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- P C - F O R M S -
DOCUMENT ASSEMBLY SYSTEM
(The Electronic Forms Library)
USERS' MANUAL
for the
PC-FORMS PROGRAM
Copyright 1990-93
William W. Blackledge
3704 Edgewater Drive
Oklahoma City, Oklahoma
73116
(405) 840-3563
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
*********************************
** 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. 16
Source Text Rules . . . . . . 17
PC-LIBRARY Program . . . . . . 21
*********************************
WordStar is a trademark of WordStar International Inc.
WordPerfect is a trademark of WordPerfect Corporation.
PC-Write is a trademark of Quicksoft.
FriendlyWriter is a trademark of Friendly Soft Inc.
Copyright 1990-91
William W. Blackledge
3704 Edgewater Drive
Oklahoma City, Oklahoma
73116
(405) 840-3563
PC-FORMS USERS' MANUAL
OVERVIEW
The PC-FORMS document assembly system consists of two pro-
grams, PC-FORMS and PC-LIBRARY, which automate the assembly
of legal and business documents. They permit users to
choose their own words for computer-prepared documents.
The PC-FORMS program, PCFM.EXE, lets the user select from a
text library furnished with the programs, or prepared by the
user, text to be included in a document. If the selected
text contains variable names, the user is prompted for
variable responses to be inserted in lieu of those names.
Responses are inserted in the text which 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, Microsoft Word, 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 re-
vised text in a document file. It also accumulates, in
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PC-FORMS USERS' MANUAL
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 PC-
FORMS program. It assists the user in creating and main-
taining text 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 variable file and will arrange the
text headings in numerical and alphabetical sequence for the
text selection indexes.
The text library files (with suffixes of .VBL and .LEX) must
be in the current working file directory. The program files
(with the .EXE suffix) and the FMHELP.MSG and ORDER.MSG
files may be in the same directory or any other directory
included in the DOS "PATH" command. If the PCFM.EXE program
is run from the same directory as WordStar, WordPerfect,
Microsoft Word, VDE, PC-Write, or FriendlyWriter, it will
automatically link to the word processing program or it can
be linked using the Setup Menu. The program to convert from
WordStar 3.3 must be in the same directory, for WordPerfect
- CONVERT.EXE; for Microsoft Word - WS_RTF.EXE and for
FriendlyWriter - FWCNV.EXE.
- 2 -
PC-FORMS USERS' MANUAL
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 text
libraries available in the current directory.
After entering a library 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 selected
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 text library
selected by the user, the program asks the user if he, or
she, desires to load the responses from the proof file of a
previous document. This feature makes it unnecessary 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
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PC-FORMS USERS' MANUAL
proof files for the selected text 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. Help, Order or Setup Menu
3. Text Selection Indexes (to Find Text)
4. Go to a Text Menu (to Skip to a Menu)
5. Display Document (to View the Document)
6. Line Spacing Toggle = SINGLE
7. Change from <library> to Another Library
8. Exit Program - Skip the Word Processor
9. Exit Program to the Word Processor
Text selections may be made from the current Text Menu or
from the Text Selection Indexes. Indexes of text selections
are displayed in both numeric and alphabetical sequence.
The numeric sequence is in logical sequence for document
- 4 -
PC-FORMS USERS' MANUAL
preparation except that some document headings and closings
may be at the beginning or end of a text 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 re-
sponses 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:
- (>)Center - to center the response on the page.
- (ESC)Menu - to return to the Current Text Menu.
- (?)Help - to display help for the variable response.
NOTE: The user may skip a response by entering a <RETURN>.
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 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 text
library. The latter feature permits the user to begin a
letter in the library containing forms of address for digni-
taries (LTRADR) and, after entering the address information
- 5 -
PC-FORMS USERS' MANUAL
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 library name, the output file specifica-
tion 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 con-
taining 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 text libraries avail-
able in the current working directory. A description of the
libraries is available in the general help file which is
displayed by selection 2 on the Main Menu.
