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Appendix-1
Appendix to Manual and Mini-Manual
This Appendix comprises four parts.
I. This first, and longest, contains dozens of screen shots of the major and many of the more minor
features of the program. Each screen shot is heavily annotated, describing the function of almost every
button, box and icon on the screen. At the end is a complete listing of the various settings and switches
which will enable you to highly personalize Pathagoras for your use. Note the tremendous amount of
information and the large amount of activity packed into each screen. You may not use many of the functions on a regular basis, but it is nice to know that they are there when you need them.
II. The Absolute Beginners Guide will be of use to both the novice and the more experienced user.
Its laid back, humorous approach will take you through the steps necessary to create a simple document assembly system.
III. The Conceptual Illustration of Pathagoras’ Document Assembly System. A discussion of the concept and design behind Pathagoras' style of document assembly.
IV. Five Minutes to a ‘Perfect’ Form. Need we say more?
Table of Contents 1. PathSmart Screen .....................................................................................................................2
2. PathSmart Settings Screen.......................................................................................................4
3. SaveSmart Screen.....................................................................................................................6
4. Document Assembly Screens ...................................................................................................8
The Libraries & Books Screen 8
The Clause Selection Screen 9
The Document Assembly Settings Screen 10
5. Instant Database Screen (HotKey: <Alt-D>) .................................................................. 12
6. GotForms? (HotKey: <Alt-S>) .........................................................................................15
7. Drop Down Lists....................................................................................................................17
8. Paragraph Numbering Screens (HotKey: <Alt-N>)..........................................................18
9. The Pathagoras DropDown Menu .......................................................................................19
10. The Pathagoras Main Menu ................................................................................................. 20
11. The Utilities/Settings Screens ...............................................................................................20
12. Program Settings & Switches ...............................................................................................21
The Absolute Beginner's Guide.................................................................................................. ABG-1
Conceptual Illustration of Pathagoras’ Document Assembly System .........................................CI-1
Five Minutes to a 'Perfect' Form Document..............................................................................Five-1
Figure 1. The Pathagoras Toolbar
Document Assembly
Pathagoras ‘DropDown’ Menu PathSmart
SaveSmart
Appendix-2
1. PathSmart Screen
Figure 2 Initial PathSmart screen
Figure 3. PathSmart screen, SmartPath 7 selected
Radio button. Click to select
SmartPath
Current Profile. Click down arrow to display other
profiles.
Nickname Bar. Click to show
FileOpen display.
Radio button #7 was selected.
Selection shown here.
Files (if any) in selected path shown here. (Only
files matching Name and File filters are shown.)
You can filter for beginning letters
. . .
. . . and you can filter for
document type.
Click here to set the selected SmartPath as
the <Alt-G> ‘default path’.
Current (or default) DOS path shows
here.
Even your A:\ drive is instantly
available.
Change Settings here. (See Figure 7
below.)
‘Help’ is but one button away. Unmapped
folder indicated by “*********”.
Appendix-3
Figure 4. SmartPath 12 is a SuperSmartPath. Its first level of sub-folders is displayed at left.
Figure 5. ‘Sub-sub’ folder of SuperSmartPath selected and list of contents displayed.
Sub folders
Sub-sub folders
(optional)
Blue ‘*’ indicates SuperSmartPath
Contents of sub-folder
Sub folders
Sub-sub folders
(optional)
Contents of sub-folder
Click here to get to Settings, discussed
next.
Appendix-4
2. PathSmart Settings Screen
Figure 6. PathSmart Settings Screen, initial view
Figure 7. PathSmart Settings screen, unassigned SmartPath 8 selected, ready for 'mapping.'
Help Tabs. Lots of
information about setting up PathSmart can be found
here. Radio buttons
Full DOS paths shown for each
SmartPath
Set Profile ‘Options’
(see below)
Create a new Profile easily and quickly.
Delete an obsolete Profile.
Once a SmartPath has been selected, the means to map the SmartPath by Browsing or by
AutoSet are revealed.
Appendix-5
Figure 8. PathSmart Settings Screen (SuperSmartPaths)
Figure 9. PathSmart Settings Screen (Profile Options)
Check to convert SmartPath to
SuperSmartPath
SuperSmartPath tab, along with explanations.
Select ‘Options’ to personalize your Profile.
Print out the current profile. Tape it to your
computer so you can always see your SmartPath assignments.
These tabs explain
each option.
Appendix-6
3. SaveSmart Screen
Figure 10. The SaveSmart Screen (SmartPath 5 selected)
Figure 11. SaveSmart screen when underlying text selected.
Note: Full document name displayed here.
This is handy even when you are not
saving a document
Name of Document to be saved, preceded by
selected SmartPath #.
Save directly to SmartPath (as shown here).
Zero navigation.
Change format of document, if
desired.
If you pressed Word’s Save icon, here is
where the document would go.
Unlabelled, but this button will
open the folder of the underlying
document.
Available SmartPaths in current profile. Click to transfer to Name field.
Display Word’s SaveAs dialog so you can navigate
to other folder.
Current Profile. Click down arrow to display other
profiles.
Tell Pathagoras to suggest a document name including
current date & document type. Click black button to create
rules. (See Figure 13.)
One step 'Print & Save'.
Help is always just a click away.
A handy way to ‘stamp’ the document’s
name at the end.
When you have selected text in the document
before pressing SaveSmart, Pathagoras presumes that you want
to save the selected portion as a new
document. New screen elements are revealed.
You can confirm or reject that you intended to work
only with the selected text.
You can directly provide a subject to your new
document without having to open the
Files>>Properties dialog.
All other screen features remain intact.
One step Document Delete.
Appendix-7
Figure 12. SaveSmart Screen (SuperSmartPath)
Figure 13. Automatic Document Naming
Sub folder
Note: When working with SuperSmartPaths, the sub- or sub-sub- folder does not need to exist
before you can save to it. Pathagoras will create any necessary folder
‘on-the-fly.’ You just need to type a name in the appropriate box. Pathagoras does
the rest.
The SmartPath.
Document name
All other screen features remain
intact.
Sub-sub folder
(optional)
If automatic Document
Naming was selected, set the parameters here.
Provide key words for Pathagoras to look for to
determine document ‘type’ . . . (^p=Paragraph
preceded ‘Dear’)
. . . and then tell Pathagoras, if criteria
met, what phrase should be included in the document name.
