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Rapidocs Author User Manual

1. The interface of the Variables Manager is that of a standard tree vew menu structure Categories including Groups Loops and Multiple Choice Questions can be expanded and collapsed by clicking on the small plus and minus signs on the left Questions can be dragged and dropped between groups thus changing the page on which they appear during assembly Groups in the Variables Manager are listed alphabetically and do not represent the order in which question groups are displayed during assembly this is controlled intelligently and automatically by Rapidocs according to the order the variables are encountered in the document as if you were reading from left to right and top to bottom in the document Whenever a new variable is created it will appear in the Variables Manager You can then insert that variable into the editing window on the right as many times as you like except for bookmarks which can only be inserted once Once inserted different types of variable may be easily identified by their colour The default colours are described in the table below To change the colours see Setting Rapidocs Options Variable Type Colour in document Questions Red Groups N A Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 41 2 3 3 Loops Loop counter and total appear in Red Rules Teal Validators N A Bookmarks Green Cross References Purple
2. 2 3 12 2 3 12 1 Test Assembly For convenience while Authoring you can easily view the document as the Assembler will see it This allows you to test your questions and the effect the answers will have on your document To see how the template will look and work during assembly gt Either select Assemble on the File menu or use the Q amp A mode icon on the toolbar or simply press F9 gt Test the assembly process by providing sample answers to each of the questions When you reach the end click Finish to return to the Authoring Screen gt You can return to the Authoring Screen at any point simply by pressing F9 or by using the Edit mode icon on the toolbar v Some features that are normally available while assembling documents may not be available while testing templates Note the following gt You cannot save a document that includes answers to questions Clicking Save will simply save your template gt When assembly is complete you return to the Authoring Screen rather than the document view that an Assembler will see There are additional features to help the Author whilst testing templates These are described in Editing Prompts from Assembly and The Answers Manager Note When test assembling a PDF form you will have the option of testing it in the PDF viewer See Working with PDF Forms for more information Test Assembly in Rapidocs Web
3. Rapidocs Author User Guide Table of Contents V Q me 0 JO a AO N Part Il 2 3 Introduction 9 About Rapids wi han sceces a dete deecdadegncauntidenctec cave 9 Rapidocs Intelligent Templates ooo sect cece cccetaets ctencessceeconedasedaseseeeteeueeess 9 Authors and Assemblers econ canica qiuscueceus canes dd rai 9 Forms and DOCUMEN S voii a 9 Rapidocs Document LY Pe umi ieedecdecede sth coves sd depeceaerdavedesdavede ven 10 Getting Helio a at an 10 Getting Mad aci 10 Setting Rapidocs OptiONS ccoonncconnccccnccnonnncnnncncnncnnnnnnnnnernnnnrrnnnrnnnnernnnnrrnnrrnnanernnarenanenes 11 Using Rapidocs Author 14 Editirig DOCUMENIS a ae 14 The Editing Toolbar Cut Copy and Paste Udo aNd REO cion caardicesaeisunssuessdey coadtuenccaraay Se aa Ea E ainiai FInd and Replace eiii AA AAA AAA ERA AAA Extending Find ie heee ia ea a aaa a e a Y Replacing Texti rn a AAA teks cece ee a aT Extending ReplaCE iuris A A a aan 19 Page Setup ee a e A AD SAA EAN aa ains 19 SPE ll CHECK O O RN 20 Spell Check Options and Dictionaries ooooooniccnnncccnnncnncccnnoccconccconanconnn cnn ncnnn cronica rra 20 A ANT 21 Clase LiDFSY ia AA AA A ES 22 DAT ANT 23 The StyleS Pull dO WN iia A A AA aint hea dente antes 23 APDIVING lesiona On ss Editing IES AAA Ri a e Ad Style Settings tii A A A AA ic Creating New Styles ws oes Deleting SV lES io NAAA UA AO Acs INSEFtING OBJ CHS iii iS Inserting
