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The style of the variable as it appears in the source document controls the look of the replacement text when it replaces the variable. So,
| • | if the variable in the source document is ALL CAPS, the variable will be replaced by ALL CAPS characters, even if the operator types the replacement text in lower case letters. |
| • | if the variable in the source document is BOLD and ITALICIZED, when the variable is replaced, it will appear with BOLD and ITALICIZED characters. |
| • | The color or emphasis attributes of the variable in the document are always preserved, irrespective of the style of the replacement text. If the variable is blue, red, green, chartreuse or any other color, it will retain the assigned color. |
The above rule allows the same variable (but with different emphasis attributes) to appear in different locations of the same source document. You only have to provide a single replacement value for the variable. When the replacements are made, case, emphasis and color attributes are all preserved.
As frequently applies in legal documents, a variable might appear in ALL CAPS, Bold and italicized (“[NAME OF CLIENT]”) in one place in the document (such as the title) and Upper and Lower Case, and no emphasis (“[Name of Client]”) in another. Replacement text in the IDB screen should be typed in 'normal' style: "John Doe". When replacements are made, they will appear as “JOHN DOE“ in the first instance and “John Doe” in the second.
Here is an example of this replacement protocol in a 'Will'. We are replacing [Testator] with 'John Q. Pathagoras' and [City of Residence] with 'Hampton'. Note in particular the appearance of [TESTATOR] in the title lines and [Testator] in the body.
Bottom line: do not worry about capitalization, bold, italics or underlines as you are completing the IDB screen. Type text in a normal fashion. Typically you will type "Upper And Lower" case for names and titles, lower case for most everything else.
EXCEPTION: If you type the replacement text in the IDB screen as ALL CAPS, Pathagoras will presume that you mean it, and will replace the variable in all caps, irrespective of the case of the variable in the source.
Here are a few examples of how a variety of variables will be replaced with a variety of values:
Document Variable Replacement Text Result after Replacement
[Color of Paint] Navy Blue Navy Blue
[color of paint] Navy Blue Navy Blue
[Color Of Paint] Navy blue Navy blue*
[color of paint] Navy blue Navy blue
[COLOR OF PAINT] Navy blue NAVY BLUE
[Color Of Paint] navy blue Navy blue
[color of paint] navy blue navy blue
[COLOR OF PAINT] navy blue NAVY BLUE
[color of paint] NAVY BLUE NAVY BLUE
*This is a bit of an aberration. Because the first letter of the second word of the variable is capitalized, the more logical replacement would be 'Navy Blue.' Be aware of this behavior.
Note: If you use a !groupname! as part of the variable name, the above rules still pertain. You must, therefore,
make sure that the !groupname! reflects the case you want carried forward when the variable is replaced.
[!Client!he/she/it] will return 'He' or 'She' or 'It', but [!client!he/she/it] will return 'he' or 'she' or 'it'.
Forcing an exception: 'Exact Replacement'
In some documents, you don't want the sophisticated replacement protocol offered by Word to control. You want the replacement text to be identical to that typed in as the 'replacement text.' That is possible. To enable 'Exact Replacement,' click the 3rd element of the Advanced Array checkboxes just above the Next button.
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| Advanced Array. Click 3rd button to replace text exactly as typed. Don't worry if you cannot remember the "third checkbox." Simply hover the mouse over any box in the advanced array. A prompt will appear describing the function of the box. |