. . . and tell Pathagoras where in the document
to look for those key words. . .
As always, lots of help to explain and to give
examples.
Appendix-8
4. Document Assembly Screens
The Libraries & Books Screen
Figure 14. Libraries & Books screen (initial view)
Figure 15. Libraries & Books screen ('Will' book selected)
‘Help’ Systems
List of books in current Library Dropdown list
of available libraries.
Top 3 choices designate how
the Clause selection screen
will display.
Lower section allows
designated action on selected book.
‘Book #2 (Will) selected. The icon here tells you whether the selected book is a glossary or a folder of terms. (This one is a glossary.)
Click to display the Settings
screen.
Click Next>> to implement
selections made at left.
Unless cleared, only clauses of the stated prefix
will display.
Appendix-9
The Clause Selection Screen
Figure 16. Clause Selection Screen. Available Clauses listed in left panel
Figure 17. Clause Selection screen, with 'More>>' options revealed.
This panel will hold receive the clauses from the left to be
assembled into the final document. You can arrange/rearrange the
selection in any order.
Double click (or click Add) to
move item from left to right.
All items in book listed in left panel.
Preview any item before selecting it to see if it is the one you want.
An ‘*’ indicates a SmartNote has been attached.
Click here to read the SmartNote.
Numerous options are
available, for showing or editing the
selected terms.
Click to create a ‘Clause-set,’ a
group of clauses representing a
‘standard’ document. No need select
individual clauses for standard documents
Once the glossary is
‘mature,’ create a Master Clause Table to speed
up the display of the Clause
Selection screen. You can also
'Delete' or 'Print' the Table.
Controls the action of the cursor after a
document assembly session.
Insert the name of each selected clause into the document next to the clause's text, but in hidden text. Useful in debugging and
proofing to locate the term containing a misspelling or other typo. Reveal the hidden text by
pressing Word's 'Show All’ button in the Word toolbar.
Insert only the terms name into the document, not the term itself. Useful
when building templates,
<<Options/al>> text blocks.
Book 'type' and prefix (if any) show in this
information box.
Rearrange the order of the
selected terms with these buttons.
Display in the left panel either the
clauses’ 'Names' or their 'Subjects.'
The 'other' attribute
will show in blue down here.
Open the book for editing (or just
for studying).
Quickly add a SmartNote to the highlighted term.
This 'T' indicates that the left panel
display was generated from a
Master Clause Table.
This 'T' indicates that the left panel display was
generated from a Master Clause Table.
Total clauses in selected book.
Appendix-10
The Document Assembly Settings Screen
Figure 18. Document Assembly Settings screen
Figure 19. Document Assembly Settings (Auto-IDB selections)
Tabs reveal various possible settings for each
book.
Templates tab allows user to
assign a specific template to
control ‘shape’ or initial content of
document.
Here you can assign a particular Instant Database mask to display when you press
<Alt-D> following a document
assembly session.
Click Browse or AutoSet to assign
or re-assign a glossary or folder
to the selected book.
Create a New Library or Delete the current one.
Open the selected
glossary or folder for editing.
Set Template with
<Get Template>.’
Appendix-11
Figure 20. Document Assembly Settings Screen. The Works!
You can clear the contents of a
‘shelf’ or switch the positions of
two books
Set whether Names or Subjects display
by default on Clause Selection
Screen. Set whether Assemble or Insert mode is
set by default. And more.
Assign a template to give shape to the document about to
be assembled. Pathagoras recalls
the named template just before inserting
the clauses.
If using the prefix/suffix naming
style, be sure to insert the prefix under this tab to
enable ‘mouseless’ recall of any term in
the book.
Under ‘Auto-IDB,’ you can assign a particular Instant
Database mask to display when you
press <Alt-D> following a
document assembly session.
Typically, a book is all .doc or all .dot or all .txt, etc., files. If you want the book to contain all files,
check the appropriate box under this tab.
Want Pathagoras to insert terms at a
place other that the top of the
document? Click here for information
as to ‘how to do that.’
The ‘Nickname’ of the various books in the current library
show here.
Here is the way that Windows looks at
the locations of your various books. If
you know DOS, you can manually
change the settings. But Browse is
probably better.
Appendix-12
5. Instant Database Screen (HotKey: <Alt-D>)
Figure 21. Instant Database Mask (initial view)
Figure 22. Instant Database Mask (filled with helpful completion hints)
Use Up and Down arrows to put mask
variables in the ‘best’ order. Or
insert/delete lines to help create the best
mask possible.
If document contains [bracketed variables],
click Scan to tell Pathagoras to find them.
Click Utilities to reveal buttons
allowing printing, exporting and
importing of masks.
Click here to recall a previously saved
mask.
Click here to recall a previously saved
personal data record.
These asterisks signal that this mask has two
pages of variables.
Change the ‘brackets’ that Pathagoras will
‘Scan’ for.
If the ‘replacement text’ is blank,
should the variable be removed or left
in place?
Help is always readily available.
*
*
*
*
Green asterisks between the columns indicate presence of the mask’s term in
underlying document. No need to complete
other fields.
Put variables listed in the mask into a dropdown list. Then point & click
variables into your document at will.
Keep cursor from landing in left column when
completing mask. ‘Off’ by default when mask is empty. ‘On’ by default
when mask is full. (See below.)
Multiple choice variables display as selectable dropdown
lists at the right. (‘Multiple choice’
variables are easy to create. Simply
separate the (up to 5) choices with slashes. )
Appendix-13
Figure 23. Results from a <Scan>. All variable displayed in the left column are plain text, [bracketed variables] in the underlying document.
Figure 24. IDB: Multiple Choice Options
You can select a single element from
a multiple choice variable by clicking
it from the drop down list. But if you want two or more, use the MultiSelect button and choose the desired items plus a separator.
IIf the variable text is wider than the field, just ‘hover’ and the entire variable will
display in a pop-up.
A multiple choice variable is created by putting slashes
between each choice. Anything can be a multiple choice variable,
including glossary terms.
If slashes are an integral part of a choice, put the whole choice in
quotes to tell Pathagoras not to
process them.
By double clicking on a variable at the
left, you can transfer its text
(sans the brackets) to the right. A great
way to handle optional text.
If you are not working from a mask, click the
<Scan> button to populate the IDB
screen with bracketed variables
that reside in the underlying document.
