Bulk Add

Summary: Pathagoras' Bulk Add routine allows you to disassemble a specially marked-up document into its component clauses. These clauses will become a document assembly book.

The first part of the process requires to identify the begin and end points for each specific clause. Then you provide an appropriate name and subject for each clause. The marking up is all done using 'plain text, regular keyboard' characters.

After the mark-up is complete, you can then direct Pathagoras to break up the document into the designated clauses. The result is a fully functional document assembly system that can be used ‘as is' or further modified to suit your needs.

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If you have not already done so, copy or move this document into the directory where ultimately you want the book to reside. (Pathagoras doesn't demand that you use a particular folder. However, if the base document is currently sitting in one of your 'Client Documents' folders, you should move it to a more appropriate 'office forms' folder.)

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Rename the document to include the term "Master". (The word "Master" is not really mandatory, but we suggest it in order to distinguish it from other documents.) If you wish to perform the disassembly routine a second (or third, etc.) time, you simply edit from Master document. You never have to start over again.

This is what a properly marked clause might look like (Colors for emphasis. Not required.) The optional prefix/suffix naming style is being used to name the document.

Pathagoras' Term Works! tool can perform steps 2 and 3 above for you automatically. If you simply highlight the text you want marked up, Pathagoras will take care of adding the markers, names and subjects for you. Read on.

Figure 1. The Term Works! Screen.
(Note that top portion of the screen contains the first and last words of the highlighted section.

Complete the '1st clause name' box and provide a ''Subject' for the clause where indicated. If you wish to adopt the prefix/suffix naming convention, type the prefix you want to use in the Prefix box and the Increment (the amount of space you want to reserve in between each clause so that you can add more clauses ‘in between’ if need be. If using the prefix/suffix naming style, type the starting name and number in the box labeled ‘1st Clause Name.’ The increment will be applied to the number you typed when the next clause is highlighted. (Prefix and Increment are optional. If you wish to provide ‘regular’ names, that is fine. Just leave Prefix and Increment blank.)

When you are satisfied, press the <Mark> button. Pathagoras instantly surrounds the highlighted text with the designated begin and end markers. It then names the clause and types in the subject provided by you between appropriate slash separators at the beginning of the clause.

Pathagoras then automatically highlights the next paragraph in the document. If you are using the prefix/suffix naming style, Pathagoras also proposes the next name based on the prefix and the increment you provided. All you need to do is provide the Description/Subject.

Normal document naming rules apply if you intend to break the document up into separate documents. If you are going to be adding terms to a glossary (as opposed to a folder of clauses), bookmark naming rules will apply. (This merely means that the glossary term name must begin with a letter, and contain only letters and numbers (and no spaces). The name may contain an underline (‘_’) character. )

The 'Subject' can be anything (to 'make up for', as it were, the ‘naming’ rules). The 'subject' should still be relatively short (no more than 45 characters), but can, in fact, be of any length. As with all aspects of Pathagoras, don't spend too much time worrying about the subject. Changing it, if you find the need, is a very simple process.

The automatic markup tool does away with the necessity of manually placing the begin and end markers at the top and bottom of the clause being marked, and of having to be concerned with the proper pre-disassembly 'structure' of the clause. However, some users will find that once the first (or first several) clause(s) are marked, it is easier and perhaps faster to complete the remainder of the marking process manually. Remember that all Pathagoras functions are 'plain text' based.

If you want to finish marking the document for disassembly by hand, consider this:

•	Highlight and copy the the introductory section of a properly marked up clause.

•	Paste what you have copied at the beginning of each section of the document that you want to become a new clause.

•	Make appropriate modifications of the name and subject sections.

•	Copy the closing marker from a properly marked up clause and paste it at the end of each section of the document that you want to become a new clause.

•	Save the document. (Remember, we recommend including the word "Master" as part of the name.)

•	Run the Bulk Add routine against this marked up master. (To access Bulk Add, click the "Clause Creation Tools" in the Pathagoras dropdown features list and selelct the Bulk Add tab. Follow the instructions.)

All that Bulk Add requires in order to perform its disassembly function is the presence of unique markers at the beginning and the end of each clause, along with a name and subject. Being plain text, the markers can be added manually quite easily. Many users prefer to forego the Term Works! route and hand-mark each clause.

For a document to be 'properly marked,' the name of the clause must begin immediately after the ‘begin’ mark and must end with a forward slash (‘/’). The subject of the clause must begin immediately after the slash following the name, and must also be closed by a forward slash (‘/’). The 'end mark,' of course, must be placed at the end of the desired clause. (Term Works!, discussed above, does this for you automatically.)

The structure of a properly marked clause is:<&(Name of clause)/(Subject of clause)/(Body Text of clause)&> (Colors for emphasis and illustration purposes only. Absolutely not required.)

<&Preamble/Opening Paragraph/This Contract dated [Date of Contract] is made between [Buyer Name] and [Seller Name].&>

After neutering the document, and marking up the various clauses the prepared document should look like this:

NOTE: To reiterate, the color coding in the above examples is for emphasis only. It is not required for preparation of your master document. (If you use Term Works! to help mark out your clauses, it will color code the entries, but its purpose is only to make the markup more visible to you. If you manually markup all or any part of your base document, do not spend any time worrying about the coloring. It is unimportant.)

After following one of the two above steps to prepare a document for disassembly, you now want to actually begin the disassembly process. Here are the steps:

Next, select whether you want the new book to be a folder or a glossary, and follow the prompts to name the new book.

When Bulk-Add finishes disassembling your document, Pathagoras will ask you if you want it to automatically attach the newly created glossary or folder as a book in the first available slot in the active Document Assembly library. You should typically say 'Yes,' but can defer this step. If you want to attach the book to another library, you will be given that option as well.

Test your new glossary by pressing the Document Assembly button. You will see your new book in the library. Double click on the option circle to display your new clauses onto the Clause Selection Screen. Select the clauses you want to assemble and press Next>>.