The 'Demo' Docs

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   To learn a new program such as Pathagoras, some folks prefer to jump right in, skipping the introductory materials and using their own forms. The first three sections of this Manual are for you. They will get you more quickly into Pathagoras than any other resource, and will leave you with a sense of how easy it will be to implement Pathagoras in your office using your forms.

   Others prefer a more ‘bird’s eye view’ approach. They want to get a sense of the feel, speed and general nature of the program from a bit of a distance. They are happy to explore the program using the demo models that ship with the trial version. This part of the manual is for you. We will show you document assembly and automation basics using our documents, and then you are free to begin experimenting with yours.

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   (1) Click the document assembly button. It is the third button from the left, depicting two documents merging into one. A screen called ‘Document Assembly (Libraries and Books)’ appears immediately after. It displays the current library (the name shows at the right in the drop down list) and the (up to 10) books that have been shelved in that library. (In this particular case, only 6 books have been assigned.)

libraries&books1

Figure 1.  The initial Document Assembly (Libraries & Books) screen

 

----------A Bit of Explanation----------

Definitions and Landmarks:

Let’s digress just a bit to get some vocabulary and other important concepts out of the way.

Pathagoras has adopted a ‘library’ and ‘books’ metaphor to describe the manner in which it organizes documents and forms.

A ‘library’ is the top-most level of the document assembly structure. A library is a collection of books, each book representing a container of clauses or forms you will be using to assemble documents. You can have an unlimited number of libraries. New libraries can be added by clicking the Settings button on the above screen.
A ‘book’ is a pointer. Each book points to a folder of documents, forms, and/or clauses that you intend to use to assemble documents. A book can be one of two types: a ‘folder’ or a ‘glossary.’
oA ‘folder’ is a standard, ordinary Windows folder containing Word documents. Your office forms on your computer are probably already organized in such a way that ‘Will’ documents and forms are in one folder, ‘Contract’ documents in another, ‘General office’ documents in another, etc. If so, you are already well on your way to a Pathagoras friendly system.
oA ‘glossary’ operates just like a folder in the way that it helps you to organize clauses and forms by topic. However, instead of each term residing inside of a separate document in the same folder, all terms reside in the same document – the glossary.  The individual terms in a glossary are separated from each other by ‘bookmarks.’ If you prefer glossaries over folders (there are a few benefits to using glossaries) Pathagoras can help you in the transition.
Help, definitions and other types of guidance can be found on this and every screen that Pathagoras displays. Just click any  you see.

 

-------------Back to the Lesson------------------

 

 (2) Select one of the books (it doesn't matter which one).

libraries&books2

Figure 2 The Document Assembly screen, with book # 2 selected

----------A Bit of Explanation----------

Concepts and Landmarks:

   You would typically click the Next>> button in lower right side of the screen at this point, but before doing so, we ask you to pause and look at the various options that are presented for your selection. The options appear in the center white box after you have selected a book:

“Show on Clause Selection Form:”

    Names or Subjects: You can display the terms on the clause selection screen by the ‘Name’ or by the ‘Subject’ assigned to each term.  The document Name is typically a short few words. The ‘Subject’ is much more descriptive. (If you study the ‘Will’ and ‘SubContract Clauses’ books, you will see that the clauses in those books use the more cryptic prefix/suffix pattern for names. More on this below and other writings.)

    Clause-sets are collections of selected clauses represented by a single name. When selected, a clause-set will generate a complete document. Clause-sets are great for standard contracts, simple Wills, etc. Instead of choosing the same 10 clauses for a standard, simple document, create a clause-set and select just one item.

   To the right of the ‘Name’ and ‘Subject’ radio buttons in the center panel, you will see a symbol like one of the following:

         

   These symbols visually depict the nature of the clauses in the selected book. Click on each of the various books, and you will see the symbols change as you work your way down.

A folder with the letters ‘.doc’ signifies that the book contains standard Word documents.

A folder with the letters ‘.dot’ indicates that the terms are stored in the folder as Word templates.

A folder with the letters ‘.txt’ indicates that the terms are stored as unformatted ASCII text files. (Pathagoras can assemble those too!)

A Glossary is denoted by the grey square box with the ‘G’ in the lower left side. ‘G’= glossary.

Administrative tools reside ‘below the line.’ These tools allow you to perform certain operations on a selected book

(1) You can create a checklist of all of the terms in the selected book.  Use the list just for a handy reference, or print it out as a check-list and ‘check off’ the desired terms for the new document.)