STEP #1
Appendix-14
Appendix-15
6. GotForms? (HotKey: <Alt-S>)
Figure 25. GotForms? Opening Screen
Figure 26. GotForms? showing single element variable.
Figure 27. GotForms? A ‘double click’ on the grey variable
places the variable text into Replacement Text area.
GotForms? is activated by
<Alt—S> Introduction
screen is showing.
If desired, change default ‘brackets.’
Then start the scan.
The ‘<Less’ button will hide the GotForms? screen. Move from
variable to variable by pressing the Tab key.
.
‘Ooopsies’ are not a problem Just
<Undo> the error.
The first bracketed variable is shown in the grey box at the top. You type the
replacement text here.
Skip the variable for now, or delete it
when it is really just ‘optional text.’
Use the variable to your advantage. If you
double click in the grey area, Pathagoras will insert the variable
text onto the replacement text line, minus the brackets. Great for optional or
introductory text.
Help is always readily available.
Replace the current, or replace every, instance of the
variable in the current document or form.
Need more than the variable name to
complete the variable. Show the surrounding text. (See Figure 29
below.)
Detecting Underlines is optional.
You can control the length of the underline
that represents a variable.
Appendix-16
Figure 28. GotForms? showing multiple choice variable and choice buttons
Figure 29. GotForms? with 'Show Context' requested.
This is the ‘surrounding’ text
from the document being worked on.
The currently active variable (shown at the top in grey) is set out below ‘in
context’ (between the *asterisks*).
Multiple choice variables in a
document are easily created by simply adding slashes
between words. When GotForms? is run, they show like this
(with a reminder of the choices in the title.
Pathagoras converts the options to easy to select ‘push buttons.’ Just click your choice.
You may also type your answer in the “Replacement text’
box (useful when your answer is not one of the listed choices).
Appendix-17
7. Drop Down Lists
Figure 30. Dropdown list of documents. "Letter to Mom" selected.
Figure 31. Dropdown list; 'bottom of list' options showing.
Note various options found at foot of dropdown list. They range from opening the list source for editing to changing the width of the list to replacing or refreshing
(updating) the list.
Appendix-18
8. Paragraph Numbering Screens (HotKey: <Alt-N>)
Figure 32. Pathagoras’ Plain Vanilla Numbering Toolbar, before selections
Figure 33. Numbering Toolbar. Drop down the various lists to select formatting preferences.
Figure 34. All selection except outline 'Level' have been made.
Appendix-19
9. The Pathagoras DropDown Menu
Figure 35. The Pathagoras DropDown Menu
The Pathagoras dropdown menu
provides you with quick access to all of
Pathagoras functions. Click on any item to
perform the function, or just to learn more about
the feature.
When a keyboard shortcut is available, Pathagoras will
remind you.
Take a highly interactive tour to learn the basic and some advanced features.
Important or time saving elements found in other
menus also available here.
This link takes you to our website for even more
interactive training.
Have a question? Look here for help.
The MainMenu and the Utilities/Settings screen are discussed more fully in other sections of this
Appendix.
Discussed on next pages.
Discussed on next pages.
Appendix-20
10. The Pathagoras Main Menu
Figure 36. The Pathagoras Main Menu.
11. The Utilities/Settings Screens
Figure 37. The Utilities/Settings Screen
The Main Menu provides a first look and explanations of
Pathagoras major systems. While the
information is important (and you are encouraged to look behind each tab), it is unlikely that any but the most novice user will visit this menu with any
frequency. Most features are more readily
accessible via the dropdown list or the Pathagoras toolbar.
While editing a glossary, this is a
quick way to show the bookmarks.
One of Pathagoras' most powerful Help
Systems Hey, just do it..
The website announces the latest version of Pathagoras. Make sure you are up to date.
Check out the information behind
each tab.
This screen provides access to information as
to how Pathagoras is currently configured, and
allows you to make changes to those
settings.
While editing a glossary, this is a
quick way to show the bookmarks. Your current profile
and active library always show in this
section of the screen.
Check out the information behind
each tab.
Appendix-21
12. Program Settings & Switches Pathagoras offers a large variety of settings to allow you an infinitely configurable system. You
have the power to make Pathagoras the system you want it to be. Here are many of the settings
and their default values, and how you can locate each switch in the event you wish to modify it. Name Function Default
Setting Location of
Switch Document Assembly
Show Names / Show Subjects on default
Show Names: Displays the terms name (often times a short prefix/suffix style name) on the Clause Selection Screen Show Subjects: Displays the (frequently more descriptive) Subject that the user assigned to the term.
Show Subjects
Document Assembly
Return Cursor to Top
On: After document is assembled, cursor returns to the top of the document. Off: Cursor remains at end of last insertion.
On Doc Assembly> Settings>Misc.
Assemble vs. Insert as default
Assemble: When the Clause Selection screen displays, the Assemble option button is selected. Insert: When the Clause Selection screen displays, the Insert option button is selected.
Assemble Doc Assembly> Settings>Misc.
Return Cursor to Top
On: After document is assembled, cursor returns to the top of the document. Off: Cursor remains at end of last insertion.
On Doc Assembly> Settings>Misc.
Master Clause Table Reminder
On: When a glossary without an attached Master Clause Table is displayed, offers opportunity to create. Off: Never asks.
Off Doc Assembly> Settings> Misc
Template Pre-select a template upon which the assembled document will be based. Can be a ‘blank’ template (assigning document shape-margins, fonts, styles etc.) or a fully populated template containing text and ‘insertion points’ for additional text.
‘Normal’ template
Doc Assembly> Settings>
‘Template’ tab
‘Insert At’ point Set initial (automatic) insertion point for selected assembly text. Designate a page or a section at which clauses are to be inserted. Allows user to create templates containing introductory text or graphics. Text selected for assembly can be inserted at designated position beneath pre-existing text or graphics.
Top of document
Instructions for setting ‘Insert At’
point found at Doc Assembly>
Settings> ‘Insert At’ tab
Prefix Assign a filter showing (in the Clause Selection Screen) only terms in the book that begin with a designated prefix.
None Doc Assembly> Settings> ‘Prefix’ tab
Glossary Tools Show Glossary Editor when Glossary displayed
On: Auto show the Glossary Editor (overlay screen) when a glossary is opened from Document Assembly or Clause Selection screen.