4. In other words the age of the person is calculated from their date of birth using the ageof function and tested to see if they are over 16 If they are their name is converted into uppercase and this value returned as the result of the If function If they are 16 or under the function returns the literal text MINOR instead Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 69 In a similar way IP statements can be nested so that a parameter of one If statement is derived from another If MaritalStatus Married Permit Granted If HomeOwner Yes Further Tests No The example above first checks to see if an applicant is married by testing the value of the answer to the MaritalStatus question If yes then the text Permit Granted is returned The else clause has a further If statement that further checks to see if the applicant is a home owner before returning the appropriate text value You can keep nesting functions in this way as you wish making sure that brackets and commas are used correctly In the example above each If statement has a single bracket to start and end it and has three parameters separated by commas The whole of the second If statement is treated as a single parameter of the first 2 3 8 3 Sample Functions The sample functions described in this section are as follows Sample Text Functions Sample Number Functions Sample Date Fu
5. New Hyperlink gt Insert the following details Name This should be a meaningful name as it will be shown in the Variables Manager Copyright 02012 Epoq Legal Ltd Using Rapidocs Author 35 e Display text This is the text to be displayed as a hyperlink in the document URL The web site to be linked to If you wish to link to an email address then prefix the email address with mailto gt The Stats tab will show how many times the hyperlink has been inserted into your template gt Click OK to add it to the Variables Manager or Insert to insert it into your document Note Rapidocs also allows you to insert hyperlinks into other areas of text such as explanation text See Using Variables Within Question Settings 2 1 12 Protecting Text When Authoring a document you may wish to protect certain clauses and paragraphs to prevent anyone else using the template from editing or deleting sections of the document This is done by placing the cursor in the area of text to be protected and choosing Format and Lock Paragraph The paragraph will be highlighted in yellow to show it is protected You may un protect the paragraph by repeating the process Copyright 2012 Epoq Legal Ltd 36 Rapidocs Author User Guide 2 2 Printing Documents To print a document select Print on the File menu You can either print the whole document or a select
6. gt The Menus and Toolbars at the top These provide access to the functions available whilst editing A summary of the number of Questions Groups Loops Rules Validators and Conditions appears in the status bar at the bottom of the window E E Rapidocs Author 3 Print H 10 E Bl9 elat a B Y El OO dF SSS O omen notes File Edit Format View Tools Help f Q amp Amode 2 Precursor force ruleThis is the last Will and testament of me name of testator CCalso known as Testator of address of testator CC partner force rulechildren hidden Alternate residuary beneficiaries 3 1 REVOCATION Appointment of tor 1 Appointment a hereby revoke all former Wills and testamentary dispositions made by me and declare this A tment of executors partner to be my last Will Appointment of guardian A E Asou nkment Ar brni A EE hereby revoke all former Wills and testamentary dispositions made by me and pec declare this to be my last Will Burial and disposal of body iz declare that this Will is not to be revoked by my intended Expecting to Details of children marry marriage to civil partnership with Name of partner and will remain Details of partner effective irrespective of whether or not that Expecting to marry marriage civil Details of testator partnership takes place Fi ermal This Will is conditional upon my Expecting to marry marriage to civil partnership with Name y
7. 25 Custom Number Number Format Number 25 Format 000 3 1 11 Date Functions Dates are represented by numbers and can be used with arithmetic operators accordingly The values used are compatible with Microsoft Excel so 0 represents December 31 1899 and 1 represents January 1 1900 etc Negative values may be used You can use the constant NULLDATE which represents July 9th 1215 The number of days between two dates is just Abs Date1 Date2 where ABS makes sure the value is positive or you could use DaysBetweenDates The following functions are used to manipulate dates See also Date Functions Examples Name Explanation Returns Syntax given BirthDate ageof Returns the age of a person bom on the Number ageof BirthDate ageofat TestDate Returns the age of a person bom ona date BirthDate at a given date Number ageof BirthDate TestDate customdate non date rule Retums the date in the given format in a Text customdate Date Format Number dayofweekno Returns the numeric day of the week of a date Sunday 1 dayofweekno Date dayname Retums the day of the week of a date as text Text dayname Date dayno Retums the day of the month of a date Number dayno Date Copyright 2012 Epoq Legal Ltd 100 Rapidocs Author User Guide Name Exp
