 PATHAGORAS™ Users' Guide, Part 3
Comments would be greatly appreciated to
improve the usefulness of the text and the program.
SAVESMART
While the contents of this section of the Guide are still 'valid' and accurate, the information has been reorganized with more illustrations and step-by-step guidance combining the PathSmart and SaveSmart features in a single Manual. It can be viewed at this link:
Document Management.
PATHAGORAS'
SAVESMART
'save-by-number'
feature is the natural complement to PATHSMART's 'navigate-by-number' process. If you add the
one or two digit SmartPath number as a prefix to the name of the file
you want to save, you can instantly save the file to the directory that
the number represents. No matter how “distant” the path is from the
default path, SAVESMART
easily and quickly puts the document in the designated folder. If you have designated a
SmartPath as a SuperSmartPath, you can save the document
instantly the selected client or customer's sub-folder without having
to navigate to that sub-folder.
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Saving a
Document to a SmartPath: A 30-second tutorial
- Click the 'disk' icon to display the SaveSmart
screen.
- Click the line of the SmartPath into which the
file should be saved. (Note that the SmartPath number is
transferred into the Name box and the full name of the document,
including its path, shows at the bottom
of the screen.)
- Name or rename (of keep the same name of) the
document.
- Press <Save>. A copy of the document will
be placed in the SmartPath. (Exception: If the document is simply being
updated, a <Save> just saves the changes to the current version.)
Moving a
Document to a SmartPath: A 30-second tutorial
- Click the 'disk' icon to display the SaveSmart
screen.
- Click
the line of the SmartPath into which the file should be moved. (Note
that the SmartPath number is transferred into the Name box and the full
name of the document, including its path, shows at the bottom
of the screen.)
- Rename (of keep the same name of) the document.
- Press <Move>. The new document as shown
in #2 is created and the original document is deleted.
Deleting
a Document: A 10-second tutorial
- Click
the 'disk' icon to display the SaveSmart screen.
- Click
<Delete>.
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The
Details
General:
Hopefully by now you have assigned several SmartPaths using
the PATHSMART module and
have practiced displaying your various directories. The below
information presumes that you have either created a new document or
have opened an existing
document and now wish to save it, copy it, move it or delete it.
Press the SAVESMART icon
in the PATHAGORAS menu. The SAVESMART form will display
(see figure
5 below). All 12 SmartPath assignments are displayed in the list at the
right
side of the screen.
Look for the
cursor 'blinking' in the text box toward the top left hand side of the
form. This is the area into which you will type the name for the
document you wish to save.
- If the document is a newly
created document, the box will be blank. Otherwise, the text box will
contain the name of the existing document as the 'default' choice.
- The "full" name of the
document (including the full DOS path and the extension) is also shown
in the box at the
bottom of the screen.
If you do not
wish to rename the document or change its current location, just press <Save/Copy>
button. (See HINT immediately below as well). If you want to rename the
document, do so here, and then press <Save/Copy>.
If you want to copy or move the document to another directory, type in
(or double-click in, using the list at the right) the one or two digit
SmartPath designator representing the directory into which you want the
document saved. The number must be
followed by a colon. Change the
document's name, if desired. Press <Save/Copy> and
you are done! The document is where you want
it. No navigation necessary.
Note:
As you type the document name or path in the top ‘name box’ on the SAVESMART screen, the full
DOS name of the document to be saved is always shown in the text box at
the
bottom of the screen. It is continuously updated as you make
changes
or click in choices. This serves as a double check to make sure what
you
want to happen is actually going to happen.
HINT: If
you are neither creating, renaming nor relocating the current document
(i.e., you simply are editing an existing document, and just want to
save
your changes), you probably should just press Word's 'Save' icon (or
press
Ctrl-S, Word's built in shortcut for 'save'). PATHAGORAS was never intended to create more steps for
you. A simple <Save> of this kind takes fewer steps in Word than
in PATHAGORAS.