On Doc Assembly> Settings> Misc
PathSmart Show Pop-up tips On: Shows usage hints on button or textbox when
you hover over it. Off: No hints displayed.
On PathSmart Settings
Show Files Automatically displays files onto PathSmart Off PathSmart
Appendix-22
screen when a SmartPath radio button is pressed. Settings Single Click to Open File
On: A click on the document name displayed in the drop down list will open the document. Off: A click on the document name selects the document name, but Instant Open must be pressed to actually open document.
On PathSmart Settings.
SaveSmart Print after Save Automatically displays Word’s Print Document
screen after you SmartSave a document Off SaveSmart
Stamp Name at Foot on Save
Automatically inserts the name of the document and its last edit date at the bottom of the document upon a SmartSave.
Off SaveSmart
Show Subject Displays a text box allowing the user a place to insert a ‘subject’ for a document about to be saved. (If subject exists, it is displayed and may be edited.)
Off SaveSmart
Auto document naming
On: On SmartSave, Pathagoras proposes a name for your document based on preset parameters Off: No name proposed on SmartSave.
Off SaveSmart
File|Save= SaveSmart
Tells system to activate the SaveSmart module when File|Save is invoked.
Off PathSmart Settings
Instant Database Brackets Assign any characters to be the ‘brackets’ looked
for by InstantDatabase scan. ‘[‘ and ‘]’ InstantDatabase
screen (Alt-D) Delete if blank On: If the replacement text for a variable is blank,
delete the variable (i.e., consider it optional text. Off: Leave the variable in place for completion in another session.
On InstantDatabase screen (Alt-D)
Auto Search Headers/Footers for variables
On: When scanning the document for variables or replacing variables in a document, Pathagoras will also look in non-‘main document’ locations. Off: Pathagoras will never look in non-main document locations for variables. Null: Pathagoras will ask if it should look in non-main document locations
Null Utilities/Settings> InstantDatabase
Auto-IDB Pre-select the Instant Database mask that should display when <Alt-D> pressed after assembly of document. (Setting is ‘per-book’) Empty: No value assigned. Manually select a mask or ‘scan’ document for [variables] to populate IDB mask.
Empty Doc Assembly> Settings>
AutoIDB tab
GotForms? Brackets Assign any characters to be the ‘brackets’ looked
for by GotForms?. ‘[‘ and ‘]’ GotForms?
(Alt-S) Find ‘Underlines’ On: Underscore characters (“_______”) should be
considered a variable during a GotForms? session. Off: Underscore characters not considered as variables.
On GotForms? (Alt-S)
Set length of underline to count as variable.
If ‘Find Underlines’ is ‘On,’ set the minimum and maximum number of consecutive underscore characters that represent variables.
5 to 20 GotForms? (Alt-S)
Standard vs. condensed GotForms?
More>>: Full GotForms? screen. All features visible, and movement from variable to variable is controlled by on-screen buttons or ‘Enter’.
More>> GotForms? (Alt-S)
Appendix-23
(Alt-S) screen <<Less: Screen reduced.; movement from variable to variable controlled by ‘Tab.’
Context visible On: GotForms? (Alt-S) displays the 50 characters preceding and following the variable to assist in variable completion. (Avoids having to move the GotForms? (Alt-S) screen to see context when purpose of variable --especially underscore variables – is not clear.)
Off GotForms? (Alt-S)
Number emphasis (bold, italics, and underline); pre- and post number spacing; style (simple, outline, and legal); and level (1 to 9).
Pathagoras allows the user to create a wide range of numbering styles for automatic paragraph numbering.
Simple numbers
‘Plain vanilla’ automatic paragraph
numbering (Alt-N)
General Settings Two-button Toolbar
On: Pathagoras toolbar will show document assembly icon and Pathagoras DDL only. Off: Full 4-button Pathagoras toolbar displays.
Off Utilities/Settings> Current Settings
HotKeys <Alt-G> (AutoInsert, AutoRecall, TermWorks, etc.) <Alt-D> Instant Database <Alt-S> GotForms? <Alt-N> Automatic Paragraph Numbering All Hotkey assignments above can be reassigned to avoid conflicts with other programs.
See at left Utilities/Settings>HotKeys
File Locations Set or move various components of the program (IDBs, profiles, libraries, Common Profiles path, etc.) to new location.
c:\program files/Path-agoras
Utilities/Settings> File Locations
ABG-1
Pathagoras™ The Absolute Beginner's Guide
A Step by Step Guide to
Your First Document Assembly System Pathagoras offers to the new user (and the experienced user who wants to take advantage of these very easy to use 'start-up' features), an array of automated setup routines -- create a profile, create a DropDown List and create an Instant Glossary -- that will quickly get you into the program. You can find these features in the Pathagoras MainMenu. Click the green button titled "New Users: Click Here."
There is no single 'right way' to do something in Pathagoras. As you become more
familiar with the program, you will find that there are multiple paths to the same end.
Many users have built wonderful systems following steps that are radically different from those proposed below.
But when asked "'What is the best way for me to get started?" the following
seems to be the best approach. It starts with having the user create a simple 'Pathagorized'
form, one with bracketed variables. The user then saves that form, along with other (real
or potential) office forms, in an appropriate 'office forms' folder. The user 'shelves' that
folder as a 'book' in the user's current library. The user then plays with that single form to
get a flavor for how the system works.
When ready, and having seen simple ‘document assembly in action,' the user can branch out into more extensive projects.
Step I: Neuter a document.
Open a document. Any document, but one that you could arguably say is, or will become, an office form.
1. If it doesn't already reside there, save the document you selected in step 1 above
into the folder that currently contains your collection of office forms. If such a
folder doesn't exist, then create one using the Windows/Word techniques with
which you are already familiar. Give the document an important sounding office
form name.
2. Peruse the document. Look at all of the places where currently 'personal' or
customer- or client-specific data presently exists. (It could be a name or an
address, a quantity or a color. Anything like that.) Our first goal is to turn all that
personal sounding stuff into neutral 'variables.' (This process is called neutering,
but it is nothing like what you might do to your dog. All you doing here is
creating place holders.) Here are the steps: At the beginning of each of those
'personal places' type a "[" (a bracket, no quotes, tho'). At the end of each 'personal place' type a "]" (again no quotes).
ABG-2
3. Replace the stuff in between the two facing brackets with generic sounding, not
'real people,' names. So, after completing the above steps, "Jonathan E. Doeberg"
might become "[Client Name]" and "4,342,654 widgets" might become "[quantity] [item ordered]".
