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 PATHAGORAS™ Users' Guide, Part 5
 Glossaries  Section
F. "Bulk Add" The previous sections of Part 5 discussed definitions and general concept surrounding the use of Glossaries within PATHAGORAS. This section will provide detail on how to create a glossary, and add terms to it, using Pathagoras' "Bulk Add" methods. 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 in a MiniManual that can be viewed at this link:
Converting an entire document into a glossary or a folder via "Bulk Add". PATHAGORAS is proud of the fact that you use your own documents (formatted the way you like them, using the language you prefer) as the basis for your glossary system. If you have a particular document that you like and want its language to serve as the starting point of your book, you can break the document up into its component parts, and add each component to a book in a 'bulk' fashion. This takes some setup time, but that actually is a good thing. You don't have to commit your terms to your book until you have checked and double checked the names and subjects you want to assign to each of your clauses. When it is done, click <Go>. All of the terms will be added at one time, and in a matter of only seconds. Here are the specific steps: 1. Display the document which you would like to 'break up' to create the book of terms. If necessary, copy or move this document into the directory where you want the book to reside. (Pathagoras doesn't really care where anything is, but if the base 'Will' is in your 'client documents' documents folder, that is not the most logical location to store the Will glossary. Copy or move the document to a "WillClauses' folder.)
Certain paragraphs of your base document may not be number or gender neutral. There are four distinct ways to handle this:
b. You can substitute a gender/number word with a unique 'code' each time it appears. The GotForms? module is perfect for this because the 'code' can be a simple set of brackets or even an underline. Once the document is assembled, simply scan (press <Alt-S> for the brackets and underlines.
Don't go too
crazy
at this point about de-gendering and de-numbering. It is better to
start
with something, even though it may not be everything you want, and see
the
result than to spend hours trying to perfect the idea. Adding more
clauses
after the initial creation of the glossary is a piece of cake.
Plus,
one the glossary is created, Pathagoras provides a simple method for
duplicating and renaming glossary terms so that editing, refining and
maintaining the glossary is as easy as editing an ordinary document.
I use “<&” to mark the beginning of a clause and “&>” to mark the end. You can use any characters you want. Just be sure that the characters you select don't appear naturally in the document. Complete the '1st clause name' box and provide a 'description' or 'subject' for the clause where indicated. Press the <Mark> button. When press <Mark>, Pathagoras surrounds the highlighted text with the designated begin and end markers. It then names the clause and types in the subject provided by you between appropriate slash separators at the beginning of the clause. Pathagoras then highlights the next paragraph in the document. It proposes the next name based on the prefix and the increment you provided. All you need to do is provide the Description/Subject. Here are some additional specifics you must know, followed by an example. a. Name: Pathagoras suggests that the clause names follow a very simple “prefix/suffix” pattern (such as ‘will100', 'wil110', 'wil133', etc.). The reason for this will become more apparent when you begin to display your work onto the CheckBox Form or recalling them 'mouselessly' directly from the keyboard. If you decide you do not like your names, you can later rebuild the glossary with “better” names, but try it this way to begin with. See a fuller discussion of the 'Prefix/Suffix Naming Convention' in Part 4 (Document Assembly) of this Users' Guide.
For a document to be 'properly marked' for Bulk Add, the name of the clause must begin immediately after the ‘begin’ mark and must end with a forward slash (‘/’). The subject of the clause must begin immediately after the slash following the name, and must also be closed by a forward slash (‘/’). The 'end mark,' of course, must be placed at the end of the desired clause. Details
and an example:
After
neutering the document, and marking out the various clauses with begin
and end marks, and assigning names and subjects, the document being
prepared for "Bulk Add" might look like this. Using TermWorks!, the
marking can be done automatically. You can do it
manually by typing the begin and end marks at the appropriate places,
and adding the term name and subject at the beginning of each clause to
be added.:
NOTE: the color
coding seen above is for emphasis only. It is not required for
preparation of your
Bulk-Add master document. TermWorks! will, however, color code the entries so as to make it easier to distinguish the begin and end markings from the text to be added.