Example: Let's assume
you have adopted the directory assignments depicted in
Figure 3 of Part 2 of the PATHAGORAS
Users' Guide. This profile separates client documents into alphabetical
groupings. Let's further assume that you have created a new
document which you want to name "Kennison, Lease of Regal
Building." (Kennison is the client.) To
save the document to SmartPath 4, type “4:Kennison, Lease of Regal
Building” in the name box. Press <Save/Copy>. That is all
there is to it. (If you are not sure why path ‘4’ was chosen,
study Figure 5.) Saving to a SuperSmartPath is discussed
further below.
Figure 5 This is
the SaveSmart screen based on the alphabetical profile shown in Figure
3, Pathagoras Users' Guide, Part 1
SAVESMART Screen Tour
Depending upon
whether you are editing an existing
document or creating a new
one, the buttons on the SaveSmart screen show and act similarly, but
slightly
differently.
Existing Documents (i.e.,
the active document is a named document other than Document1,
Document2, etc.):
<Save/Copy>
- If you leave the ‘name box’
blank, <Save/Copy> will update the underlying document and
it will remain in its original folder.
- If you provide a new name
but no designator, <Save/Copy> will create a copy of the
document, using the new name
in the same path as the original. The
original document is preserved.
- If you provide a designator
but no name, the document will be saved with the same name in the path
that the PATHSMART
designator
represents. The original
document is preserved.
- If you provide a PATHSMART designator and a new
name, the document will be saved with the new name in the path which
the PATHSMART designator
represents. The original document is preserved.
Note:
the full DOS name of
the document to be saved is shown in the box at the bottom of the
screen. It is continuously updated as you make changes or choices.
If you
try to save a document by a name that already exists in the remote
folder,
you will be so advised. If you know you want to overwrite the
document of the same name, choose "Yes." If you know you want to
save to that directory, but don't want to overwrite the existing
document, choose "No." PATHAGORAS will
then display the selected directory. You can also cancel the
operation and return to the original document and rethink saving it.
<Move> --A move is a copying of the original to a new
location, and a deletion of the source from its original location. The
ability to move an open document does not exist in Word, Excel or
Windows. It is not uncommon that you will
be viewing a document that you know belongs somewhere else. Word makes
moving it difficult. SAVESMART
makes it simple. Just type in (or click in) on the
appropriate
SmartPath number. Rename the document if appropriate. Press <Move>.
- If you leave the ‘name
box’ blank, <Move> will simply update the underlying
document and it will remain in its original folder. (I.e., a move to no
place = a save.)
- If you provide a new name
but no SmartPath designator, <Move> will rename the document but
leave it
in
its original folder.
- If you provide a SmartPath
designator but no name, the document will be saved with the same name
in the new folder, and deleted from the original folder.
- If you provide a PATHSMART designator and a new
name, the document will be copied with the new name in the path which
the PATHSMART designator
represents. The original document will be deleted.
If you try to move a document
with a name that already exists in the 'move to' folder, you will be so
advised. If you want to overwrite the document of the same name,
choose "Yes." If you know you want to save to that directory, but
want to keep the document of the same name, choose "No," and the
directory you want to save in will be displayed. (This is not
what otherwise would happen in Word. This also is a PATHAGORAS exclusive). You can also cancel the
whole operation and be returned to the document in its original
location to rethink moving it.
New Documents
(Pathagoras believes a
document is 'new' if its name is "Document1,
Document2, etc.")
<Save/Copy>
- If you provide a PATHSMART designator and a new
name, the document will be saved with the new name in the path which
the PATHSMART designator
represents.
- If you leave the ‘name box’
blank, a standard windows 'SaveAs' screen will display to the default
"SaveAs" directory.
- If you provide a name but
no designator, <Save/Copy> will save the file to the last
designated "SaveAs" path shown at the bottom of the overlay window.
- If you provide a designator
but no name, a standard windows 'SaveAs' screen will display showing
the path that the PATHSMART
designator represents.
<Move>
-- The <Move> button is hidden. (You
cannot move a document that has never been saved.)
SuperSmartPaths:
If you are saving to a SmartPath that you have designated
as a SuperSmartPath, the screen will take on this look (note
the
display of the dropdown boxes on the document name line near the top):
Figure 5a This is
the SaveSmart screen with a requested save to SuperSmartPath 12. Note
the dropdown boxes.