Here is a form letter that we frequently mail to our customers. At the left is the ‘original’
copy and at the right, the neutered version:
Figure 2,784. Real Life Example of Neutered Document
Got something that is naturally a 'multiple-choice' item? How about "he or she" or
"widgets, fribbets and moglets." This will be a piece of fribbet! Place all of the
choices within the brackets; separate the individual choices by slashes. For example,
"[he/she/they]" and "[widgets/fribbets/strawberry cream moglets]". The multiple
choices can number up to 5. Multiple words are perfectly acceptable, so yes, you
could have "chocolate covered fribbets" as the second choice.
Step II: Save the document.
4. Save the changes to your document once you have completely neutered it, but
leave it on the screen. If it is not already there, copy or move the document to an
‘office forms’ folder or other appropriate folder that can serve as a ‘book’ from
which you would draw documents and clauses for a document assembly system.
September 3, 2005
Mr. John Purchaser
12223 Main Street
Anytown, Virginia 23692
Dear Mr. Purchaser:
Thank you for trying Pathagoras.
It only costs $349. Multiple licenses cost even less. It is
plain text and easy to use. It will save you an incredible
amount of time as you are building letters. You will save
money beginning immediately. Send that money to me.
Buy this program.
Support for the program is incredible. Pathagoras’ author
(me) actually listens to his customers. You need to buy this
program. NOW!
We apply no pressure in your decision making process. We
even let you try Pathagoras free for 90 days. Then, you need to
buy it. Buy Pathagoras. You are getting sleepy. Buy
Pathagoras.
Sincerely,
Roy Lasris
[Date]
[Title] [Name]
[Address]
[City], [State] [Zip]
Dear [Salutation]:
Thank you for trying Pathagoras.
It only costs $[Price]. Multiple licenses cost even less. It is plain text and easy to use. It will save you an incredible
amount of time as you are building [letters/contracts/offers/
pleadings/ransom notes]. You will save money beginning
immediately. Send that money to me. Buy this program.
Support for the program is [incredible/unbelievable/
fantastic/available]. Pathagoras’ author (me) actually listens
to his customers. You need to buy this program. NOW!
We apply no pressure in your decision making process. We
even let you try Pathagoras free for [90/180/365/ever] days.
Then, you need to buy it. Buy Pathagoras. You are getting
sleepy. Buy Pathagoras.
Sincerely,
Roy Lasris
ABG-3
(Don’t fret too much about this step. If you change you mind as to the file’s location, its location can be easily changed.)
Step III: Shelve the book.
Before closing the document, we should 'shelve' the book into the document
assembly library. That way it will be readily available for document assembly
purposes. Shelving a book is a very simple process. (For now, don't worry too
much about why the following works. Some explanations are provided below, but
actually we just want you to do what we say. When you see your work in real live action in just a few minutes, you will understand it better.) Do the following:
a. Click the document assembly icon (3rd from left in the Pathagoras menu). The
'Books & Libraries' screen will appear. This screen displays the current selection of books in the current library.
b. Click <Settings>
c. Select the option (radio) button next to (to the left of) a blank line.
d. Two buttons now appear on the screen at the bottom, toward the middle. One
says “Browse” the other says “AutoSet.” Since the document on the screen is
in the folder we want to designate as the book, click “AutoSet.” Follow the prompts to give the book a name.
Now you can close the document.
You have now Pathagorized your first document and placed it on a shelf in your
library. This makes that document, along with all other documents in that folder, available for document assembly. In the next step below, we are going to take advantage of that.
Step IV. ‘Assemble’ a new document.
1. Click the document assembly icon (3rd from left in the Pathagoras menu). The
‘Libraries & Books’ screen will appear. Select the option button next to the name of the book you assigned in step 4 above.
2. Click the Next>> button. The Clause Selection screen displays. It will show all of
the documents in your new book. (And remember, the book is simply the folder
which contains your form document). If there is more than one document, keep in
mind that could select every item showing and assemble them all into one brand-
new, great-big, document. But we don't want to do that just now.
3. Click on the form document you created above to select it. (Diversion: press the
<Preview> button. The first 1000 characters of the text of the form will appear in
a preview screen. So if you are not quite sure what a particular clause says or does, preview it. Close the preview screen.)
4. Select the "Assemble" radio button at the top right side of the screen and then
click the Next>> button next to that. A copy of the form will quickly be inserted
onto a new page. (You can tell it is a copy, and not the original document,
ABG-4
because it is called "Document 2" or "Document 5" or something like that. The
original document is safely tucked away in your folder. No more accidentally
overwriting original forms -- not that you have ever done that, but some other people have).
You have now 'assembled' a document. As a practical matter, however, you have only placed a copy of only one document onto your editing screen, but you are well on your way to understanding what document assembly is all about.
Imagine something along with us. Imagine that each of the documents that you saw displayed on the Clause Selection screen a second ago weren't complete documents, but rather were parts (and optional parts, and alternative clauses) of a potential document, perhaps a single clause of a contract or of a will, etc. Imagine that, instead of checking one item from the list of available documents, you had selected 15 of 50 that were available. And imagine that each of the separate mini-documents was properly 'neutered' following the techniques described in Part I above. You would then have 15 hand selected paragraphs which now make up a complete, highly individualized document which fits the specific customer’s needs.
We hope that you are able to see from just the little bit of work you have done thus far the beginnings of a real document assembly system.
Step V: Personalize the Document
Okay, the document you created is 'specific' and 'individualized' but it is not yet
'personalized.' Here is how to do that.
1. Press the <Alt-D> key combination. The Instant Database screen will appear. (If
for some reason <Alt-D> doesn't work, don't panic. Click the Pathagoras drop
down menu and select the Instant Database entry in the list.).
2. Note the two columns of the IDB form. The left side will contain the variables in
your document and the right side will contain the personal data that you want to
substitute for the variables. So how do you get the variables into the left
column? Just hand type them in. ONLY KIDDING! You can automatically feed
the [bracketed variables] into the IDB screen by clicking the <Scan> button at the
right (toward the bottom) of the IDB screen. Boom. WOW! Instantly, Pathagoras
finds all bracketed variables and inserts them into the left column of the form.