(2) You can open the folder or the glossary if you need to quickly access either for editing or other management purposes.

   If the book is a 'folder of documents,' you will be taken to the Windows folder that contains the terms. Everything in here should look familiar. These are ‘plain ol’ Word documents. Nothing more, nothing less.

When you select a folder of terms for a document assembly session, Pathagoras simply reads the names of the documents and presents them onto a selection screen where you can choose one, two, ten, all, etc. of them for your new document.
And if you were to add a new document into the folder, the next time you called up the Clause Selection Screen that new document would appear in the list.

   If the book is a ‘glossary,’ you will be inside the actual document itself. A glossary is a rather simple document. It contains all of the clauses in a single document. You can identify the various clauses because they follow the following pattern. You should first see a red line of text. The red text reflects the term’s ‘name’. Immediately beneath that is a blue line of text that reflects its ‘subject.’ Beneath those identifiers is the actual text of the term. While you may not be able to see them, each term is enclosed within ‘bookmarks’ that Word (and Pathagoras) uses to identify the begin and end points of the actual term. To make the bookmarks visible, you can click Pathagoras|Main Menu and click the [Show Bookmarks] button. Despite its structure, a glossary is still an ordinary Word document.

(3) You can create a DropDown List of the terms in the selected book. These are very handy, very powerful, always-on, always-active lists that reside at the top of your editing screen which allow you select any term or form by simply pointing and clicking. You can read more about these very powerful DropDown Lists by clicking this link: DropDown Lists.

-------------Back to the Lesson------------------

 

Okay. Tour over. Let’s move on. Click the Next>> button.

What displays next is the Clause Selection Screen (Figure 2). This screen lists all of the terms in the selected book in the left hand column. You can select the specific terms you need in order to assemble the ‘perfect’ document for your customer or client.

docassemdemo

Figure 3. Clause Selection Screen, Names displayed

If this is not the view you wanted (i.e., you want to select terms by the more descriptive subject, not the prefix/suffix-style name), click the ‘Subjects’ button at the right:

docassemdemo2

Figure 4. Clause Selection Screen, Subjects displayed

Ahh. Much better.  With the screen repainted and showing the subjects, you can now choose from among clauses with meaningful descriptors.

Note 1: You can cause the subjects to display ‘in the first place’ by clicking the Subjects option found on the initial Document Assembly screen, Figure 1.

Note 2: Despite their cryptic nature, the prefix/suffix style names of the various clauses can still be an important document assembly tool for you to consider. The names keep the clauses in the above list in a logical (alpha-numeric) order. And that style of name allows you to instantly recall a term simply by typing its name onto the editing screen and pressing a hot-button. Document Assembly with zero navigation! All of the benefits of the prefix/suffix naming style is beyond the scope of this booklet, but do not discount its usefulness.

 

   Select one, some or all of the clauses from the left side of the Clause Selection Screen and move them to the right. (Either double click on the item or by select the item and clicking the ‘Add’ button.) When you have selected the clauses you wish, click Next>>.

   The document containing the clauses you moved to the right hand side is quickly assembled. Now it is time to replace the variables (if there are any).

 

docassemdemo3

1. With the document on-screen, press the key combination <Alt-D> (for 'database'). This calls up the InstantDatabase (Instant Database) screen. (Figure 4)

  2. Scan for variables. Press the green Scan variable. The bracketed variables in your document will automatically appear in the left column of the Instant Database screen. In the right column, type meaningful ‘personal data’ for each variable as if you were creating an actual document for a client or customer.

  3. Press Next>>. Pathagoras replaces the document variables with the personal data.
(Say “No” to the question "Do you want to create a new Personal Data Record?" We'll save ‘databasing’ for another lesson.)

 

Now On Your Own

   Select different books and assemble a variety of documents from the clauses provided in the DocAssemDemo library. Replace variables and select from the optional text choices provided. Then peruse the source documents that make up the books. (Click the Open Folder or Open Glossary choices ‘below the line,’) Note how all of the source clauses are all plain text in nature. Note the simple “words in brackets” construction of simple variables. Note that multiple-choice variables are simply variables with slashes “/” between the choices. None are complex. None have codes or hidden fields.

   When you are ready to begin to work on your own system, read and perform the exercises in the sections at the front of this Beginner's Guide. With this Guide under your belt, you are well on your way to becoming a document assembly expert.

   There is still more to see and to do. Check out the remainder of the Help Manual for the details.