The attributes of the variable in the source document controls the look of the replacement text when it replaces the variable. So,

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.

   This feature that the replacement text inherits the formatting of the text it replaces allows the same variable (but with different emphasis attributes) to appear in different locations of the same source document. You only have to provide a single replacement value for 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.

emphasis1

emphasis2

   

   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

 

*This is a bit of an aberration. Because the first letter of the second and third words of the variable is capitalized, the more logical  replacement would be 'Navy Blue.'  Be aware of this behavior.

 

redarrowNote: 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'.redarrowleft

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.

Click to enlarge.

Advanced Array. Click 3rd button to replace text exactly as typed.
Don't worry if you cannot remember the "third checkbox." Simply hover the mouse over any box in the advanced array. A prompt will appear describing the function of the box.

Click here to read more about the Advanced Array.

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