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- D o c u D r a f t r - __________________________ Document Assembly System (The Electronic Forms Library) USERS' MANUAL for the PC-FORMS PROGRAM Copyright 1990 William W. Blackledge 3704 Edgewater Drive Oklahoma City, Oklahoma 73116 (405) 840-3563 *********************************** ** TABLE OF CONTENTS ** *********************************** Overview . . . . . . . . . . . . 1 Summary of PC-FORMS' Features . . 2 PC-FORMS Startup . . . . . . . . 6 PC-FORMS Master Menu . . . . . . 8 Text Menu . . . . . . . . . . . 10 Variable Input Screen . . . . . 11 Revised Text Screen . . . . . . 13 Output Modes . . . . . . . . . . 14 Variable Files . . . . . . . . . 15 Color and Value Billing Codes . 17 PC-LIBRARY Program . . . . . . . 19 *********************************** WordStar is a trademark of WordStar International Incorporated. WordPerfect is a trademark of WordPerfect Corporation. VDE Editor is copyrighted by Eric Meyer of Boulder, Colorado. PC-Write is a trademark of Quicksoft. FriendlyWriter is a trademark of Friendly Soft Inc. Copyright 1990 William W. Blackledge 3704 Edgewater Drive Oklahoma City, Oklahoma 73116 (405) 840-3563 OVERVIEW The DocuDraftr document assembly system consists of two programs, PC-FORMS and PC-LIBRARY, which automate the assembly of legal and business documents. They permit use of the user's choice of words in computer-prepared docu- ments. The PC-FORMS program, PCFM.EXE, lets the user select from a forms library furnished with the programs, or prepared by the user, text to be included in a particular document. If the selected text contains variable names, the user is prompted for language to be inserted in lieu of those names. After all variable prompts are answered the text is revised and displayed for acceptance or rejection. PC-FORMS eliminates repeated proof-reading of "boiler- plate" text. Variable information that does change is typed and proofed only once, even if used repeatedly in a document. The documents can be modified with a word processor for unusual situations. The programs may be linked to WordStar, WordPerfect, VDE, PC-Write, Friendly- Writer or other word processing programs. When linked, completed documents are automatically loaded by PC-FORMS into the user's word processor. As a document is prepared the program accumulates the revised text in a document file. It also accumulates, in 1 another file, the variable responses entered and a record of the text selections made. This file may be used to "proof" the completed document or as a record of its contents. The PC-LIBRARY program is a companion program to the DocuDraftr PC-FORMS program. It assists the user in creating and maintaining Forms Libraries for the system. There is a separate manual which explains the operation of that program. After sections of text have been entered into a set of library files, PC-LIBRARY will prompt the user to enter a prompt for each variable name included in that text for which no prompt exists in the library varia- ble file and will arrange the text headings in numerical and alphabetical sequence for the text selection indexes. The form library files (with suffixes of .VBL and .LEX) must be in the current working file directory. The pro- gram files (with the .EXE suffix) and the FMHELP.MSG file may be in the same directory or any other directory in- cluded in the DOS "PATH" command. If the PCFM.EXE program is run from the same directory as WordStar, WordPerfect (with its CONVERT.EXE program file), VDE, PC-Write or FriendlyWriter (with the FWCONV.EXE program) it will automatically link to the word processing program. 2 SUMMARY OF PC-FORMS' FEATURES PC-FORMS is started by entering the command "PCFM" at the DOS prompt. The opening screen displays a list of the forms libraries available in the current directory. The user is asked to enter a form name or, if help is desired, a question mark. Entering a question mark displays a description of the DocuDraftr programs and forms libraries. The user can scroll through this text using the up and down arrow keys and the <Page-Up>, <Page-Down>, <Home> and <End> keys. The <Escape> key is used to exit the help screen. After entering a form name, the user is prompted to enter a filename for the document to be assembled. This is a standard DOS filename of 8 or less characters, a dot, and a suffix of 3 or less characters, such as "JOHNSON.WIL". The filename may be preceded by a directory path such as "C:\MYDOCS\JOHNSON.WIL" if the user wants it to be stored in a specified directory. If the filename of a previous document is entered PC-FORMS informs the user that the file exists and asks whether to overwrite it or append to it. If neither option is se- lected the user may enter a new filename. A proof file is created for each document assembled using PC-FORMS. If there are any proof files for the form library selected by the user, the program asks the user if 3 he, or she, desires to load the responses from the proof file of a previous document. This feature makes it unnec- essary to re-enter responses for a series of documents for which variable responses will not change. If the user desires to load the variable responses from a proof file, the program displays a list of all previous proof files for the selected forms library and requests the entry of the one from which to load responses. When these preliminary entries are completed, the first of 4 menu screens used to assemble documents is displayed. These screens are: 1 - The MASTER MENU screen, 2 - The TEXT SELECTION screen, 3 - The VARIABLE INPUT screen, and 4 - The REVISED TEXT screen. There are 9 selections on the MASTER MENU screen which are selected by entering the corresponding numeral. 