While a book would typically represent the entire content of the folder or glossary to which it points, you can carve out a collection of the whole and make that collection a book.

   You must first create a book of the 'whole'. You will be using that as the starting point for creating your sub-sets.

   Further, sub-sets initially can be created only within the same library. So, make sure you have sufficient blank shelves in the current library to add the number of new books you desire.

1.Click 'Document Assembly' and select a book.

2.Click Next to display Clause Selection Screen.

3.Select a subset of clauses and move to right panel.

4.Click ‘More button on Clause Selection Screen’.

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5.Look for the checkbox just under the Clause Name Table button called ‘Use Selected Items.’ Check it and then click the Clause Name Table button to generate the list.

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6.You will be asked if you want to create a new book. Say ‘Yes’ and give the book a meaningful name reflecting its subset content.

7.Pathagoras will add the subset of clauses to the current Library. You will see it when you click the Document Assembly button.

8.This feature works with both folders of clauses and with glossaries. And once the subset has been generated, you can create a DropDown List of just those clauses. Click 'Document Assembly', select the 'book', and the select "Create DropDown List."

 

informationNote: A sub-set of clauses is not the same as a sub-folder. A sub-folder is a real folder that falls beneath a parent folder in the folder tree. A sub-set of clauses is a selected few of a larger collection. As with any book, if you change the content of a document or glossary term, the next time you call on that clause (whether in the 'whole' book or a member of a sub-set, the new content will show in an assembled document. You don't have to 'refresh' or 'recreate' anything.

   Some may ask: Instead of creating a subset, why don't I just create a new sub-folder and point my book there? A: Sometimes that is a better approach, but consider this most useful when you have 'standard' clauses (think signature blocks, introductory or closing text, and the like, that will be used in every subset or sub-folder. You could, of course, copy the common clauses into all folders/sub-folders that might use them, but if a change needs to be made in let's say the signature block, you would need to change that clause in every folder/sub-folder into which you copied it. Before deciding one way or the other, consider the 'overlap' of clauses. If there is little or no overlap, separate folders makes sense. If the overlap is significant, better to keep everything in the same folder and creating the subset.

informationIf you choose not to use subsets, but still need references to 'standard' text found in documents located elsewhere, consider using a 'shortcut' to that document. Read more at this link.

 

 

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