Examples of correct start-up entries at the DOS prompt for
the PC-FORMS program are:
C:\PCFORMS> pcfm
C:\PCFORMS> pcfm wills
C:\PCFORMS> pcfm wills testwill.doc
C:\PCFORMS> pcfm wills testwill.doc d
- 6 -
PC-FORMS USERS' MANUAL
The program will request input of any of the above informa-
tion not supplied on the command line. The first menu the
program looks for is <LIBRARY>01.LEX, where <LIBRARY> is the
name of the library. As text selections are made, it pro-
ceeds 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 over-
write 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
text library which have not been deleted from the disk in a
file named with the library name plus the suffix ".VRS".
When a text 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 creat-
ed using that library and prompts the user for the one to
load.
This makes it unnecessary to re-enter variable responses for
a series of documents in which the same responses apply.
This feature is especially helpful in connection with plead-
ings and related documents in which the parties' names and
- 7 -
PC-FORMS USERS' MANUAL
other information does not change. It is also useful for
doing different versions of a document for comparison pur-
poses.
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 re-
vised 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. Help, Order or Setup Menu
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. Exit Program - Skip the Word Processor
9. Exit Program to the Word Processor
A highlighted MASTER MENU heading is displayed at the top of
your screen showing the name of the current text library
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
- 8 -
PC-FORMS USERS' MANUAL
between single and double-line spacing for the document
being prepared.
Selection 7 lets you change to a different text 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 text library either
from the Text Selection Screen showing the current Text Menu
or from the Text Selection Index. Text selections may be
reviewed by selecting them and then returning to the current
Text Menu by pressing <ESCAPE>.
TEXT MENU
When you select the Text Menu, the following screen heading
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
- 9 -
PC-FORMS USERS' MANUAL
the current menu. This menu describes one or more sections
of text which may be added to the output document.
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 com-
mands 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 procedure
until your document is finished.
At any time you may <ESCAPE> to the Master Menu and display
the document, switch to double spacing, change to another
library or review the Text Selection Indexes. After you have
become familiar with a particular text 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".
VARIABLE INPUT SCREEN
When you have entered your text selection, the text will be
displayed with its variable names under a heading, as fol-
lows:
"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 head-
- 10 -
PC-FORMS USERS' MANUAL
ing to the bottom window of the screen. If there is more
than a full window of text the program will show "- more -"
at the bottom of the window and wait for a key to be pressed
to continue scrolling.
If the characters '->' appear before the cursor 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 '>' character. 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 automatically.
Your may use the Arrow and CTRL-Arrow keys to move around in
that portion of your current response which has not scrolled
out of the variable input window to make additions or other
corrections.
If you decide you do not want to include a particular sec-
tion of text or if you find you have made a mistake in a
previous entry you may return to the Text Menu by pressing
<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 pressing <ESCAPE>.
"(?)Help" is a reminder that entry of a question mark at a
- 11 -
PC-FORMS USERS' MANUAL
variable prompt will result in the display of the help
message for that variable.
The prompts for the variable names in the selected text 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 rejec-
tion.
You can enter a <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 re-
jected 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
<DOCUMENT>.PRF.
- 12 -
PC-FORMS USERS' MANUAL
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 proof
file for the document 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-justification with
the WordStar, Word or WordPerfect word processing program.
Document mode output files are in WordStar format. They may
be converted to the linked word processor format by the
conversion program furnished with the particular word proc-
essor or by an appropriate program selected by the user in
the Setup Menu.
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 with-
out extra spaces.
In Right-Justified mode the output is revised by inserting
extra spaces to permit printing it right-justified on print-
ers which do not support micro-justification.
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PC-FORMS USERS' MANUAL
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.
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, Word 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 text 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 section 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 variable name
in curly braces.
