Variable Prompting

I-Deal Docs

document automation

for Microsoft Word

Variable Prompting

The Variable Prompting functions 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 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.

I-Deal Docs allows two distinct methods for accessing the answer an operator enters for each variable. You can use either:

Fully automated search and replace, for example, #1# or *1*. This technique is relatively slow when compared to the second method, but is typically the format documents are already in if no previous automation has been setup. It has the disadvantage that once variables have been prompted and the document generated, the #1# entries will have been replaced with actual text and therefore the values cannot be reprompted.

Standard Word Ref or DocVariable Fields. This technique is significantly faster than the above automated search and replace method, and offers many advantages, most notably:

	you can reprompt the answers, make changes, and the document will automatically update
	you can use them to include or discard text based upon answers. For example, a document could be worded based upon the gender of the recipient. Or you could insert either of two paragraphs based upon whether the vendor is using a solicitor or acting for themself
	the same variable can be output in different formats at different locations in the document. For example, a settlement amount could appear like "$18,600" at one location and like "eighteen thousand six hundred dollars" at another.

The User Guide that accompanies the software contains detailed information on using Word Ref and DocVariable Fields. They are also covered during training.

The Variable Prompting functions also allow:

	Computed variables. These are variables created using the value of data-entry answers as the basis of a calculation. For example, you could prompt for a variable called "settlement date" and have a second variable automatically created that is 14 days before the date the operator enters.
	Operator Notes. These allow you to setup instructional text that the operator can see when entering answers. There are 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 on the data-entry window.
	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 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.
	Insertion of employee details. Automatically inserts direct phone, fax, email, signing title, etc. from the simple selection of an employee.

	Prepare print version of a document. This allows you to generate a hardcopy version of a document for authors who don't work online. It makes the document easier to read by replacing each variable number with its plain text equivalent. For example, it could replace all #1# with the text "Borrower's Name".
	Automated extraction of details from external databases. For example, prompt for a client number and automatically pull in the mailing name and address from Open Practice®.
	Automated removal of unwanted text, graphics, Tables, etc. Based upon the answers entered, I-Deal Docs can remove items that are not required or relevant to the current document. For example, if you are prompting for "Is borrower an individual or a company?", you could remove either the company or the individuals signing block based upon what they choose.
	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 version is 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.

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