3. Your job now is to put 'real people' values in the right side. Press the tab button to
move from field to field. (No kidding here. Sorry! You really have to type the
person's name, address, etc. Pathagoras can do lots of things, but mind reading
isn't one of them.)
4. When you have finished placing 'client/customer specific' values in each box next
to a variable name, press the Next>> button. You will be asked "Do you want to
save this record for possible reuse?" Say "Yes" and, when prompted, give the
'record' a name--(maybe the last name of the real or fake person you are
completing this form for). (This is the 'Database' part of the system.) Immediately
and automatically after that, all of the variables in the document will instantly be
replaced with the personal values you provided.
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5. Now, let's try out the 'database' aspect to Pathagoras.
a) Repeat items 1-5 of Step IV above to assemble another document.
b) Press <Alt-D> just like you did in 1 immediately above, but instead of
<Scanning> for variables when the Instant Database mask appears, click the dropdown list at the right.
c) Click on the name of the record you saved in 7 above. See how the
database part works?
D:\Pathagoras\Quick Start Guide Appendix.doc (11/7/2005)
CI-1
Conceptual Illustration of Pathagoras’ Document Assembly System
A document assembly system is not just the engine that cobbles together
documents from disparate parts. A document assembly system also must include:
the means to create individual (“source”) causes from which documents can later be assembled;
the methods by which the various source clauses can be effectively recalled, displayed, selected and inserted into a final product;
the techniques and tools for creating ‘variables’ (place holders) at strategic places throughout the source clauses;
an efficient means to replace those variables with personal data after a document has been assembled; and
an efficient means to store and then recall assembled documents for later editing.
Pathagoras contains all of these components. This overview touches on all of these aspects of document assembly. If you have tried other document assembly programs, you will discover that Pathagoras works quite differently from what you have seen in the others.
With most other document assembly programs, you initially have to create a large ‘master’ document (sometimes called a ‘template’) which contains every possible textual variation which will lead to a final product. There is no ‘master document’ required by Pathagoras. And there is none of the coding that other programs demand. With Pathagoras, you build documents from the bottom up. You do so from a collection of individual clauses (your clauses, not a pre-fabricated or static set of terms). Numbers, gender and pronoun choices are all handled with plain text. Start with a small collection of clauses and build from there. The softwere offers immediate benefits in document production.
Please note that the illustrations and examples which follow are quite simplistic. They are intended to convey concepts, not instruction. The omitted details, possibilities and optional approached are explained within the program itself. Each module and overlay screen within Pathagoras contains many ‘help’ buttons, information screens and step-by-step instruction. The website (www.pathagoras.com) is also an excellent source of information on maximizing the benefits of Pathagoras.
CI-2
Libraries, Books & Clauses
Pathagoras Document Assembly follows a ‘Libraries – Books – Clauses’ metaphor. A ‘library’ is a collection of books. A ‘book’ is a collection of ‘clauses’.
A library can contain up to 10 books. Typically each book in a particular library will be on the same general topic. Pathagoras allows an unlimited number of libraries.
A ‘book’ is typically standard Windows folder of documents. Nothing more. It contains the various clauses needed to create (assemble) a document in its designated subject area. A clause can be anything – words, sentences, paragraphs, pages, pictures, charts, etc. A clause can even be a complete document (avoiding the ‘assembly’ part of document assembly). Clauses can represent sequential sections of a document. Clauses can also be alternative versions of the same topic, allowing the user to create practically infinite variety in document creation.
So where do clauses come from? Typically they come from your existing documents. Simply take a ‘favorite document’ and break it up into its separate components, saving the components as individual documents in a folder. Add alternative clauses as appropriate to add potential variety to documents you will later assemble.
Once the book is created, document assembly can occur. To assemble a document, you would typically call up a library, select the book and then choose the clauses. Other ways that Pathagoras provides to move text from a book into a new document are discussed on the next page.
*A book can also be a ‘glossary’ of terms all stored within a single document. Each term in a glossary is separated from the others by bookmarks, which allow for quick retrieval. Glossaries are powerful tools, but are a more advanced feature. They are discussed in separate manuals.
_ _ _ _ _ __ _____ _ _ _
__ __ _ __ _ _ ____ _ ___ ___ _ __ _ _ ___
_ _ _ __ _ _ __ _ _ _ ___ _ ___ ___ _ __ _ _ ___ _ __ _ _ _ _ _ _ _
_ _ _ _ _
___
_ _ _ __ __ _ __ _ _ ____ _ ___ ___ _ __ _ _ ___
_ _ _ __ _ _ __ _ _ _ ___ _ ___ ___ _ __ _ _ ___ _ __ _ _ _ _ _ _ _
_ _ _ _
_ _ _ __ __ _ __ _ _ ____ _ ___ ___ _ __ _ _ ___
_ _ _ __ _ _ __ _ _ _ ___ _ ___ ___ _ __ _ _ ___ _ __ _ _ _ _ _ _ _ _ __ _
_ _ _ _
_ _ _ __ __ _ __ _ _ ____ _ ___ ___ _ __ _ _ ___
_ _ _ __ _ _ __ _ _ _ ___ _ ___ ___ _ __ _ _ ___ _ __ _ _ _ _ _ _ _
Domestic Relations Library
Contracts Library
Estate Planning Library
Real Estate Clauses
Pour-over Will clauses
Trust (single, dynasty) clauses
Adoption clauses
CI-3
Document Assembly via Books & Clauses
Pathagoras assembles documents from ‘books’ of clauses. A book1 can comprise dozens or even hundred of clauses. Typically these clauses relate to a specific topic. For example, “Proposals”; “Wills”; “Real Estate”, etc. 2
During document assembly, selected clauses are merely (but automatically, and very quickly) copied from the selected book and pasted into your document under construction. Pathagoras provides a variety of user tools to accomplish this routine:
(1) Clause Selection Screen. This is the ‘standard’ assembly method. Pathagoras displays the clauses in the chosen book onto a list. Select just the relevant clauses for the particular client’s or customer’s need. Press “<Next>” and you have an instant and complete document, ready to personalize.
(2) Dropdown lists. Pathagoras can display onto a dropdown list all (or a selected portion) of the term names in a particular book. The lists are always open in your Word menu area. Up to 10 such lists can be created, making all of the terms in 10 different books immediately available. It is just ‘point-and-click’ after that. Best used for insertion of single clauses (you know—“that one last clause”).