1. Text Menu (to Start or Continue a Document) 2. General Program Help (to Review the Help Screens) 3. Text Selection Indexes (to Find Text Selections) 4. Go to a Text Menu (to Skip to a Particular Menu) 5. Display Document (to View the Document Being Assembled) 6. Line Spacing Toggle = SINGLE (to Select Line Spacing) 7. Change from <formname> to Another Library 8. Quit - Start Another Document 9. Quit - Exit to Word Processor 4 Text selections may be made from the current Text Menu or from the Text Selection Indexes. Indexes of text selec- tions are displayed in both numeric and alphabetical sequence. The numeric sequence is in logical sequence for document preparation except that some document headings and closings may be at the beginning or end of a forms library. Each text-entry screen displays a highlighted line at the top showing the commands accessible from that screen. These are the commands used to access the menus and enter responses during document preparation. The following is a summary of these commands: TEXT SELECTION screen: - (N)ext - to proceed to the next text menu. - (P)revious - to return to a previous text menu. - (ESC)Master Menu - to return to the MASTER MENU. INPUT VARIABLES screen: - (CTRL-R)edo - to correct a multiple-line response. - (CR)Left Mrgn - to begin response at left margin. - (ESC)Menu - to return to the Current Text Menu. - (>)Center - to center the response on the page. - (?)Help - to display help for the variable response. NOTE: The user may skip a response by entering two <RETURN>s. REVISED TEXT screen: - (R)eject text - to reject revised text & not store responses. - <RETURN> - to accept the revised text and append to document. At any time during document preparation the user may return to the Master Menu screen by entering <ESCAPE> one, or more, times. From that screen the user may view the 5 general program help file or the Text Selection Index, skip to a menu, display the document being prepared, change to double-line or single-line spacing or change to a different forms library. The latter feature permits the user to begin a letter in the library containing forms of address for dignitaries (LTRADR) and, after entering the address information shift over to one of the other letter libraries to complete the letter. This concludes the summary of PC-FORMS' features. The remainder of this manual consists of detailed instructions for the use of PC-FORMS users who want more information about how the program works. PC-FORMS START-UP PC-FORMS is started by entering PCFM at the DOS prompt. You may also enter the form name, the output file specifi- cation and a mode character D, N or R for Document, Non- Document or Right-Justified output. You will appreciate the ability to start the programs with a one-line command containing all of the required start-up information after becoming familiar with them. When the program is started with the "PCFM" command, the program displays a sorted list of the forms libraries available in the current working directory. A description of the forms is available in the general help file which is displayed by entering "PCFM" at the DOS prompt and a 6 question mark when the following prompt appears: Enter Form Name (? for help) -> Examples of correct start-up entries at the DOS prompt for the PC-FORMS program are: C>pcfm C>pcfm wills C>pcfm wills testwill.doc C>pcfm wills testwill.doc d The program will request input of any of the above infor- mation not supplied on the command line. The first menu the program looks for is <FORM>01.LEX, where <FORM> is the form name. As text selections are made, it proceeds through the series of text menus as directed by the user. If the file name entered for the document already exists you will be advised of that fact and asked if you want to overwrite it or append your text selections to the end of it. A (N)o answer to this query will allow you to rename the proposed document. The program maintains a list of the proof files for each forms library which have not been deleted from the disk in a file named with the form name plus the suffix ".VRS". When a forms library is selected for which proof files exist the user is asked whether he, or she, wants to load the previous variable responses from one of those proof files. If so, the program displays a list of the proof files created using that library and prompts the user for 7 the one to load. This makes it unnecessary to re-enter variable responses for a series of forms in which the same responses apply. This feature is especially helpful in connection with pleadings and related documents in which the parties' names and other information does not change. It is also useful for doing different versions of a document for comparison purposes. Text selections are made from