While the <Scan> feature on the InstantDatabase screen is quick and robust, Pathagoras encourages users to create and to save ‘masks’ which contains all potential document variables for the specific subject. Creating a mask is a one time operation. (However, masks can be easily edited and resaved.) Once done, a mask will dramatically speed up future document assembly routines. Among other things, a mask will assist the user by presenting the variables in a logical order, the mask can provide the user with guidance and to what is requested by the variable and, with just one switch set, the user can be automatically presented with the proper InstantDatabase mask after a document has been assembled.

    Here is more detail on why you should consider using a pre-defined mask:

• If you depend upon <Scan> to populate the InstantDatabase screen, you will not likely have all the necessary variables to represent the full client/customer. One particular document will require some information about a client, but the next document may require other information.By creating a mask, you can make sure that all potential variables for all types of related correspondence are contained in IDB mask when you display it. (The variables in the mask which also appear in the particular document are denoted by a green asterisk between the variable column (at left) and the personal data column (at right).
  
  
• Using a complete mask, you can provide personal information for all of the variables at the first sitting, While only some of the variables may exists in the first letter, contract, will, etc. you compose, you will always be ready for the next letter, offer, confirmation, order, etc. for that customer.
  
  

• In only the rarest of cases with a scan return the [bracketed variables] in the 'best' (i.e., most logical) order for completion. For most users, it is most logical to complete the client's 'personal' data first (name, address, phones) and then move on to the project or other order specific info. By creating a mask, you can order the information to be filled in on the mask in any way you wish (i.e., the way that matches written order forms, client intake sheets, etc.).

• You can 'define' the information the variable is requesting from the user.  In only the rarest of situations is the name of every field 'self-explanatory' to all potential users. E.g., what does the word "Date" mean to a user? Date of Letter? Date of offer? Date of Acceptance? And even if "[Date]" were converted into "[Date of Offer]," what does a "date" look like? Is it April 5, 2005, or perhaps it should be "5 April 05" "4/5/2005" (American style) or "5/4/05" (European style). Masks with 'style tips' populating the right column can make providing personal data more accurate.

• A specific (as opposed to a blank) mask can be automatically called after building a document from a specified book. The steps for linking a mask to a book are as follows:
  
  (1) Create a mask (and provide at least one variable for it). (Begin filling in the variables in the left hand column for your new mask using the <Scan> function. Use the Up and Down arrows at the right to move the variables into a more sensible order. Add more variables as appropriate.) Save the mask using the Save button at the left of the InstantDatabase screen (under the title "Masks." Give it an appropriate 'general name. Clear the IDB mask from the screen.
  
  (2) From a blank screen, click the Document Assembly icon. Click the <Settings> button.
  
  (3) Select the Auto-IDB tab. On the same line as the book that you want to associate with a mask, select the appropriate mask from the drop down the list. Save the Settings screen and close it.
  
  (4) The association is made. Now, after you assemble a document using that particular book, press <Alt-D>. Instead of a blank IDB screen being displayed, a IDB screen showing the associated mask will appear.