To save to a selected SuperSmartPath, simply click
select the subfolder from the dropdown box into which the new document
will
be saved, select the appropriate subfolder, if any, and name the
document
in the third box. Press <Save/Copy> button to complete the save.
IMPORTANT, and very
'neat': If a folder for a new client / customer does not currently
exist,
simply type the new name in the first drop down box. If you want a
sub-sub-folder
created beneath the client's folder, type that in the second box (or,
if
not, leave it blank) and type the document name in the third box. THE
NEW
CLIENT'S / CUSTOMER'S FOLDER AND ANY SUB-FOLDER REQUESTED WILL BE
AUTOMATICALLY
CREATED FOR YOU. You do not have to create the folder ahead of
your
save.
Other
Buttons and Controls on the SaveSmart screen
<?>
--
Show 'Help.' Self-explanatory. The Help system is built
into
the SAVESMART screen.
Select
a tab that contains the topic you wish to view.
<Hints> -- A few
quick ideas to make using SAVESMART
easier to use.
<Delete> --
Deletes
the current document. A PATHAGORAS
exclusive. An "Are you sure" warning is issued before the
document is deleted. Note: The deleted document is removed
from the current path, but not from your computer. If the "Copy Deleted
Files to Recycle Bin" option in Settings is 'checked', you can
find the document in your Recycle Bin
("Trash" folder) from where you can restore it (if you mistakenly
deleted
it) or from where you can really, really delete it. (Note 2:
IMPORTANT
While the deleted document is moved to the "C:\Recycled" bin, it is not
made a part of the recycle system. Therefore, if you change your
mind
about the delete, you will not be able to automatically restore the
document
to its original location. Nor will you be permanently deleting
the
file when you empty the Recycled trash. These steps you will have
to do "by hand" (but SaveSmart can make this easier for you if you make
one of your paths in one of your profiles "C:\Recycled".)
<Reset> -- Wipes
out all previous entries you may have made to the SAVESMART screen and restores the default settings.
Drop-down list.
Want to save to a SmartPath which exists in a different profile?
Not a
problem. Simply press the down-arrow of the Drop-down list box and
select the profile you want. The currently selected profile also is
shown immediately above the path list box.
<SaveAs>/<MoveAs>
-- Displays the standard Window's SaveAs screen of the target
directory. This is useful for saving a document to a path for which you
have not yet provided a PATHSMART
numeric designator. (If you type (or click-in) a numeric path
designator in the Name Document box, the SaveAs screen will open to the
directory represented by the numeric path designator, allowing you to
navigate to the ultimate
directory into which you want to place the document.) (Clicking
<MoveAs> will open the target directory and allow you to navigate
to another directory. When you have saved the document, Pathagoras will
then delete the original version.) Click here
for a further discussion of the use of <SaveAs> when personal
documents are stored in folders named for each individual client or
customer.
<PATHSMART> (the
runner icon) -- Activates the PATHSMART window.
HINT: If you hold down the
Shift button as you click on <Save> or <Move>,
PATHAGORAS will performs the
desired action and then it will close the document. This saves
you one more step if you know you are finished editing the current
document.
HINT:
You can save just a portion of a document as a new document,
and do so directly from an open document. A PATHAGORAS
exclusive. Word requires the user to highlight, copy, open
new
document, paste, name and save a new document to accomplish the same
end. With PATHAGORAS, it's simply highlight
& add: (1) Highlight the text; (2) Press SAVESMART. Provide a name and
location for the new document. This is a
simple,
yet very fast, way of breaking up a document into its component
parts. (SAVESMART assumes that you want to save highlighted text
as a
separate document. Just in case you accidentally highlighted
some text just before pressing SaveSmart, PATHAGORAS
will always ask
you if
sending the text into a new document was your intention.)
View Introduction (Part 1).
Return
to Part 2 of Users' Guide (PathSmart module)
Continue with Part 4 of Users' Guide (Document
Assembly module)
View Part 5 of Users' Guide (Glossary module)
View
Part 6 of Users' Guide (Database module)
View
Part 7of Users' Guide (Other Features)
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