screen displays of the Text Menus or from the Text Selection Indexes. After inserting variable responses in the selected text it is revised and displayed. The user is permitted to either reject the revised text or append it to the output document. PC-FORMS MASTER MENU After the PC-FORMS program is started and the preliminary entries are completed the following Master Menu appears: 1. Text Menu (to Start or Continue Document) 2. General Program Help 3. Text Selection Indexes (to Find Text) 4. Go to a Text Menu (to Skip to a Menu) 5. Display Document (to See Document) 6. Line Spacing Toggle = SINGLE 7. Change from <formname> to Another Library 8. Quit - Start Another Document 9. Quit - Exit to Word Processor 8 A highlighted MASTER MENU heading is displayed at the top of your screen showing the name of the form you have selected and the current text file. This heading also shows the version of the program you are running and the copyright notice. Selection 6 on this menu lets you toggle back and forth between single and double-line spacing for the document being prepared. Selection 7 lets you change to a different forms library and continue the assembly of your document. For example, this feature permits the user to begin a letter using the special 'forms of address' letter library called LTRADR and then switch to another letter library to complete the letter being assembled. Normally, you will select the first Text Menu. Before doing so you may wish to review the General Program Help screens or the Text Indexes. After these selections you can return to the Master Menu by entering <ESCAPE>. You can access the text selections in a Forms Library either from the Text Selection Screen showing the current Text Menu or from the Text Selection Index. Text selec- tions may be reviewed by selecting them and then returning to the current Text Menu by pressing <ESCAPE>. 9 TEXT MENU When you select the Text Menu, the following screen head- ing line will appear: "TEXT SELECTION -(N)ext -(P)revious -(ESC)Master Menu -Text Menu: Text Selections for Library: <form>, Menu No. n -" This will be followed by a display of the text selections in the current menu. This menu describes one or more sections of text which may be added to the output docu ment. Pressing <ESCAPE> will return you to the Master Menu. An N will select the next Text Menu, a P will select the previous one. The screen heading includes reminders of these commands for the user's convenience. After making your text selections from this menu, enter an N to continue to the next Text Menu. Continue this proce- dure until your document is finished. At any time you may <ESCAPE> to the Master Menu and dis- play the document, switch to double spacing, change to another form or review the Text Selection Indexes. After you have become familiar with a particular forms library you may return to the Master Menu to skip over menus from which no text is to be selected by using Option No. 4, - "Go to a Text Menu". 10 VARIABLE INPUT SCREEN When you have entered your text selection, the text will be displayed with its variable names under a heading, as follows: "VARIABLE INPUT -(CTRL-R)edo -(CR)Left Mrgn -(ESC)Menu -(>)Center -(?)Help" If the text contains variable names you will be prompted to enter the information you want to replace them in the bottom window of the screen. If there is more than a full window of text the program will show the following line at the bottom of the window: "- more -" The program will wait for you to press a key to continue. When a key is pressed the text will scroll up on the screen. If the characters '->' appear after the variable prompt the program has entered the '>' character for you so that your entry will be centered on the page. This occurs when the variable name in the text begins with the '>' charac- ter. The '(>)Center' in the screen heading is a reminder that if you want to center your response you, or the program, must enter the '>' character before entering the response. If your response goes beyond the end of the format line the program will wrap your entry to the next line automat- 11 ically, after the next space or hyphen. If you find that you have made a mistake in a previous line you may re- enter your response by entering a CTRL-R character at any time prior to your carriage return as indicated by the (CTRL-R)e-do in the screen heading. If your mistake is on the current line you may simply back space to it and re- enter from there. (CR)Left Mrgn in the screen heading is a reminder that you may begin your response at the left margin of the screen by first entering a carriage return. This may be neces- sary for responses which will occupy an entire line in your output document. (For Example: {AGENT_LINE} in the CORPN library) If you decide you do not want to include a particular section of text or if you find you have made a mistake in a previous entry you may return to the Text Menu by press- ing <ESCAPE>. Pressing it twice will return you to the Master Menu. At any time during variable input you may cancel your entries and return to the Text Menu by press- ing <ESCAPE>. "(?)Help" is a reminder that entry of a question mark at a variable prompt will result in the display of the help message for that variable. The