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 D.
'Glossary Functions' Screen

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The four tabs in the Glossary screen set out the primary options available to the user.  

Figure 17. Glossary Main menu.

<Open> Display on the editing screen any of the glossaries in the Document Assembly profile.  Just check the appropriate glossary name at the left and then click <Open>.

<Help>  Got questions about the screen. Click here for a printable mini-workbook on how glossaries work and how you can get them to work for you.

<Close> If a glossary is open in the underlying screen, you can close it with this button. (But remember--since a glossary is a simple word document, you can close it without having to display this screen. Just close it like you would any other document.)

<Search> A beefed up version of Words 'Find' routine.  Want to find a term within a glossary which contains a particular word or phrase? (Perhaps you saw text in a document that you want to edit but you don't know the name of the term.) Just <Search> for the text, and let Pathagoras identify the term in which it appears.  If the underlying document is the glossary in which you want to search, just press <Search>. If the term is in a glossary that is not the active document, click on the box next to the glossary before pressing <Search>. Pathagoras will open the glossary for you, and then perform the search.

<Edit> Visible when the underlying document is a glossary (and invisible when it is not.)  All of the glossary terms in the open glossary are listed in the drop down list just above the <Edit> button. Select the term from the drop down list, press <Edit> and Pathagoras with instantly take you to that term.

Figure 18, Glossary menu. <Add Terms> tab selected.

From the Add Terms tab (figure 18), the user can:


• <Add> a single glossary term to one or more existing glossaries. (An easier way to accomplish this same "Add term to glossary" routine is to press <Alt-G> after you have highlighted text the text you want to add to the glossary.  Complete the TermWorks screen. If you choose to add to 'Other Glossary' (other than the Position #1 Glossary) you will end up at this screen.
  

• <Create and Add>:  Press the <Create and Add> button if, instead of adding text to an existing glossary, you want to create a new glossary and add the highlighted text to the new glossary.
  

Click on the <Utilities> tab. The following screen shows:

Figure 19, Glossary menu. <Utilities> tab selected.

• <Attach>: Attach an existing glossary to the current Document Assembly profile. (The current Document Assembly profile is shown at  the top of the Available Glossaries column at the right.)  To change profiles, to make another set of subjects available, click the <Change Profile> button at the center/bottom of the screen.
  
• <Rename/Resize> Renaming a glossary term is a simple matter of locating the term (you can use the edit term function discussed above), placing the cursor within the term itself (not on the name or subject description, which appear above the term, but within the bookmarks which bracket the term. If you are not sure where the bookmark brackets begin and end, you can toggle their display using the . . .
  

• <Show/Hide Bookmarks> toggle button on the main page of the glossary.). Once there, activate the glossary menu, utility menu, <Rename>. Provide the new name and/or the subject when prompted.

• <Alphabetize>: As you add terms to a glossary (especially if you add them 'internally'), the terms may fall out of alphabetical order. Perhaps this is by design, but if not, and you want Pathagoras to rewrite the terms in the Glossary into alphabetical order, click on this button.

The Position #1 Glossary (The "General Glossary")     As you build your document assembly system, over time you likely will have several (perhaps many) glossaries from which you can build documents. However, you will find that you will also be collecting/creating a substantial number of  terms and clauses that are important to retain but which are not directly associated with a particular glossary. The address to the Clerk of the Court does not 'belong' to the Wills glossary more than it belongs to the Contracts glossary. So, you need a glossary that is more 'general' in nature, one that can contains those frequently used addresses, signature blocks, and other often called for 'boilerplate' or 'must have at my fingertips' clauses and terms. This describes what Pathagoras refers to as a 'general' glossary, and everybody needs one. The general glossary can be called anything, but we suggest you call it "General Glossary."  (Regardless of what name you choose, we will call the general glossary described above by that name.)     Because of its generic nature, and because it contains terms that you frequently need throughout the day, the General Glossary should be in every library. Further, it should reside in the number one position in each of those libraries.  Why—because Pathagoras will look for a term sought via an <Alt-G> call in the following order: (1) from the glossary that matches the prefix (if a prefix is detected by Pathagoras); if not found then (2) from the book sitting on the first shelf of the active library.     If you did not originally place the General Glossary on the first shelf, it is easy to place it there. Use the <Switch> button on the Document Assembly "Settings" screen to either switch the General Glossary with another glossary currently occupying that shelf, or to open up the slot for a 'direct shelving' of the glossary.

NOTE & HINTS

• If the glossary to which you want to add a term does not exist in the current profile, do the following. If you know the glossary exists in another profile, <Change Profile> to the profile which contains the glossary. If the glossary does not exist in any profile, attach it to the current or a selected profile. In any event, in order to add a term to the glossary in this fashion, it must show in the active document assembly profile.

• If the glossary to which you want to add the clause is the current document, click the "This Glossary" which appears at the bottom of the right column. The 'This Glossary' option appears only if the active document is a glossary.

• 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 multiple profiles. See the table above entitled "Position #1 Glossary."
  

• Just a reminder at this point. These steps are necessary only if you are adding clauses to a 'bookmarked glossary.'  Add clauses to a 'simple-list' glossary by just typing more lines. 
  

• If you fail to highlight text before you click <Add Term>, Pathagoras will presume that you want to add the text in the entire document as the glossary term. (Pathagoras will ask, nevertheless, just to make sure.)

• The right column of the screen displays the ‘Available Glossaries’ for the current document assembly profile. Click the <ChangeProfile> button to select and display another of your profiles. 

• Note that only source glossaries, and not source directories, appear in the Available Glossaries list. That the document assembly position s nevertheless occupied is noted by grayed out term '(used)'.