- 14 -
PC-FORMS USERS' MANUAL
The help sections of variable files contain brief statements
for each variable name explaining what data should be en-
tered in response to the prompt for that variable. These
messages must also be entered in the file on the line imme-
diately 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 mes-
sage for a variable name the user will be prompted to enter
a variable respones to replace the variable name in the
document.
A copyright notice for a text library can be displayed by
including that notice in the help section of the variable
file under the variable name {~COPYRIGHT}.
The tables below show the Background and Foreground colors
and color codes used by IBM compatible computers.
COLOR TABLES FOR BACKGROUND
AND FOREGROUND COLORS:.PS OFF
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
- 15 -
PC-FORMS USERS' MANUAL
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
SOURCE TEXT RULES
The following are the rules which must be followed in the
preparation of the source text section of text files:
1. ASCII CHARACTERS. The text must be in ASCII charac-
ters.
2. PARAGRAPH TERMINATION. Paragraphs and lines which
stand alone, such as formatting lines, MUST BE TERMI-
NATED WITH A CARRIAGE RETURN IMMEDIATELY AFTER the last
character or punctuation mark.
3. LINE TERMINATION. Each line within a paragraph, other
than the last one, MUST END WITH A SPACE BEFORE THE
CARRIAGE RETURN.
4. TEXT ARRANGEMENT. The text within a paragraph may be
arranged for display right-justified by the insertion
of not more than one extra space between words and an
unlimited number after any period, colon, exclamation
mark or question mark. These extra spaces are removed
by the revision process.
- 16 -
PC-FORMS USERS' MANUAL
5. VARIABLE NAMES. Variable names must be enclosed in
curly braces and must not exceed 23 characters in
length, including the curly braces. There are two
major types of variable names, GLOBAL and LOCAL, which
are distiguished by whether the first character after
the initial curly brace is alphanumeric. GLOBAL varia-
ble names begin with an alphanumeric character.
6. VARIABLE RESPONSE TREATMENT. The responses for GLOBAL
variables are automatically substituted for those
variable names in all later sections of text selected
for the document. The responses for all LOCAL varia-
bles other than those beginning with a question mark or
tilde will be displayed when the name is encountered in
later sections of text and the user given an opportuni-
ty to change it for that section of text. The user
will always be prompted for a response if the variable
name begins with a question mark.
7. SPECIAL AND LOCAL VARIABLE USAGE. The following is a
summary of how SPECIAL and LOCAL variables are used in
text libraries:
The latest responses for the following five SPECIAL
variables are saved in the proof file of the Document
being assembled. These variable names are used for
the following purposes:
- 17 -
PC-FORMS USERS' MANUAL
1st SPECIAL Variable
Char Program Response
> - Automatically inserts a ">" character to
center the user response. (Indicated by -> on
the variable input screen)
~ - Displays a 'Standard Response' for the Varia-
ble Name and permits the user to retain it or
change it.
0 or | - Adjusts the number of spaces after the varia-
ble response to keep additional information on
the same line in the same relative position as
it was in the text library file.
& - Displays the user's previous response to the
Variable Prompt, if any, and permits the user
to retain it or change it.
REGULAR LOCAL variable names are used in sections of
text where the response usually will not be repeated in
later sections of text. The responses to these varia-
ble names are NOT SAVED in the proof file of the docu-
ment being assembled and are used, as follows:
1st REGULAR LOCAL Variable
Char Program Response
? - Always displays the prompt for the Variable
Name, since the previous response was not
stored.
! - Displays the user's previous respones to the
Variable Prompt, if any, and permits the user
to retain it or change it.
For the "!" character you can substitute any non-
alphanumeric character other than one of those listed
above.
8. SPECIAL GLOBAL VARIABLE. There is one special GLOBAL
variable name available which is begun with the zero
'0' character after the first curly brace. It is used
- 18 -
PC-FORMS USERS' MANUAL
to adjust the spaces after the variable response in the
same way as the SPECIAL LOCAL variable beginning with
the vertical bar '|'.
