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I-Deal Docs


I-Deal Docs

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									I-Deal Docs
    document automation
       for Microsoft Word


I-Deal Docs is a powerful software tool to assist with automating document assembly in Microsoft Word. If
you have a set of base documents into which you insert relevant information for each matter you do (e.g.
names, addresses, dates, amounts), 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.

Using I-Deal Docs, you can transform any Word document or template into an automatic prompter. An
overview of the process is:

      your admin staff "mark up" a base/original document using the I-Deal Docs authoring tool. They then
      save the document just like they would any other document or template. The authoring tool is
      extremely easy to use. There is no macro programming involved!

      your operators generate a document by launching one of the marked up masters - they simply use
      your normal method of starting a new document. The I-Deal Docs wizard will then prompt them for
      answers via a series of automatically generated dialogue windows. They move forward and backward
      through these dialogue windows, entering their answers. The responses they make can determine
      what subsequent questions they are asked. For example, if they don't enter details for a second
      borrower, then don't prompt for details for a third

      based upon the answers, I-Deal Docs will complete the assembly of the document. It will put the
      answers in the correct locations, and in the correct format, throughout the entire document. It can
      include or discard text based upon specific answers

      the assembled document is presented in Word.

The key benefits of I-Deal Docs are:

      there is no costly VBA macro programming involved

      it is extremely easy to use. The documents and templates are fully setup by your word processing
      staff, without involving your IT department

      it will drastically reduce the time it takes to produce a document. Documents can be assembled in
      literally a fraction of the time it takes if your operators are using "search and replace" or cloning one
      they did earlier. This leads to significant direct cost savings

      no more scrolling through a document looking for variable markers

      no more manual editing or removing of text that doesn't apply to a particular matter. Based upon the
      answers entered, I-Deal Docs can include or discard text

      it will reduce the chances for error because operators are not manually removing unwanted text

      it will produce more consistent and professional looking documents because operators are not cloning
      from one they did earlier, which may well be out of date now. Using I-Deal Docs, it is quicker and
      easier to start from the master and let it do the formatting and optional text inclusion or removal

      no more knowing how to enter something, for example, what format to use for a date. Set it up so that
      know matter how the operator enters it, it always gets inserted in a particular way

      gender references and verb tenses can change automatically based upon answers. No more "missed"
      manual changes

      frequently used text, graphics, Tables, etc. can be stored in a clause library and accessed very quickly
      - no more cut and paste. They can be inserted into any document, not just automated ones. The
      clause library is much more powerful than Word's AutoText facility

      the answers entered in one document can be used in other "follow-on" documents, with no re-keying.
This significantly increases productivity and reduces errors

professional staff can now do their own documents. They don't need to know how to drive Word, they
just follow the wizard

new colleagues can access the documented intellectual knowledge of experienced staff via one-click
access to detailed instructional text about specific wizard questions

automated generation of an answer sheet. This allows authors to quickly verify the data-entry without
reading the whole document

automated generation of dictation sheets for authors. They don't need to view or scroll the document
to know what to dictate

all functions are accessed from within Word, via an I-Deal Docs Toolbar.
I-Deal Docs
   document automation
      for Microsoft Word


Using I-Deal Docs, you can transform any Word document or template into an automatic prompter. The
transformation process is simple:

      STEP 1: Mark all changeable text with "variables". This could be as simple as marking each with #1#
      or *1*, etc. For example, you might use #1# to mark each spot where a borrower's name is to be
      inserted, and #2# to mark their address. A more powerful and flexible method is to mark each with a
      Word Ref or DocVariable Field (these are covered in detailed during training). An overly simplified
      document might look like:

      STEP 2: Use a simple variable definition function within I-Deal Docs to specify the data-entry format
      for each variable. For example, you might define variable 1 as a single-line value with prompt text of
      "Borrower's Name", and variable 2 as a multi-line value with prompt text of "Borrower's Address". An
      example definition window for variable 1 is shown here:

