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Variable Prompt

If you use a set of base documents into which you insert relevant information (such as names, addresses, dates, and amounts) for each transaction, the I-Deal Docs Variable Prompt functions will be of benefit. Law firms, accountancy firms, and insurance organisations are typical users of I-Deal Docs; however, anyone who generates repetitive documents can use I-Deal Docs to streamline their document assembly process.

The Variable Prompting functions of I-Deal Docs present a sequence of interview-style questions for each variable in a document. To enable this, template administration personnel first use a simple variable definition function to define the details for each variable. At a minimum, each variable must be assigned a name or number and a description. For example, a variable might be named “1” with a description of “Borrower’s Name”, and another named “2” with a description of “Borrower’s Address”. No macro programming is involved!

By default, all variables are displayed on a single data-entry window. If you have a large number of variables or wish to create logical groupings, the data entry can easily be split across multiple windows. For example, a conveyancing document might include separate windows for vendor details, purchaser details, and settlement dates and amounts. When multiple windows are configured, I-Deal Docs automatically displays Next and Back buttons to guide users through the process.

The Variable Prompting functions also allow:

  • computed variables – variables that use the values of data-entry answers as the basis for calculations. For example, you could prompt for both a purchase amount and a deposit amount and have the system automatically calculate the balance owing

  • conditional disabling of data entry – allows variables to be protected from data entry when a defined set of conditions is met. For example, if you prompt for “Is the borrower an individual or a company?”, entry of an ACN can be disabled when the user selects “individual”

  • conditional bypassing of data-entry windows – allows entire data-entry windows to be skipped when a defined set of conditions is met. For example, you could bypass the data-entry window for a third borrower if details for a second borrower were not entered

  • automated removal of unwanted text, graphics, tables, etc – based on the answers entered, I-Deal Docs can remove document content that is not required or relevant. For example, if you are prompting for “Is the borrower an individual or a company?”, the system can remove either the company or the individual signing block based on the selection made

  • operator notes – allow you to set up instructional text that users can see while answering questions. There are two types of operator notes: high-level notes that are always visible, and detailed notes that are not displayed automatically but 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, and similar details by selecting an employee from a list of all employees

  • automated extraction of details from external databases – for example, prompting for a client number and automatically pulling the mailing name and address from a practice management database

  • automated inclusion of clause library items – automatically pulls in text, graphics, tables, and other items from your clause library. The items pulled in can be based on the answers entered, ensuring that the latest versions are always used in the document

  • automated duplication of document text for repeating sets of answers – for example, allowing entry of an open-ended list of plaintiff and defendant details for a court form, or an open-ended list of amounts and descriptions for an expenses report. After data entry, I-Deal Docs can make the document “grow” to incorporate all the answers entered.