Variable Prompt Overview

If you have a set of base documents into which you insert relevant information (e.g. names, addresses, dates and amounts) for each matter you do, then I-Deal Docs will be of use. Law firms, accountancy firms and insurance organisations are typical users of I-Deal Docs. Basically, anyone generating repetitive documents can use I-Deal Docs to streamline their document assembly process.

The Variable Prompting functions of I-Deal Docs automate document assembly by dynamically building prompt screens containing a data-entry field for each variable in a document, and then making the answers entered by the operator available throughout the entire document. To allow this to happen, you first use a simple "variable definition" function to define the details for each variable. As a minimum, each variable must be given a name/number and a description. For example, you might setup variable 1 with a description of "Borrower's Name" and variable 2 as "Borrower's Address". There is no macro programming involved!

By default, all variables will be displayed on a single data-entry window. If you have many variables, or if you wish to create separate groupings of variables, you can easily break the data-entry into multiple windows. For example, in a conveyancing document you might have a borrower details window, a guarantor details window, and a settlement dates and amounts window. I-Deal Docs will automatically display Next and Back buttons if you setup multiple windows.

Once you have finished defining all of the variables you simply save the document in the same way you would save any other document or template - either into your Document Management System or directly onto your file server. All details relating to the definition of each variable are held as non-visible attributes inside the document or template. I-Deal Docs does not use external files to store details about the variables. Therefore, there is no requirement for it to be saved to anywhere in particular. It is now ready for use.

The Variable Prompting functions also allow:

Computed variables. These are variables that use the value of data-entry answers as the basis of a calculation. For example, you could prompt for both a "purchase amount" and a "deposit amount", and have it automatically create a variable for "balance owing"
Conditional disabling of data-entry. This allows for variables to be protected from data-entry if a given set of conditions is true. For example, if you prompt for "Is the borrower an individual or a company?", you could disable entry of an ACN if the operator selects "individual"
Conditional bypassing of data-entry windows. This allows for complete data-entry windows to be bypassed if a given set of conditions is true. For example, you could bypass the data-entry window for a third borrower if they didn't enter details for a second borrower
Automated removal of unwanted text, graphics, Tables, etc. Based upon the answers entered, I-Deal Docs can remove items and text that are not required or relevant to the current document. For example, if you are prompting for "Is the borrower an individual or a company?", you could remove either the company or the individual's signing block based upon what they choose
Operator Notes. These allow you to setup instructional text that the operator can see when entering answers. There is two sorts of operator notes - high level notes that are always visible, and detailed notes that are not displayed automatically but which can be accessed via a button beside the question on the data-entry window
Insertion of employee details. Automatically inserts direct phone, fax, email, signing title, etc. from the simple selection of an employee from a list of all of your employees
Automated extraction of details from external databases. For example, prompt for a client number and automatically pull in the mailing name and address from a Practice Management database
Automated inclusion of clause library items. Automatically pull in text, graphics, Tables, etc. from your clause library. The items pulled in can be based upon the answers entered. This ensures that the latest versions are used in the document
Automated duplication of document text for repeating sets of answers. For example, you could allow entry of an open-ended list of plaintiff and defendant details for a Court form. Or you could allow entry of an open-ended list of amounts and descriptions for an expenses report. After data-entry, I-Deal Docs can make your document "grow" to use all the answers entered.