prompts for the variable names in the selected text 12 for which responses have not been stored in memory will appear in sequence. When all responses have been entered the text will be revised and displayed for your acceptance or rejection. You can enter two returns (<RETURN><RETURN>) at a variable prompt to skip over a variable name for which you want no response to appear in the final document (such as an extra address line in a form letter). REVISED TEXT SCREEN The heading for the revised text screen is an inverse video display followed by the current format line, as follows: "REVISED TEXT -(R)eject -(Return)Append to Document" After the revised text is displayed the program will wait for you to enter an 'R' to reject it or a Carriage Return to add it to the output file. When a section of text is rejected the responses for global variables entered for that section of text are deleted. When a section is added to the document that text selection and the responses for any local variables in it is saved in a 'proof' file named <formname>.PRF. If it becomes necessary to leave the program in the middle of a job, you may come back to it later and begin where you left off. If you load the variable responses in the 13 proof file for the form it is unnecessary to re-enter that information. OUTPUT MODES Three output modes are available: Document, Non-Document and Right-Justified. Document mode text is revised to permit printing it right justified using micro-justifica- tion with the WordStar or WordPerfect word processing program. Document mode output files are in WordStar format. They are converted to WordPerfect format using the CONVERT program of that system when linked to Word- Perfect. In Non-Document mode the program revises each line of text by removing one of any duplicate spaces between words and all but two spaces after each punctuation mark. Each line of text is then terminated at the last space or hyphen before the right margin marker in the current format line. This results in the text having a ragged right margin without extra spaces. In Right-Justified mode the output is revised by inserting extra spaces to permit printing it right-justified on printers which do not support micro-justification. In Document mode the output files contain special non- printing characters used by WordStar to right-justify the text. They also contain special dot-command lines which are used to format the printed documents. 14 The output files in both Non-Document and Right-Justified mode will contain only printable ASCII characters without special formatting characters or dot commands. If your printer does not support micro-justification or you do not use WordStar or WordPerfect for document print- ing you will want to output non-document or right- justified documents. VARIABLE FILES There is one variable file for each forms library. This file is named with the formname followed by the suffix ".VBL". The file contains a section of variable prompts headed by the dot command ".QN", a section of variable help messages headed by the dot command ".HP" and a sec- tion of the text heading lines in numeric and alphabetical sequence headed by the dot command .IX. Each prompt and help message is entered in this file on the line immediately after the line containing the varia- ble name in curly braces. The help sections of variable files contain brief state- ments for each variable name explaining what data should be entered in response to the prompt for that variable. These messages must also be entered in the file on the 15 line immediately following a line containing the variable name in curly braces. The variable help messages are not required for the program to run properly. If there is no help message for a variable name the user will be advised of that fact if help is requested for it. Variable names used in the DocuDraftr system are of two types: GLOBAL and LOCAL. The type of variable is indicat- ed by the first character which appears in the name after the initial curly brace. Names which begin with an alphanumeric character are GLOBAL variables. Each time a GLOBAL variable appears in the selected text, unless a response for it was entered previously, the user is prompted for a response for that variable to be inserted throughout the document where that name appears. Variable names that begin with non-alphanumeric characters represent LOCAL variables. Each time a LOCAL VARIABLE appears in the text the user is prompted for a response for that variable to be inserted in that text. 16 The non-alphanumeric characters beginning LOCAL variable names are used, as follows: 1st Char Program Response > - Automatically inserts a ">" character to center the user response. (Indicated by -> on the variable input screen) ? - Always asks for a response for the Variable Name, since the previous response was not stored. ~ - Displays a 'Standard Response' for the Variable Name and permits the user to retain it or change it. Non-Alphanumeric other than ? - Displays the user's previous response to the Variable Prompt and permits the user to retain it or change it. Sections of repeatable text (such as gifts of personal property in the wills library) will contain only LOCAL variable names for which the responses can be