Typically, when you run the Instant Database and replace variables with personal text (i.e, [Client Name] with "John Doe", the variable is simply replaced and all remnants of the previous text are gone. (This is so with all Word search and replace exercises.) This is the fastest and most efficient way to get from draft to personalized document.

   However, there are times where you want to return to the document to make corrections. The classic method is to perform a standard Word search and replace routine on the document.  But there may be situations where the term you are seeking to correct occurs naturally in the document in places other than those which you wish to change. In such cases, you have to enable the one at a time replacement method, and that can be a bit 'clunky.'

   Beginning with Pathagoras version 2011, you can tell Pathagoras to embed the original variable names as a physical part of the the document. When this feature is enabled, you can correct misspellings or make other changes to the replaced text in (and only in) those locations you desire. To do so, simply recall the document and activate Instant Database. The embedded IDB record will be displayed. Note the changes you wish in one or more variables. When you press the Next button, all old values deriving from the original [variable] are updated in the document. The IDB record itself is updated and re-embedded.

   There is a bit of processing time added to the replacement process as the embedding takes place, but for short documents, it is hardly noticeable.

   To embed the variable names, activate the Instant Database screen and click the red  Power Tools  button (lower right  corner of screen). When the new section appears, check the 'Embed variable names w/in document' box.

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The Instant Database 'Power Tools' section. "Embed Variable Names" checked.
 
   A possible 'abuse' of this new feature (and only you can decide how you want to implement it) will let you recall an existing document which contains 'replaced text' (i.e., the IDB has been run agains the document), and change the values of all of the variables. (Here, we are not talking about typos or an address change, but an entire new customer/client/patient). You can also apply a completely new IDB record to the document. All fields will be appropriately replaced with an entirely new data set.

   I say 'possible abuse' because if there is one thing that I have worked hard to protect against is a user reusing existing personalized text as a base for creating new documents. (You know -- the way you used to create documents before Pathagoras.) When the form is used in this way, there is a real risk that the user will forget to change all the variables that need changing. An old value might be accidentally left in. So, just like with pre-Pathagoras life, the resulting Will might give property to someone other than the client's spouse because the user forgot the replace the 'original' [SpouseName] value with the 'real' value.) Not only is it embarassing, but it is a potential breach of confidence.
 
    Alas, I cannot write the routine to protect against everything, so if you choose to use it in this fashion, just beware.) It is our advise that you tell you end users to use this feature only to make slight changes from the original.