PATHAGORAS^™ Users' Guide, Part 5
Glossaries
Comments would be greatly appreciated to improve the usefulness of the text below and of the program.

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  Section B.
Standard ('Bookmarked') Glossaries
Adding, Modifying and Deleting Terms

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• A glossary is a simple Word document which contains the individual clauses of a document assembly system. Each clause within the glossary is denoted by Word 'bookmarks.' (A 'bookmarked' glossary is the most common type of glossary, and, unless the context suggests otherwise, will be the type of glossary that is meant whenever the term glossary is used in this Users' Guide and in the program. The other kind of glossary, a 'simple list' glossary, is discussed in Part 5c of this Guide.)
  

• A "clause" is the smallest component of a document (other than a single letter) that contributes significantly to the documents content. Typically, it is a sentence or a paragraph, but it can be (contrary to the dictionary definition) many paragraphs, many pages, pictures, charts, combinations of pictures and words, or a single letter . . . in other words, anything.
  

CREATING A GLOSSARY:

     While a glossary is a powerful tool that will be the core of most document assembly systems, the glossary itself is a remarkably simple thing.  At its heart, it is a plain Word document.  It is created, stored, edited, moved, copied, deleted, etc., just like any other document with which you are used to working. 

    What sets Pathagoras document assembly libraries apart from all other major document assembly programs on the market is the simple nature of its component parts. 

      Every document is a potential glossary. The only requirement for a document to be a glossary is that it must have the word 'glossary' somewhere in its name. (The case is not critical: it could be 'Glossary' or 'GLOSSARY' or 'glossary.') 

    Pathagoras provides a very easy method to create a bookmarked glossary.

1. Open a document which contains the text that you want to include in your new glossary.
   
2. Highlight the text of the first term you want to save.
3. Press <Alt-G>. The TermWorks! screen will appear.
   
   
   
   
   
4. Provide a name for the first term in the 'Term Name' box and a 'Subject' (a description of the clause) in the 'Description/Subject' box.  Please note the following 'rules:'

• The glossary term name must begin with a letter. The term name cannot contain spaces or non-alphabetic or numeric characters, with the exception of the "_" (underline) character, which is permissible.
• The 'subject' can be anything, but make sure that it is meaningful. It should be less than 50 characters. Consider using the prefix/suffix naming convention discussed in greater detail at this link.  Regardless, keep in mind that the names will be presented in the checksheet in alphabetical order.
  

6. Click the middle (<Other Glossary>) button. This will display the Glossary Functions screen.  Click the <Create Glossary and Add Term> button from that screen. Follow the prompts. The first prompt will ask you to provide a name for the glossary.  Any name is fine, so long as it contains the term 'glossary.'  Another prompt will ask where you want to save the glossary. Where the glossary resides is a document management, not Pathagoras, issue. Pathagoras will record and later find the location of your glossary no matter where it is stored. You can always move it later, so don't get too concerned that, when you are creating it, it might not initially be in its most ideal location.

7. That's it.
   

Special feature. Let's assume you are adding terms to an existing glossary to which you have associated a prefix.  As you name the new clause, Pathagoras will see the prefix and match it with the glossary. The first button (ordinarily the "Position 1 Glossary") will change to reflect that glossary To add the term to the associated glossary, click on the first button.  See below. The prefix is 'wil' and the associated glossary is Will Glossary. It's quite automatic. If you did not want to add the term to the prefix-associated glossary, click the middle button and select the desired glossary from the list.

HINT: The source of the clause that you want to insert into a glossary is never important. It can be from any existing document, from a document that you see on the Internet, or you can type it 'fresh.' 

Hint: Whenever you run across text (no matter its source) that you want to add to an existing glossary, just highlight it. If you are highlighting text in a Word document, press <Alt-G> and proceed as above. If the text is not in a Word document, copy and paste it into a Word screen. Highlight it and proceed as otherwise stated in this paragraph.

NOTE: If the clause you wish to insert will be a stand-alone paragraph in the ultimate document, be sure to pick up the carriage return on the line after the text ends. If when you are actually assembling documents you notice that the spacing isn't correct, go back to the glossary and add or delete the 'returns.' (As you are editing, be sure to turn 'on' the display of bookmarks to insure that you are editing within the bookmark brackets.)

NOTE: The text of your glossary term can contain anything. Plain text, highly formatted text, database fields, pictures, Instant Database fields. Anything.

HINT: Position #1 Glossary. You may have many glossaries and they may occupy several topically related profiles within your Document Assembly system. However, one of your glossaries will probably become your 'primary glossary' regardless of your document assembly objective. It will be the one which contains signature blocks, frequently used addresses, or other 'must have at my fingertips' clauses and terms.  This glossary should therefore be in every library.  It should also reside in the number one position in each of those libraries.  Why? Because if the term is not recognized by Pathagoras as a prefix/suffix named term, Pathagoras will look for the term by checking the glossary shelved in position #1.

HINT: A glossary can exist in several profiles.  Indeed, a certain glossaries should exist in all of your profiles, and others probably should exist in more than one. See the text above entitled "Position 1 Glossary."  . 

     There are many situations where you would want to provide a user a selection of slightly different versions of the same basic text from which to choose from the checkbox screen. (The subject of the paragraph is identical, but you need a clause addressing a family which has one child, one with two or more children, and one with no children). Instead of retyping and then individually adding the alternative terms using the techniques described above, it is easier (and therefore better) to 'duplicate' the term and editing the duplicate. Use Pathagoras' 'Duplicate Glossary Term' function.

 Steps:  Let's assume that you already have wil1004a (". . . I have [number of] children . . ."). Let's further assume that you want to add wil1004b (" . . . I have no children . . .") and wil1004c (". . .I have one child . . .") as alternative clauses in the system.

Place the cursor anywhere within the text of the original term you wish to duplicate. 'Right click'. From the pop-up menu that will appear (illustration below), choose "Dup Glossary Term." Follow the prompts and provide a unique name (see Hint below) and a subject for the new term. Once the term has been duplicated, edit it to fit the alternative situation. Duplicate and modify other terms as appropriate. As always, be mindful of the bookmarks. Be sure to save the glossary after making your changes. Your new clauses are now part of your document assembly system.  (Check it out by assembling a document.)

Figure: Right Click menu.

HINT: A 'unique name' doesn't mean vastly different; it can mean only slightly different.  Indeed, in my humble opinion, the closer the better. I prefer a 3-letter prefix and a 3 or 4-digit suffix to build my list of names. Each clause within a certain sub-category or topic may have close number groupings, but when a new subject is begun, I separate them, via the suffix, by 10 or 50 or a hundred numbers.  That way I have plenty of room to add more stuff.  See the discussion in Part 4 regarding the prefix/suffix naming convention.

     Renaming Terms:

1. a. Click on the DocAssembly button (third one from the left in the Pathagoras menu),
   b. Click once in the option circle next to the glossary you want to open.
   c.  Click on the "Open Glossary" option.
   d.  Press the <Next> button.
   
   
2. a. Click the <Glossary Functions> button from the Pathagoras drop-down menu.
   b.  Click the checkbox next to the glossary you want to open.
   c.  Click the <Open Glossary> button.
   

Part 5a discusses Glossaries in general.
Part 5c discusses Simple List glossaries in greater detail.
Part 5d  provides detailed guidance regarding the Glossary Functions screen.
Part 5e teaches how to "Bulk Add" clauses into a glossary.
Part 5f  Creating and maintaining a "General" glossary.