changed each time the text is appended to the document. The last entry in the help section of these files is a Library Code Number under the variable name {~LIB_#}. This Code Number tells the program what screen colors to use for that library and provides a rate for calculating the estimated document value for value billing purposes. This number can be changed by the user. COLOR and VALUE BILLING CODES The table below shows the Border Color based on the first 2 digits of the Library Code Number (converted to HEX) 17 which is entered under the {~LIB_#} variable name in the <Formname>.VBL file help section. COLOR TABLE FOR BORDER COLOR: 0 = Black 8 = Grey 1 = Blue 9 = Light Blue 2 = Green A = Light Green 3 = Cyan B = Light Cyan 4 = Red C = Light Red 5 = Magenta D = Light Magenta 6 = Brown E = Yellow 7 = White F = Bright White The tables below show the Background and Foreground colors for normal and highlighted text based on the following digits of the Library Code Number under {~LIB_#} in the <Formname>.VBL file help section. Digits 3, 4 & 5 when converted to HEX = Normal Text Digits 6, 7 & 8 when converted to HEX = Highlighted Text COLOR TABLES FOR BACKGROUND AND FOREGROUND COLORS: First HEX Digit = Background Color: 0 = Black 8 = Black Blinking 1 = Blue 9 = Blue Blinking 2 = Green A = Green Blinking 3 = Cyan B = Cyan Blinking 4 = Red C = Red Blinking 5 = Magenta D = Magenta Blinking 6 = Brown E = Yellow Blinking 7 = White F = White blinking Second HEX Digit = Foreground Color: 0 = Black 8 = Gray 1 = Blue 9 = Light Blue 2 = Green A = Light Green 3 = Cyan B = Light Cyan 4 = Red C = Light Red 5 = Magenta D = Light Magenta 6 = Brown E = Yellow 7 = White F = Bright White 18 Digits 9, 10 & 11 of the Library Number is the value in cents per 100 characters used to calculate a document value for value-billing purposes. The 082 value reflects dictation at a speed of 80 words per minute @ $150.00 per hour plus typing at a speed of 50 words per minute @ $35.00 per hour. PC-LIBRARY PROGRAM The PC-LIBRARY program may be used to create and update the variable file for a forms library after the numbered text sections have been entered in a series of .LEX files. That program will ask the user to enter the prompt for variable names in the text files for which no prompt is found in the variable file. It will also save the text headings in numeric and alphabetical sequence and, when requested, will update the variable file for a library. See the manual for that program for an explanation of its operation. This program also generates files for printing the Text Indexes, the Text Library, the Variable Prompts and Varia- ble Help messages in a DocuDraftr variable file. The program is very useful for those who wish to develop their own Forms Libraries. ### 19 INDEX for PC-FORMS Manual Acceptance of Revised Text, 13 Accessing Text Selections, 9 Appending Revised Text to Document, 8 Appending to a Document File, 7 Changing Libraries, 6 Changing to a Different Library, 9 Characters Beginning Local Variables, 17 COLOR and VALUE BILLING CODES, 17 COLOR TABLE FOR BORDER COLOR, 18 COLOR TABLES FOR BACKGROUND AND FOREGROUND COLORS, 18 Commands Accessible, 5 Command-Line Entries, 6 Control-R to Redo an Entry, 12 Conversion to WordPerfect, 14 Description of Forms Libraries, 3, 6 Display the document, 6 Document File, Naming, 3 Document Mode Output, 14 Double-Line Spacing, 6 Escaping to the Master Menu, 10 Exiting the Help Screen, 3 Form Library files, 2 Forms, Description of, 6 Full Window of Text, 11 General program help file, 5 Global Variables, 16 Help File, 6 Help Message File, 2 Help Messages, Variable, 15 INPUT VARIABLES Screen, 5 Leaving Program, 13 Library Code Number, 17 Line Spacing Toggle, 9 Linking to Word Processor, 2 List of Libraries, 6 List of Proof Files, 7 Loading Previous Responses, 7 Loading Responses from Previous File, 4, 13 Local Variables, 16 Making Text Selections, 5 Master Menu, 8 Master Screen, Returning to, 5 20 Menu Screens, 4 Non-Document Mode Output, 14, 15 OUTPUT MODES, 14 OVERVIEW, 1 Overwriting a Document File, 7 PC-FORMS MASTER MENU, 8 PC-FORMS Program, 1 PC-FORMS START-UP, 6 PC-LIBRARY Program, 2, 19 Prompts for Variable Names, 13 Proof File, 2, 13 Proof File for Document, 3 Rejecting Revised Text, 8 Rejection of Revised Text, 13 Renaming the Document File, 7 Response, Beginning at Left Margin, 12 Returning to Master Menu, 9 Returning to Text Menu, 12 Returning to the Current Text Menu, 9 Revised Text Acceptance, 13 Rejection, 13 REVISED TEXT screen, 5, 13 Revised Text Screen Commands, 13 Right-Justified Mode Output, 14, 15 Screen Colors, 17 Single-Line Spacing, 6 Skip to a Menu, 6 Skipping an Entry, 13 Skipping to a Text Menu, 11 Starting PC-FORMS, 2 Starting the Program, 6 Start-Up Entries, 7 SUMMARY OF PC-FORMS' FEATURES, 2 Text Centering Characters ->, 11 Text Entries Wrapped to Next Line, 11 Text Heading Lines Index, 15 Text Menus, 7 Text Selection Index, 5, 9 Text Selection Menu Commands, 10 TEXT SELECTION screen, 5, 9 Text Selections, 8 Two Returns to Skip an Entry, 13 Use of ? for Help, 12 Value Billing Code, 17 VARIABLE FILES, 15 21 Variable Help Messages, 15 Variable Input Commands, 11 VARIABLE INPUT SCREEN, 11 Variables Global, 16 Local, 16 Word Processor, Linking to, 2 22