(3) Manual insertion. Type the clause’s name onto the screen and press <Alt-G>. This method works when the clauses have been named using the prefix/suffix naming style. Assuming the prefix and the book have been properly paired, Pathagoras will find the clause in the paired book (indicated by the prefix) and instantly insert the clause into your document. Best used for insertion of single clauses.
(4) Clause sets. A clause set is simple a Word document created by Pathagoras that allows a user to instantly assemble a document from pre-chosen clauses. Clauses sets can be stored in any book, each referencing different ‘packages’ of clauses for different situations.
____ __ ___
__ __ __ ___ ____ __ _ ___ _______.
_ __ _ __ ___ _ ____ ___ ___ ____ ____ __.
____ __ _____ ____ ___ ___ __ __ ____. __
____ __ _____ ____ __ __ __ __. _____
__ __ __ __ __ __ ___.
_ ___ __ ___ _ ____ ___ ___ ____ ____ __. _ ____ __ ____ ____ _ __ __ ___ _____ ___ ___ ___ ____ _ __ _ __ ____ _ _ _
A collection of Will
Clauses, each with a
distinct name and subject. Will Clauses
Book
____ __ ___
__ ___ ____ __ _ ___ _______. ____ __ __ __ __ ___. ____ __ ___ ____ ___ ___ __. _ __ _ __ ___ ____ ___ ___ __. ________ _____
An assembled document from selected clauses
=
CI-4
(5) Optional text. These are sections of text built into a clause that will trigger an ‘include or exclude’ question for the user to answer. The question is presented at document assembly stage immediately after the document has been built. Optional text blocks are easily constructed. The user need only add the boundary markers ‘<<’ and ‘>> and the introductory word *Optional* (to make the entire block optional) or *Options* to allow the user to choose among a list of options, e.g., <<*Options*Next day delivery/3 day delivery/5 day delivery>>. Up to 5 options is possible within each set of <<*Options*>> brackets.
1A book can either be a glossary (all clauses in a single document) or a folder (clauses saved as individual documents in the same folder). The discussion is this section presumes the latter
2In addition to topical books mentioned above, one or more ‘general glossaries’ can be
created to hold non-subject specific data. For example, addresses, signature blocks, standard phrases (“To Whom It May Concern” or “Memo To:”), letterhead setups, etc., might be stored in a General Glossary.
CI-5
The ‘Anatomy’ of Clauses
Last Will & Testament
Of [Testator]
I, [Testator], a resident [Name of City/Count], State of [Name of State], declare this document to be my Last Will and Testament
I. I am married and have [number of children]. My [husband/wife]’s name is [Name of Spouse] and the names of my children are [Names of Children].
I. I am married and have one child. My [husband/wife]’s name is [Name of Spouse] and the name of my child is [Names of Children].
Pathagoras is a true ‘paragraph assembler.’1 It builds documents from ‘the ground up’ from clauses that are contained in ‘books.’ A book can contain dozens, even hundreds of clauses. Those above illustrate several important points about clauses and variables that are unique to Pathagoras:
(1) Note the simple and plain text nature of the clauses. As you will see when you use Pathagoras, ‘plain text’ doesn’t mean unformatted text. Your text can be as rich and colorful as you wish. Here, plain text simply means ‘no codes’ or hidden fields.
(2) Note also the plain text nature of the variables. Variables are simply words within [brackets]. Even ‘multiple choice’ variables are incredibly simple to create. In the above example, [husband/wife] is a multiple choice variable. The slash makes the variable multiple choice. Like other variables, a multiple choice variable is constructed with plain text characters.
(3) Note the ‘component nature’ of ‘paragraph assembly.’ Pathagoras encourages users to create a variety of clauses and store them individually in the designated book. (Note also that wil110b and wil110c are merely variations of wil110a. Number, gender, condition, etc. variations can be provided for simply by adding of appropriately worded optional clauses.
(4) Note the prefix/suffix naming style (optional) along with the more descriptive ‘Subject’. As you will see in actual use, this ‘prefix/suffix’ naming style adds tremendous power and flexibility. The prefix is stored in a separate table allowing the user an instant connection to the clauses folder. The numbers allow the user to predetermine the order that the clause will be presented in the clause selection screen.
(5) Note that the text is your text. It is not a pre-fabricated collection of clauses that you may not prefer to use (or pay money to update).
(6) A user can actually have a fully functional document assembly system with clauses as simple as those in the illustration. Start slow and small, and build from there. ----------- 1This differs from many other programs. Most start with a large master template which contains all possible clauses and variations. The unnecessary parts of the template are pared away in response to answers to questions posed to the end user.
I. I am married to [Name of Spouse] and have no children.
Name: wil100 Subject: Preamble
Name: wil110a Subject: Married w/children
Name: wil110b Subject: Married 1 child
Name: wil110c Subject: Married, no children
CI-6
Instant Glossary
Last Will & Testament
Of John Q. Pathagoras
I, John Q. Pathagoras, a resident Athens, State of Georgia, declare this document to be my Last Will and Testament. 1. I am married and have three children. My wife’s name is
Patty Pathagoras and the names of my children are Plato Pathagoras, Athena Pathagoras and Hercules Pathagoras.
2. I direct that my hereinafter named Personal Representative shall pay all of my just debts from my estate.
3. I leave all of my worldly belongings to my wife, but if she shall not survive me, I leave such belongings to my children, in equal shares.
4. I appoint my wife to be my Personal Representative. In witness whereof, I affix my signature.
__________________ John Pathagoras
(*)Last Will & Testament
Of [Testator]
(*)I, [Testator], a resident [Name of City], State of [Name of State], declare this document to be my Last Will and Testament. 1. (*)I am married to and have [number] children. My
[husband/wife]’s name is [Name of Spouse] and the names of my children are [Names of Children].
2. (*)I direct that my hereinafter named Personal Representative shall pay all of my just debts from my estate.
3. (*)I leave all of my worldly belongings to my [husband/wife], but if [he/she] shall not survive me, I leave such belongings to my children, in equal shares.
4. (*)I appoint my [husband/wife] to be my Personal Representative.
(*)In witness whereof, I affix my signature.
__________________ [Testator]
A ‘first step’ in building a document assembly system might be to select a favorite ‘base’ document and break it up into its component pieces. (This is repeated for all of your base documents until you have an entire system of libraries and books.) These pieces (and variations of each piece as may be needed to account for gender, number, condition, etc.) comprise the ‘books’ from which your documents can later be assembled.
