Definitions & Concepts

Definitions:

Document Assembly:

'Document assembly' is the process by which an operator creates an entire document from a variety of component parts and then personalizes that document to meet the needs of the intended recipient.

Included within the scope of the term 'document assembly' are the means by which the source clauses are:

•

created

•	neutered, and

•	assembled.

Pathagoras has adopted a ‘library’ and ‘books’ metaphor to describe the manner in which it organizes documents and forms.

Library: A ‘library’ is the top-most level. It is a collection of up to 10 'books,' along with rules and settings that control the assembly process. You can create and save an unlimited number of libraries.

Book: A 'book' contains the 'source text' used for assembling documents. A book is actually just a pointer to the location where those clauses are stored. A book can be one of two types: a ‘folder’ or a ‘glossary.’

•	A ‘folder’ is a standard, ordinary Windows folder containing Word documents. This is the most common type of book. See separate topic called Folder of Terms for more additional information on creating and adding terms to folders.

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A ‘glossary’ is similar to a folder in that it contains source clauses and forms. However, instead of each term residing inside separate documents, all terms reside in the same document – the glossary. The individual terms in a glossary are separated from each other by ‘bookmarks.’ See the topic called Glossary for steps on how to create and add clauses to a glossary.

It is important to understand at this point that 'books' are pointers to locations, not the actual text found at those location, and that a 'library' is not some sort of 'super' folder which contains the actual text of its enclosed books.

Therefore, when we say that a library 'contains' books, we mean that a library contains the pointers to the various folders or glossaries reflected in the library. Indeed, a library is a simple 10 line text file that comprises your collection of 'book' pointers. When you add a book, you simply are adding a pointer to that text file. When you delete a book, you are deleting the pointer from the library text file, not the target folder to which it points. Similarly, when you delete a Library, you merely are deleting the collection of pointers, not any substantive text.

This should explain how a library can 'contain' books, yet those books can reflect so many disparate physical locations.

Clause: A ‘clause’ is the smallest component of text that you have designated for assembly. It can be anything – a single word, a phrase, a group of sentences, paragraphs, pages, pictures, charts, etc. A clause can even be a complete document.

•	Clauses typically represent the component parts of a larger document. It includes 'boilerplate language,' but also includes text and images that will reflect the personality and personal data of the intended recipient.

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A good 'book' will contain many alternative versions of the same topic. You should make a concerted effort to have a wide selection of clauses from which to build documents. The more variations, the more 'powerful' the system, and the better the final document can be. With an appropriate collection of clauses, strategically organized in appropriate books and libraries, you can create an infinite variety of documents to meet all of your clients' or customers' needs. When you encounter a new variation of an existing clause, Pathagoras makes it easy to add it you your book.

Variable: A 'variable' is a place holder for personal data. You should strategically place variables within your source clauses where you want that data to appear. Consequently, those variables will also appear in the first draft of any newly assembled document.

•	Pathagoras prides itself on its use of plain text variables. Plain text variables are easy to create and insert into the source text. They are easy for operators and data entry clerks to understand when the final product needs to be personalized. See Variables.

Source clause: A 'source' clause is the 'original' version of the clause. It is the actual text stored within the books discussed above.

Pathagoras stores source clauses in standard ".doc" or ".docx" (in Word2007) files for easiest editing. See '.doc' vs. '.dot'

'Pathagorizing' (more accurately: 'neutering') is the process of preparing a document for use within the Pathagoras document assembly system. The process includes removing / redacting matter data and unnecessary information from original text and designating variables and optional text. Power users can use additional functions of the program to trigger advanced features during the document assembly process.

•	The goal of 'Pathagorizing' is to make all clauses 'neutral' so that, after you bring it to the screen during a document assembly session, you can quickly and accurately personalize it for the specific client.

•	The more neutral the document, the lower the chances will be that you will have a noun, pronoun or verb that is inappropriate in the context, or that you will accidentally leave the name of an earlier client's spouse as the beneficiary of the current client's Will!

•	See separate section called Pathagorizing text for more information.

Document Management:

Document management deals with quick and efficient storage and retrieval of documents.

Pathagoras’ document management module is reflected in the PathSmart and SaveSmart modules. They shed the 'library/books’ metaphor used in the document assembly module, and adopt the terms 'Profiles’ and 'SmartPaths' to describe the groupings.

A ‘SmartPath’ is a pointer to a specific folder on your computer or network. Each SmartPath is assigned a number and a nickname. The program can access the SmartPath by 'clicking' on the desired SmartPath or, mouselessly, by typing the SmartPath number to the screen and pressing <Alt-G>. (The module is called PathSmart, but each pointer is called a SmartPath.) See separate topic called SmartPaths.

A ‘profile’ is a collection of up to 10 ‘SmartPaths.’ A profile groups the folders ('paths') that a particular user is likely to go for non-document assembly purposes. Since it reflects the usage pattern of a particular user, a profile is typically given the name of the current user or the name of an office section. See Also: Settings

A ‘SuperSmartPath’ is a regular SmartPath with one additional, but very powerful, feature. A SuperSmartPath allows you not only instant access to the folder to which it points, but to all sub-folders beneath it. See Also: SuperSmartPaths.

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