8. Assemble icon or press F9 See Test Assembly The PDF will open in the built in PDF viewer gt You can toggle between the PDF view and the document view by clicking on the Acrobat icon the red A To extract a copy of the assembled PDF file click on Save a copy in the bottom left corner of the window gt To update the PDF during Test Assembly hit the refresh symbol at the bottom middle of the window a E Rapidocs Author Erim Home Comprehensive Will for a Married Person or Civil Partner untitled X File Edit Format View Tools Help f Q amp A mode gt Print 19 m 100 v a Ta Bj 1j U Si B Normal Unconditional thobar SO 4 S PDF Imported from C Forms for Rapidocs Form D81 pdi A Ungrouped Questions A Text 1 Check Box100 Text52 Check Box76 Text53 Check Box77 Text55 Check Box78 Text56 Check Box79 Text Check Box83 Text58 Check Box84 Text59 Check Box85 Text60 Check Box86 Text61 Check Box89 Text62 Check Box90 Text63 Check Box91 Text64 Check Box92 Text65 Check Box93 Text66 Check Box94 Text67 Check Box95 Text68 Check Box96 Text69 Check Box97 Text70 Check Box98 Text71 x Check Box99 Text72 2 Text105 Text73 y Questions 53 Groups Loops 0 Rules Validators 0 Conditions 0 4 Copyright 2012 Epoq Legal Ltd 80 Rapidocs Author User Guide 2 3 11 3 PDF Fields Manager The PDF Fields Manage
9. Hyperlinks Blue and underlined Importing and Exporting Text Importing Text from Other Applications Rapidocs allows you to import the text of a complete document from your file system The following formats are currently supported Text File txt Microsoft Word Document doc Word Perfect Document wpd or Rich Text Format File rtf During Authoring you can also import a PDF form For more information on this option see Using PDF Forms During assembly you can also import an Answer File which contains previously created answers to your template this only applies to published templates and documents not unpublished WIP documents see Rapidocs Document Types To import text gt Select the appropriate format from within the Import option on the File menu gt This displays the appropriate import window where you can browse to the file you wish to import gt Click Open The text of the selected file will be imported into your document starting at the current cursor position Note To import a Word document doc format you must have Microsoft Word installed on your PC Automatic creation of fields after import To speed up the process of adding variables and logic after importing text Rapidocs enables the automatic creation of fields Fields must be defined in the source document by enclosing the appropriate text in square brackets e g fieldname You should also ena
10. Text Functions Number Functions Operators Comparisons Number Formatting Functions gt Date Functions VV VV VV WV 3 1 1 If Statements Some functions such as an If statement require more than one parameter The syntax of a basic If statement is made up of three parts If condition then clause lse clause In other words If condition to test what to do if condition is true what to do if condition is false The condition is a test that should either result in a flag true or false or be a specific value of a multiple choice question The then clause is what will happen if the condition is met otherwise the else clause will be used Note Text should be enclosed in single quotes To insert nothing type two single quotes with nothing between them Each parameter must be separated by a comma and there must always be three parameters The values returned by the then and else clauses must be of the same type Example The following example inserts s if the number is greater than 1 otherwise it inserts nothing If Number of Days gt 1 s VY A parameter can also use functions For example If ageof DateofBirth gt 16 uppercase Name MINOR In other words the age of the person is calculated from their date of birth using the ageof function and tested to see if they are over 16 If they are their name is converted into uppercase and this
11. via the right arrow To delete a row gt Click in the row you wish to delete gt Select Table on the Tools menu then Row Delete via the right arrow 2 1 8 Clause Library The Clause Library is for building up a library of clauses so that they can be reused elsewhere in the document you are Authoring or in other documents The Clause Library Panel To enable the clause library panel use Edit and Show Clause Library or use the icon in the toolbar This will display the panel docked on the right hand side of the Rapidocs window Using the Clause Library To add a clause to the library simply highlight the clause or sentence you wish to store then use Edit Add to Clause Library or right mouse click and select to add the clause library in this way You will be prompted to provide a title for the clause and then the clause will appear in the list of Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 23 2 1 9 1 2 1 9 2 recent items and all items Recent items shows the three most recently added clauses and All items shows all clauses in alphabetical order To find a clause from those previously added to the library either scroll through the clauses shown in the panel or alternatively use the search box to find a word or phrase in the clause you re looking for When you have found the clause you wish to insert into your document simply highlight
