double click the "[All purchases final.]" entry and the text, minus the brackets, will be transferred to the right as the replacement text. When you click the Next button (telling Pathagoras to make the replacements), "All purchases final." will appear in the final letter.
Of course, if the particular transaction is one where refunds are allowed, simply leave the replacement text blank. When Next is pressed, the variable "[All purchases final.]" will be deleted from the text and the proper message will be communicated. (In actuality, the variable is replaced with 'nothing,' but the result is the same.)

This feature can be used in addition to the other Optional Text features that Pathagoras provides.