      STEP 3: Save the document or template. 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 any of the variables. Therefore, there is no requirement for it to be saved to
      anywhere in particular. It is now ready for use.
Generating one of these documents is also simple. Just use your normal method of starting a new document.
Once you have the document open, click the "start prompt" button on the I-Deal Docs Toolbar (it can be
setup to automatically start the prompt). Using the details that were entered for each variable, I-Deal Docs
will build a prompt screen, or a series of them, depending on how it was setup. The following prompt might

You would enter your answers, then click the Upd Doc button. This will cause I-Deal Docs to update each
variable marker with the value you entered. This includes variable markers in headers, footers, text frames,

The major features of I-Deal Docs are:

      Variable Prompt to dynamically build a prompt screen with a data-entry field for each variable in a

      Print Variable Details to generate either an "answers" report or a "questionnaire/dictation" sheet

      Generate Related Documents to use the same answers to generate other "related" documents

      Keyboard Prompting for in-the-document, one-at-a-time entry of text that cannot be automated (e.g.
      entering a Table)

      Clause Library to store and quickly insert text, graphics, Fields, Tables, and other items that you
      frequently use

      Common Addresses to quickly insert commonly used addresses

      Employee Profiles to record details such as direct phone, mobile number and email address for each
      employee in your organisation. These details can be automatically "merged" into documents simply by
      selecting an employee from a list.
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

      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.
I-Deal Docs
    document automation
       for Microsoft Word

Print Variable Details

The same details used to build the data-entry prompt screens can also be used to generate reports. I-Deal
Docs includes functions to generate:

      An Answer Sheet. This generates a new Word document containing a two-column Table. The left
      column shows the variable names and descriptions. The right column shows the answer the operator
      entered for each variable. This could be filed with the matter or returned to the work author for
      verification. The report might look like:

      A Questionnaire or Dictation Sheet. This generates a new Word document with the same two-
      column Table layout as above, except that the right column is blank. This allows an entry for each
      variable to be handwritten, or for the report to be used as a dictation aid.

I-Deal Docs
    document automation
       for Microsoft Word

Generate Related Documents

The answer entered for each variable is automatically stored as a non-visible attribute of the document.
When you save the document, typically in a client matter directory or via a document management system,
the answers are therefore saved as well. If you first open the document containing the answers you can
generate other "related" documents using the same answers without re-keying. These related documents
must use a consistent variable naming scheme.

Related documents are useful in package situations. For example, you might have a set of documents all
related to Vendor Conveyancing or all related to Banking and Finance. In these situations, the same
variables will appear in many documents within the set. I-Deal Docs allows you to define a list of the
documents in a set and to generate subsequent documents simply by selecting entries from the list. This
significantly increases productivity and reduces error rates.
I-Deal Docs
    document automation
       for Microsoft Word

Keyboard Prompting

Not all variables can be automated using the Variable Prompt function. For example, you cannot enter a
Table or a numbered list in a data-entry field on a prompt screen. The Keyboard Prompting function of I-Deal
Docs allows you to set "stop" points in a document. During document assembly, the generation process will
automatically stop at each of these points and allow direct entry into the document. When ready, the operator
clicks a Continue button to resume the generation process.

For example, a document might contain the following text:
   7.4 My executors shall hold my estate on trust to divide it as follows:-
and at "(a)" the operator is required to enter a numbered list of details on how the estate is to be divided.

To set this up, you would enter the following in the base document:
   7.4 My executors shall hold my estate on trust to divide it as follows:-
          (a) #idd inplace Enter details for division of estate#
The "#idd" at the start and the "#" at the end are required as they mark the start and end of the keyboard
prompting information. The "inplace" is a keyword that marks this as an in-the-document keyboard prompt
(there are other keywords for different styles of prompting).

As this document is being assembled, the following prompt will be displayed:

The insertion point will be in the document, immediately after the "(a)" because that is where the "#idd" is.
The operator would enter the required details, then click the Continue button to move onto the next prompt.
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

       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.

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