12. These questions are used to allow information to appear in the question panel without the requirement for an associated question to be answered This is useful for providing guidance and assistance to the Assembler 2 3 4 11 1 Flag Input Tab The flag question Input tab contains the following settings Default Value A flag question always has a default value This can be set either as a specific value or according to the result of a rule When you create a new question the default value will be set to No which will result in the check box being initially un ticked If you want to set the default to be the result of a rule click the Rule radio button and use the down arrow to select from the list of rules available See also Flag Functions Caption by check box Allows you to input text to appear by the check box when the Assembler is answering the question This text can be formatted using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text See Using Variables Within Question Settings Copyright 2012 Epoq Legal Ltd 56 Rapidocs Author User Guide Note Information Only Questions are the same as flag questions in this respect except that they only have a Default Value option No caption by check box can be shown since no check box is displayed to the user See also gt Common Question Settings 2 3 4 11 2 F
13. When your document is near to completion and you wish to test it as the end user will see it in Rapidocs Web you can select Q amp A mode web This will upload and compile your document to a temporary website Note There s usually a delay whilst the upload process takes place Once uploaded Rapidocs will present you with the URL you should click on in order to go to the webpage If you right click on this URL you may copy it to your clipboard to enable you to test in a non default browser if you wish See Rapidocs Web Settings under Setting Rapidocs Options for more information on configuring this feature Editing Prompts from Assembly While testing your template you can conveniently edit question prompts This feature saves you having to return to the Variables Manager to make changes to a question s settings To edit a prompt right click on it and select Edit Prompt This displays the Edit caption window which allows you to edit the text and change the formatting Explanations can also be edited in a similar way However this feature can only be used if explanations are being displayed in an explanation panel rather than as an explanation popup For more information on selecting the explanation panel option see Setting Rapidocs Options If you re in test assembly and you wish to change some of the other Question Settings you can quickly jump to these by right clicking on the question and selecting Edit Qu
14. gt Inserting Objects gt Using Hyperlinks gt Protecting Text 2 1 1 The Editing Toolbar The toolbar gives you access to common format features The name of a toolbar button will be displayed when you hover over it with the mouse The toolbars are draggable See Keyboard Shortcuts for the shortcuts to some of these features Text formatting i sul y sil Numbered 1 Unconditional Text may be made bold or italic by selecting the text and pressing one or more of these buttons You may also change the style of the paragraph of text by selecting from the Styles pull down Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 15 menu A paragraph of text may be aligned centred or justified by placing the cursor in the desired paragraph and using one of these buttons Additionally you may use the Conditions bar to set the condition for the paragraph that the cursor currently resides in Paste User Revisions Export Import Answers and Clause library Text may be cut or copied to the clipboard and pasted as with typical word processors See Cut Copy and Paste for more information The paste icon always pastes text unformatted OP Undo and redo allow you to reverse or reinstate edits The three adjacent icons allow you to save selected text to the clause library show the clause library panel and paste from the clause library respectively See Clause Library for more information Print