9. FORMAT COMMAND LINE. The .FT dot command, as explained
above, is used in text libraries to establish the
format of the following text. The characters which may
be used in a format command line are shown below:
L = Left Margin
P = Paragraph Margin
! = Ordinary Tab Stop
# = Decimal Tab Stop
R = Right Margin (also a Tab Stop)
- = Spacing (Fill) Characters
10. OTHER WORDSTAR DOT COMMANDS. Other dot commands may
appear in the format section of the file or in a text
section. Dot commands may not appear within a para-
graph of text since, if placed there, they will be
merged with the text when it is revised. If you use
WordStar for revision and printing, you may use any dot
command supported by the version being used.
If your word processor supports hanging indents, as the
latest versions of WordStar do, you can use the paragraph
margin to begin the first line of each paragraph to the left
of the left margin, leaving the paragraph number in the
margin. You must remember to re-configure the word proces-
sor for this style of paragraphs before revising the docu-
- 19 -
PC-FORMS USERS' MANUAL
ment with it.
The numbered paragraphs above are examples of text done with
hanging indents.
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.
PC-LIBRARY PROGRAM
The PC-LIBRARY program may be used to create and update the
variable file for a text 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 Variable
Help messages in a PC-FORMS variable file. The program is
very useful for those who wish to develop their own Forms
Libraries.
###
- 20 -
INDEX FOR PC-FORMS MANUAL
Acceptance of Revised Text, 12 Overwriting a Document File, 7
Accessing Text Selections, 9
Appending Revised Text, 8 PC-FORMS Program, 1
Appending to a Document File, 7 PC-LIBRARY Program, 2, 20
Arranging Text for Display, 16 Prompts for Variable Names, 12
Proof File, 2, 12
Changing Libraries, 6 Proof File for Document, 3
Changing to a Different Library, 9
Characters in Rejecting Revised Text, 8
Text Library Files, 16 Rejection of Revised Text, 12
Commands Renaming the Document File, 7
Accessible, 5 Return to Skip an Entry, 12
Command-Line Entries, 6 Returning to Master Menu, 9
Copyright Notice, 15 Returning to Text Menu, 11
Returning to the
Description of Libraries, 6 Current Text Menu, 9
Document File Revised Text
Naming, 3 Acceptance, 12
Document Mode Output, 13, 14 Rejection, 12
Dot Commands in Text Files, 19 Revised Text Screen Commands, 12
Double-Line Spacing, 5 Right-Justified Mode
Output, 13, 14
Escaping to the Master Menu, 10
Extra Spaces in Single-Line Spacing, 5
Text Selections, 16 Skipping to a Text Menu, 10
Starting PC-FORMS, 3
Format Command Line, 19 Starting the Program, 6
Full Window of Text, 11 Start-Up Entries, 6
Help File, 6 Terminating Lines
Help Message File, 2 within Paragraphs, 16
Help Messages Terminating Paragraphs, 16
Variable, 14 Text Centering Characters ->, 11
Text Entries Wrapped
Leaving Program, 13 to Next Line, 11
Libraries Text Heading Lines Index, 14
Description of, 6 Text Library files, 2
Line Spacing Toggle, 9 Text Menus, 7
Linking to Word Processor, 2 Text Selection Menu Commands, 9
List of Libraries, 6 Text Selections, 8
List of Proof Files, 7
Loading Previous Responses, 7 Use of Hanging Indentation, 19
Loading Responses from Use of ? for Help, 11
Previous File, 3, 13
Variable Files, 14
Making Text Selections, 4 Variable Help Messages, 14, 15
Master Menu, 8 Variable Input Commands, 10
Master Screen Variable Names, 17
Returning to, 5 Variable Responses
Menu Screens, 4 Treatment of, 17
Variables
Non-Document Mode Output, 13, 14 Global, 17
Regular Local, 18
Output Modes, 13 Special Global, 18
OVERVIEW, 1 Special Local, 17
