"I typed "John Doe", but Pathagoras replaced with "john doe"! What gives?
The attributes of the variable in the source document control the look of the replacement text when it replaces the variable. Chances are the variable in your document looks like this: [client name]. If you change it to [Client Name] or [CLIENT NAME], it will give you the expected results.
Here are the 'rules' (which, when you finish reading them, you will say, 'Wow, that's brilliant!"):
•if the variable in the source document is ALL CAPS, the variable will be replaced by ALL CAPS characters, even if the operator types the replacement text in lower case letters.
•if the variable in the source document is BOLD and ITALICIZED, when the variable is replaced, it will appear with BOLD and ITALICIZED characters.
•The color or emphasis attributes of the variable in the document are always preserved, irrespective of the style of the replacement text. If the variable is blue, red, green, chartreuse or any other color, it will retain the assigned color.
Simply put, the replacement text inherits the formatting of the text it replaces. This allows you to provide a single replacement value to replace essentially identical variables but with different 'looks' (i.e., different case and emphasis attributes). (Other programs require desired case and emphasis attributes to be built into the grey fields tied to the variable.)
As frequently applies in legal documents, a variable might appear in ALL CAPS, Bold and italicized (“[NAME OF CLIENT]”) in one place in the document (such as the title) and Upper and Lower Case, and no emphasis (“[Name of Client]”) in another.
There is a single exception to the above: If you type the replacement text in ALL CAPS, Pathagoras assumes that you mean it, and that you intend all replacements throughout the document to be in ALL CAPS. Therefore, when you type replacement text into the right column of the Instant Database screen, unless you want all caps, you should type the replacement text in regular upper and lower case style ('John Q. Doe', not 'JOHN Q. DOE').
Here is an example of this 'replacement protocol' in a 'Will'. We are replacing [Testator] with 'John Q. Pathagoras' and [City of Residence] with 'Hampton'. Note in particular the appearance of [TESTATOR] in the header lines and [Testator] in the body.
Bottom line: do not worry about capitalization, bold, italics or underlines as you are completing the IDB screen. Type text in a normal fashion. Typically you will type "Upper And Lower" case for names and titles, lower case for most everything else.
Here are a few examples of how a variety of variables will be replaced with a variety of values:
Document Variable Replacement Text Result after Replacement
[Color of Paint] Navy Blue Navy Blue
[color of paint] Navy Blue navy blue
[Color Of Paint] Navy blue Navy blue*
[color of paint] Navy blue navy blue
[COLOR OF PAINT] Navy blue NAVY BLUE
[Color Of Paint] navy blue Navy blue
[color of paint] navy blue navy blue
[COLOR OF PAINT] navy blue NAVY BLUE
[color of paint] NAVY BLUE NAVY BLUE
*These may appear to be a bit of an aberration. Because the first letter of the second and third words of the variable is capitalized, some might say the more logical replacement would be 'Navy Blue.' Be aware of this behavior. Of course, if the replacement text were 'Navy Blue', the expected result obtains.)
Note: If you use a !groupname! as part of the variable name, the above rules still pertain. You must, therefore,
make sure that the !groupname! reflects the case you want carried forward when the variable is replaced.
[!Client!he/she/it] will return 'He' or 'She' or 'It', but [!client!he/she/it] will return 'he' or 'she' or 'it'.
Forcing an exception: 'Exact Replacement'
In some documents, you don't want the sophisticated replacement protocol offered by Word to control. You want the replacement text to be identical to that typed in as the 'replacement text.' That is possible. To enable 'Exact Replacement,' click the 3rd element of the Advanced Array check-boxes just above the Next button.