Personalizing the Document: The Instant Database
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Personalizing the Document: The Instant Database |
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Personalizing the Document: The Instant Database |
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No document assembly system is complete without an efficient means by which it can identify The Instant Database and GotForms? modules provide these means. Instant Database is discussed in the below sections. GotForms? is discussed at the link. |
Definition: 'Variables' are place holders that await replacement with personal data before the final document is signed, mailed or otherwise fully processed.) See Variables.
After you have 'assembled' a document, it likely will not yet be 'final.' If your source text contained bracketed [variables], you will need to replace them with personalized values to meet the client's or customer's specific need. 'Personalizing' a document is simply replacing the [bracketed variables] placed in the source text with appropriate names, addresses, quantities, colors, etc. to reflect the objectives of the writer and the needs of the client/customer.
Pathagoras provides two tools to accomplish this task:
| • | The primary variable replacement tool is the ‘InstantDatabase’ (‘IDB’) module. IDB is the topic that will be discussed in the sub-parts to this section. The IDB screen is displayed by pressing the keyboard hotkey combination <Alt-D>. |
| • | A second variable replacement tool, called GotForms? in a separate section to this manual. It is activated by pressing the hotkey combination <Alt-S>. |
Instant Database and GotForms? use the same basic program modules. They are conceptually almost identical. Their main differences are these:
| • | The Instant Database module operates on all variables at one time. All variables within a document are presented on a single screen. You provide replacement text in the spaces provided. (This is the functional equivalent of transferring data from a client or customer 'intake sheet' and storing the data electronically.) |
| • | With Instant Database, you can save the pairings of variable-to-replacement values. These pairings can be readily reused with other documents. (This is the 'database' part of Instant Database.) |
| • | GotForms? is more narrowly focused. It operates on a single variable at a time. It is designed for rapid, one time replacement of only a few variables which may reside in a form or document when you do not choose to save the replacements for later reuse. |
| • | GotForms? allows you to complete variables represented by underscores ("_______"). Instant Database cannot. |
Click the 
button in the menu bar to read more about the Instant Database.
