Clause Library

I-Deal Docs

document automation

for Microsoft Word

Clause Library

The Clause Library allows you to store and quickly insert text, graphics, Fields, Tables, and other items that you frequently use. Clause library items can be organised into categories, for example, Wills, District Court and Supreme Court.

Clause library items are stored in standard Word documents. This allows maximum flexibility because anything that can be entered into a document can be used as a clause library item. Categories of clauses are created by having more than one document. The name of the document becomes the name of the category. For example, you might have documents named Wills.doc, District Court.doc and Supreme Court.doc.

Each clause item is assigned a unique code. An operator inserts an item into a document by entering its code, then clicking the relevant Toolbar button. A search facility exists for when the code is unknown.

The Clause Library offers a number of advantages over Word's AutoText facility, most notably:

	Items may contain prompting information that will be presented to the operator as the clause is being inserted (see below)
	There is a search facility for when the clause code is unknown
	There is a small pop-up "helper" window for quick insertion of many clauses from the same category
	Reports can be generated showing details for each clause in a category
	Categories can be secured so that they can only be seen by employees in specific workgroups

They do not need to be stored in a globally loaded or current template.

Prompting for variables in Clause Library items

Clause library items can be setup to prompt for variable information as an operator is inserting the item into a document. Variable information points are marked in the clause with text of the format:

#idd <your prompt>#

The "#idd" at the start and the "#" at the end are required as they mark the start and end of the variable information. For example, a clause item might contain:

... entering into a recognisance in the sum of #idd Sum of# conditioned that the accused must be ...

As this item is being inserted into a document, the operator will be presented with a prompt screen asking for entry of "Sum of". The screen will look like:

Whatever the operator enters will replace the #idd …# text in the document. The default is to allow only a single line of text to be entered. You can allow multiple lines of text by entering the keyword MULTI immediately after the #idd. For example, a clause might contain:

... is subject to and conditional upon #idd multi Enter the conditions#. ...

As this item is being inserted into a document, the operator will be presented with the following prompt:

If a prompt can be answered by selecting a value from a list of choices, you can setup the clause using the keyword CHOICE immediately after the #idd. Follow this with a list of the choices, each separated by a vertical bar. For example, a clause might contain:

... to the Registrar of the #idd choice Court | District | Childrens# Court of Queensland at ...

As this item is being inserted into a document, the operator will be presented with the following prompt:

The DropDown ListBox will contain two entries - District and Childrens.

A clause library item may contain more than one prompt.

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