Okay. This is a big one. In what manner, and where, should you store your content? Here we mean your ‘source’ documents and clauses, those from which future documents will be built.
Pathagoras calls the locations where source documents are stored “books.” Books (up to 10 at a time) are collected into libraries. A book can be either:
•a folder of documents (each document perhaps containing a single paragraph of text that is a building block to a final product) or
•a glossary (a single document that contains all of the building block clauses, each segregated from the other by bookmarks).
Pathagoras doesn’t care if a book is a 'folder of documents' or a 'glossary'. It handles both methods well and in essentially the same fashion. Any speed difference is generally negligible.
The choice is personal to the user.
That said, let’s go head-to-head.
Why use folders:
•They are easier to conceive and initially easier to work with.
•Everybody knows what a document in a folder is.
•What you have already on your computer is immediately available for assignment to a Document Assembly book. To assign a folder to a book, all you need to do is to navigate to the folder one time. After that, the book is set.
•To edit a clause in a folder, you simply have to locate the file, edit the text and then save the file. Done.
•Add more documents to the folder, and Pathagoras will automatically add that file to the Clause Selection Screen list the next time you begin document assembly. Little could be easier.
•Glossaries are a conceptual 'step-up' for the more advanced user. For newcomers to the program, we recommend use of folders.
Why use a glossary:
•Portability: Glossaries are more portable. Since all clauses are contained in a single document, if you want to transfer your entire 'book,' you simple copy one file.
•Editability: Glossaries are easier to edit. Since all clauses are contained in a single file, if you wanted to change, let’s say, a variable (or any other text) that appears in a glossary, you can perform a Find and Replace (Word function) and replace every instance of the old with the new text. (If each term is in a separate document, you would have to open every document to make the same type of change.)
Making the decision:
•So, with that explanation, which one should you choose. Well, it really doesn't matter. Use the one you think you will feel most comfortable with.
•It is easy to start with one and later move to the other. And if you decide to return to the original style, switch back with no problems.
•Our most important point here is 'don't worry about it.'
•Pathagoras contains the easy to use conversion tools to make this happen.
➢See this page to convert a glossary to a folder.
➢See this page to convert a folder to a glossary.