15. to describe to Rapidocs how you would like the numeric value to appear The possible mask values for numbers are shown in the sections below followed by some examples gt Custom Numbers gt Custom Numbers Examples Custom Numbers The possible mask values used for formatting numbers are shown in the table below See also Custom Numbers Examples A numeric value can be greater than zero less than zero or zero itself Rapidocs allows you to specify a format mask for each of these situations When specifying a custom number format the format masks are entered on a single line with each part separated by a semi colon i e PositiveNumberFormat NegativeNumberFormat ZeroFormat If you do not specify all three format masks the following rules apply gt One mask The format mask applies to all values gt Two masks The first section applies to positive values and zeros and the second section applies to negative values The following table shows the symbols used to create format masks Result Represents digits that must appear Copyright 2012 Epoq Legal Ltd 104 Rapidocs Author User Guide 3 3 2 3 4 Mask Result 4e hash Represents digits that will appear if the number being formatted uses it gt full stop Used to locate the decimal point comma Used to specify the use of a thousands separator semi colon Used to sep
16. value returned as the result of the If function If not the literal text MINOR is returned instead See also Nested If Statements Copyright 2012 Epoq Legal Ltd 94 Rapidocs Author User Guide 3 1 2 3 1 4 Nested If Statements If statements can be nested so that a parameter of one If statement is derived from another If MaritalStatus Married Permit Granted If HomeOwner Yes Further Tests No The example above first checks to see if an applicant is married If so then the text Permit Granted is returned The else clause has a further If statement that further checks to see if the applicant is a home owner before returning the appropriate text value You can keep nesting functions in this way as you wish making sure that brackets and commas are used correctly In the example above each If statement has a single bracket to start and end it and has three parameters separated by commas The whole of the second If statement is treated as a single parameter of the first Example This inserts and at the end of the penultimate loop item and a comma at the end of each previous loop item If New loop 1 Value lt New loop 1 if New loop 1 Value New loop 1 1 and A VEN Text Functions The following functions are used to manipulate text See also Text Functions Examples Name Explanation Returns Syntax lowercase Returns the
17. 51 Text Question Settings mirate avian Maids 51 Number Question Settings ooooonncconncnnnncccnoncccnococooancnononcnncc cnn cnn cnc nc cancer rca 51 Number Input Ta ii ivi NumberFormat TD iaa ia A AA iaa Date Question Settings Date INPUT daa AA AA onl aisha ate Ne a a AeA eee Date Format Tai Ana a A N er Multiple Choice Question Settings ccccccceccceeceeeeeeeeseeeeeeeeeeeeeeeceaeeeeaeeseaeeesaeeseaeeeeeeeesaeeseaeeeseeeeseateseaees 53 Maltiple Choice Input Tab tica ai ide 53 SO TIANATE erene Ennt 54 Alternative Document TO diiniita tido ave ened 55 Flag Question Settings coran wei dake dich Wei dia hanes Waitin es A ON Blag Values Tabs oia ANA AE A AAA E AAA A OU PS 6555 in ccccctesecsicesassectsnccssseciesucescanaeendes dupees oannneusdis sauce cep iesseecduseodevsusdisendshaescanacesden erst annie enstieatacs teases Cr ating a New Groups rica AA A AAA eRe naan Editing Group Settings viii AA A AAA Putting Questions into a Group Validating Groups baii o is Un asked Questions masia de eatin needs bene DS OT Creating a NEW Lodi AA AAA in na A eats ase Editing Loop Settings Putting Questions into a Loop LOOP Settings iii nui AA A Ad Name Tab OF LOOPS viii ad eine aves Aaa Ea a E O Asa IA A O naan erate tania nutes eds Ga Numbering Paragraphs in a LOOD ccc ccceseeeeeeeeeeeeseeeeeeeeeeeeeeeaaeceaeeeeaeeeseaeceeaeeeeaeeesaesseaeeeseeeeseaeeeeaees 61 Counting the Total Loop Repetition
18. Click Test to test the rule gt Click OK Having created the validator it will then appear in the Variables Manager Validators that already appear in the Variables Manager can be applied to a question group or loop via the Validators tab of their respective settings windows To create a new validator directly from the Validators tab of the settings window click on the plus button to display the window for a new validator You can then create your validator which will subsequently appear in the Variables Manager in the usual way The validator itself will be activated when the Assembler completes either the question group or loop respectively and moves their cursor from the field To see where a validator has been used in your template click on the Stats tab in the validator settings window Copyright 2012 Epoq Legal Ltd 74 Rapidocs Author User Guide E Validator Fund at least 10 Name stats Name Fund atleast 10 ES if Fund1 lt 10 Must be 10 or more Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 75 2 3 9 2 Using Validators in a Question To prompt validation to occur at the point the Assembler completes and exits a specific question you should apply the validator to the question as follows gt Inthe Variables Manager double click on the appropriate question to display the set
