External Database Connections -- Direct
See this page for information on Indirect Database Connections (thru Pathagoras' Instant Database module)
Pathagoras can link to any datasource that Word can link to. Pathagoras does its linking to a datasource in a rather unique way -- it simply 'borrows' the link information contained in a single Word document to which you have previously connected to your datasource. In other words, once you create a single document which links to your datasource, Pathagoras uses that document to make all future connections. That document can be a blank document, or it can have text in it. That document serves simply as the portal into the database. Simply 'register' this document on the Database Settings screen (discussed below). This document is called the 'bridge' document.
Separately, you would have (or create) a glossary with a series of clauses. (It could also be a simple document with fields, but that won't highlight Pathagoras document assembly power.) Some or all of these clauses would contain fields which match up to the fields in your database.
This linking is done after the final document is created or brought to the screen. Here's the flow:
- Assemble the document from the glossary. The assembled document will have within it one, 10, 100 (you get the idea) fields which match up with the database, but the new document you just created doesn't yet link to the database.
- Press the "Search Database" button (from the Pathagoras drop down list--the one with the binoculars). You will be asked if you want to link the document to the database. Assuming that you do, choose which one from the list of registered documents (one of which will be the document you created in the previous paragraph).
- Pathagoras 'borrows' the link of that document and uses it to link the present document to that same database. It's really clever (pat self on back) and it really works. Sometimes it takes some trial and error before the concepts fully sink in.
- The database connection can be automatically made at the end of the document assembly process if the name of the 'bridge' document is placed in the 'templates' field in the Document Assembly 'Settings' page.
- Even if you are creating a new document and never intend to use Pathagoras features, you can link that document to a database, in the same fashion as discussed above. Just display the binoculars, choose one of up to five bridge documents and press "Go."
Very simple, very quick. No more of those complex "Mail Merge" steps.
| Definition: Data Source: Any file, document, spreadsheet, database or other electronic 'container' that houses data in an organized fashion can be a data source. 'Data' can be anything, but most commonly comprise names, addresses, sizes, titles, colors, genders, etc. A 'database' is a common type of data source. Access, Act, Alpha5, dbaseV, Paradox, and TimeMatters are but a few of the many off the shelf databases that are available. In addition to these sophisticated programs, Word can use a variety of other more mundane sources for obtaining data (a table in a Word file, a comma or tab delimited plain text file) and other not "database" sources which mimic databases, e.g., spreadsheet (Excel, Quattro Pro, etc.) Outlook and many others. |
Pathagorean theorem: Most other document assembly programs that allow database linkage do so in the reverse order from that of Pathagoras. They typically have you open their programs, select the client or customer for whom you want to create a document, and then you create the document for the particular client/customer.
With Pathagoras, you start in Word and stay in Word. You create the document (via document assembly, insertion of a template, whatever) and then, while still in Word, link to the database. One way is not necessarily better than another, except that if you select the wrong client or customer in other programs, you have to start over.
With Pathagoras, if you select the wrong client, just search for the right one. (Actually, when you think about it, Pathagoras' way is better), Everything will refresh to reflect the correct information. Further, if as you peruse the document you see that some personal information is out of date, simply activate the database, make the updates, return to the document and refresh the data by searching for the client again. You never have to recreate documents just because the data was wrong or out of date.
Summary: Three simple steps are all that are needed to establish a Pathagorized connection to your database (more detailed instructions are provided after this summary). 1. Create a document and link it to the database or other data source of your choosing. (Use Words 'Mail Merge' facility (Word 97-2000) or Letters and Mailings (WordXP) found under the Tools menu to create the link.) Leave this document in the active window. Alternatively, you can open up a document that you know is already linked to the desired database or other data source and continue with step 2.
2. Activate the Database Settings screen and click once in an option circle to the left of one of the five rows. Your selection of rows is not critical, but it should be a blank one if you are adding a new datasource. Click on an existing one if you want to override that entry. Click <AutoFill> and follow the prompt and provide the information requested. It is all quite automatic. The document you created (or opened) in step 1 above is examined for link information, which information is in turn stored by Pathagoras. In actuality this document becomes the "home base" for future database links, but you don't need to do any more work. Remember (or write down) the nickname you give to the database connection.
3. Insert the nickname of your data source to the 'templates' field on the appropriate line in the DocAssembly profile.