Pathagoras provides easy to use tools by which to accomplish this document ‘disassembly.’ The example here illustrates how one might create a glossary using the ‘Instant Glossary’ tool. (Other book creation tools exist. They are discussed on the website.)
Markup #1: Mark where each new clause is to begin. Any marker will do. We have used “(*)” in the example shown above.
Markup #2: Change ‘real names’ and other personal references to variables. A variable is simply a place holder for personal information. It can be any word(s) of your selection. Enclose variables within brackets for maximum flexibility. Multiple choices within a variable are easy to create, and are noted by a slash between the choices (e.g., “[husband/wife]”). You may provide up to 5 choices within a variable. Note that all components of a variable are ‘plain text.’ No codes or fields or Smart Tags are ever required in Pathagoras.
Once done, select Pathagoras’ Instant Glossary tool from the Pathagoras menu. Instant Glossary It will determine the begin and end points of each clause (using your markers) and automatically create a fully functional glossary (collection of clauses). Complete instructions, of course, are provided within the IG module itself.
Original document Marked-up document
CI-7
Personalizing the Assembled Document (Replacing variables with personal values.)
Let’s imagine that the Will glossary (the beginnings of which was discussed in other sections) was finally created. Then, a document similar to that at the left was assembled. (Note that the sample assembled document at left is not simply a duplicate of the original illustrated in earlier sections of this pamphlet. Clauses were added to the glossary so that we could create, in this example, a Will for a couple that does not have children.)
After the document is assembled, the variables await replacement with personal information. Pathagoras provides two distinct methods to personalize docu-ments. The first is called “Got Forms?” When activated, Got Forms? will stop at each bracketed variable and ask for replacement text. Type the text in the space provided, and then click the <Replace> button. All identically named
variables will be replaced at the same time. Multiple choice variables (e.g., “[husband/wife]” can be completed by a click of a button generated on the Got Forms? screen. Got Forms? is activated with the key strokes <Alt-S>.
More powerful than Got Forms? (which is pretty powerful in its own right) is Pathagoras’ Instant Database module. Like Got Forms?, Instant Database will identify each bracketed variable and provide space to type the personal information. It will also replace all identically named variables at the same time. But instead of replacing one variable at a time (as does Got Forms?) Instant Database processes all variables at one time.
Further (and more importantly), Instant Database allows you to save the associated “variable-personal data” combination as a recallable data record. Once saved, you can recall the data record as often as you need. Use it to complete other documents you want to create for the client or customer which contain the same variables. For example, in an estate planning practice, not only can you quickly personalize the Will as above, but so can you personalize the Trust, the Living Will, the Power of Attorney, the Deeds, all cover letters and letters of instruction, etc. needed to create an entire estate plan.
You can maintain an unlimited number of data records, and readily share them among all networked users.
Last Will & Testament
Of [Testator]
I, [Testator], a resident [Name of City], State of [Name of State], declare this document to be my Last Will and Testament. 1 I am married to and have no children. My
[husband/wife]’s name is [Name of Spouse].
2 I direct that my hereinafter named Personal Representative shall pay all of my just debts from my estate.
3 I leave all of my worldly belongings to my [husband/wife], but if [he/she] shall not survive me, I leave such belongings to my [alternate beneficiaries], in equal shares.
4 I appoint my [husband/wife] to be my Personal Representative.
In witness whereof, I affix my signature.
__________________ [Testator]
Five-1
Five Minutes to a 'Perfect' Form Document Pathagoras' "plain text" foundation allows even the beginner to create a fully functional form document with very little effort and in very little time.
Here are the simple steps to create a form document.
It should take you less than 5 minutes from start to finish.
A. Create the Form 1. Call up a copy of any document that you wrote for a client or customer. (You
could use a letter or a perhaps a Will you just composed . . . anything).
2. Hint: work on a copy, not the original, so you can be fearless about your markups.
3. Put brackets around 5 or 6 separate 'personal items' in that document. For
example, "Mr. John Doe" appears in the address line, make the address line look
like this: [Mr.] [John Doe]. (If you want to be really adventurous, change the text within the brackets to something more variable-like, e.g., [Title] [Client Name].)
4. Save the document. It is now a form letter/document, ready for you to recall and
personalize.
B. Recall and then Personalize the Form for an actual client or customer. 1. Recall the document (or a copy of it) to the screen.
2. Press the key combination <Alt-D> (for 'database'). This calls up the InstantDatabase (IDB) screen.
3. At the lower right side of the IDB screen is a button called <Scan>. Press it.
4. The bracketed variables in your document now appear in the left column of the
IDB screen. Type personal data for a new client in the right column. Use your Tab
key to move from field to field.
5. Press the <Next> button. (Answer "No" the question "Do you want to create a
new Personal Data Record?" We'll save that for another lesson.) Pathagoras
quickly substitutes the variables (listed at the left) with the personal data (that you
typed in at the right).
THAT'S IT!
Once you have the hang of creating a form document, and realize how darned easy it
really can be, a whole slew of other questions typically follow. Here are some of them that
we have been asked. (Nothing other than a bald Yes/No answer is provided. Other screens
are better starting points for the full answers. We just want to assure you here that there is a
complete, well designed, easy to use system to support and augment what you just
accomplished.)
Can I save and reuse the data I input in B.4 above in other documents? (Yes)
Is there a way to quickly call up the form letter? (Yes)
Five-2
Is there a way to easily call up a copy of the form letter so I don't accidentally overwrite the original? (Yes)
Can I use markers other than brackets? (Yes)
Can I assemble multiple paragraphs (which have been separately marked up in the
above fashion) into one complete, much larger document? (Of course 'Yes." That's what Pathagoras is all about.)
If you have any other questions about what Pathagoras can do, we probably have already
thought of them, and the answer is probably "Yes". Here, we simply wanted to give you a
brief taste of how easy the program is to operate. Please do take the time to look at the other
pages in this Appendix and on the site. Skim the help systems that appear on every screen of
the program. Do view and experience the highly interactive video tutorials. There is a lot
more to this program than can possibly be covered in a 5 minute lesson, but hopefully you
will be convinced in this short span of time that further exploration will be worthwhile.
Note one other thing, please-- that it is all done with plain text! (No confusing fields, codes
and 'If . . ./Then . . ." formulas for you to write.)