6. To Bulk-Add the document you have prepared, click the small "BulkAdd" now button at the right side of the TermWorks! Bulk-Add screen. Follow the prompts. 7. After the routine has gone through its paces. Pathagoras will ask you if it should automatically attach your newly created glossary as a book in the first available slot in the active Document Assembly library. You should. If you want to attach it to another library, you will be given that option as well.
And
don't forget to try out the <Alt-G> function against your newly
created
glossary. Type a glossary clause name at the left edge of an
editing
screen. Press <Alt-G>. After a brief search period, the term will
be
instantly inserted into your document. "Folder Add" method. Perhaps a folder already contains clauses that you have been using for document assembly. Or you have a few clauses within a folder that you wish to move into a glossary because of the know advantages of working with glossaries (power, speed, edibility and transportability) Pathagoras allows a simple way to add all or a portion of a folder of files into a glossary. It is very quick, and it is very simple. Here's how: 1. Choose the
"Convert Files to Glossary" option
from the 'Utilities/Settings' screen (found in the Pathagoras drop-down
menu
2. If your
clauses are already a book (as suggested in the first sentence,
maybe you
previously assigned a collection of documents in a folder to one of
your
document assembly books), choose option #1 when presented. If you wish
to create a new book/glossary 'from scratch', choose option #2. (With
option
#2, you can also choose whether to convert .doc, .dot, .txt, .rtf and
even .wpd
files into your new glossary. However, you can convert only one type of
file at
a time.)
3. Follow the
prompts to name the glossary and when the checkbox screen displays,
choose which of the files in the directory you wish to move into the
glossary.
NOTES: The name of the specific document/file that is currently being moved into the glossary will be proposed as the name of the glossary clause. However, all 'bookmark naming rules' (no spaces or non-alphabetic/numerical characters) are in effect during the transfer process. Therefore, if the name of the file does not meet the bookmark naming rules, you will be prompted for a proper name. (Even in this step, Pathagoras is very helpful. Pathagoras will automatically propose a better name for you.) Bulk add a Folder to Glossary Another program tool allows you to move the contents of an entire folder into a glossary. Let's assume that you had a folder of clauses that you regularly drew text from, and you know want to move the separate documents into a single glossary. Using this technique, you can quickly move vast quantities of text existing in separate files into a single glossary. Click the Glossary Tools button from the Pathagoras dropdown menu. Select the appropriate function. You will be provided choices including importing the entire folder, or just selected documents. You can import Word documents, text files, 'rtf' files or WordPerfect files. If you are converting Word documents into a glossary, the subject that you may have previously assigned to the document will automatically be carried forward as the subject for the new glossary term. If you never assigned a subject, then the full name of the document will become its subject. Because of naming conventions required for glossaries (the term name may contain only letters and numbers and no spaces, some name conversion may be required. Pathagoras will help where it can (e.g., putting underlines in place of spaces), but you may be called upon to make some decisions. Once the bulk add is complete, you should carefully review the content of the new glossary. Edit where appropriate, rename and duplicate clause where needed. Just be mindful of the bookmarks when editing, and stay within them. Any text outside of a bookmark is not included in any glossary call. Once you begin to use the glossary and appreciate its power, you will want to add new clauses, duplicate others, rename or reposition others. Pathagoras helps you at each step. See the beginning portions of this part of the Users' Guide for instruction on how to create and add clauses to a Glossary. Part
5a discusses Glossaries in general. View Part 2 of Users' Guide (PathSmart module) View Part 3 of Users' Guide (SaveSmart module). Return to Part 4 of Users' Guide (Document Assembly module). View Part 6 of Users' Guide (Database Linking module) Continue with Part 7 of Users' Guide (Other Features). |