19. Maximum characters Allows you to set the maximum length of the answer Number of lines Sets the number of lines of text that will be visible at once The default value is 1 The Assembler can only enter multiple lines separated by a return if Number of lines is set to more than one Word wrap When enabled a multi line answer is re formatted to appear on a single line when inserted into the document This option only appears if Number of lines is set to more than one For example when the Assembler enters an address on multiple lines it would appear in the document on a single line with spaces between each part of the address See also gt Common Question Settings Number Question Settings These are questions requiring numerical answers The following sections contain settings that are unique to number questions Copyright 2012 Epoq Legal Ltd 52 Rapidocs Author User Guide gt Number Input Tab gt Number Format Tab 2 3 4 8 1 Number Input Tab The number question Input tab contains the following settings Default value Allows you to optionally set a default value either a fixed value or a value based on a rule Minimum value The smallest number that is allowed as an answer Maximum value The largest number that is allowed as an answer See also gt Common Question Settings 2 3 4 8 2 Number Format Tab 2 3 4 9 The number question Format tab contains t
20. Rapidocs Author User Guide 2 3 11 4 PDF Pages Manager The PDF Page Manager enables you to make certain pages within the PDF form itself appear conditionally By default all pages will appear unconditionally however you may decide you only require a page to be shown according to the answer to a question or rule or only if a particular field overflows Y E PDF Pages Manager Rule Page 24 condition To change the condition associated with a page simply click on the page number to reveal the dialog box for the particular page condition Copyright 02012 Epoq Legal Ltd Using Rapidocs Author 83 G PDF Page 11 Condition Condition type C None unconditional Rule PDF Field Overflow Rule i Page 11 condition x PDF Field Overflow You may then choose to either make it conditional on the outcome of a rule note it must be a Flag Rule or on a particular field overflowing Creating Sections By right mouse clicking on the page number in the Pages Manager dialog box you can insert a numbering reset This is useful for creating sections where the number of pages in that section are to be inserted within the PDF form This is required in certain government forms See PDF Fields Manager for more information on inserting the current page number and section page count Copyright 2012 Epoq Legal Ltd 84 Rapidocs Author User Guide
21. Validators Stats Name New loop 1 Minimum number Enforce a minimum number B r 1 Lal Maximum number Enforce a maximum number Ea Ea Introduction Show introduction before m Sorted menu item order Sorted L Copyright 2012 Epoq Legal Ltd 60 Rapidocs Author User Guide 2 3 6 2 2 3 6 3 2 3 6 4 Editing Loop Settings To edit the settings for a loop gt Double click on the loop in the Variables Manager gt Make the desired changes to the loop s settings gt Click OK Putting Questions into a Loop When you insert a question into a loop it will be controlled by that loop This means that whenever the loop controlled question is inserted into a paragraph that paragraph will be repeated as many times as necessary for the Assembler to complete the answers There are three different ways of putting questions into a loop as follows gt Drag the question into the loop in the Variables Manager gt Double click on the question either in the Variables Manager or in the Origination Window click on the Group drop down list select the loop and click OK gt Double click on the loop name in the Variables Manager click on the Group tab and drag the question into the Grouped box See Putting Questions into a Group Note If a question in a loop is to be asked it must first be inserted into the template as described
22. You can apply a validator to a loop in the same way as described in Using Validators in a Question except that you double click on the loop name in the Variables Manager rather than on a question It is possible to apply both group validators and loop validators to a loop A group validator can be activated after each repetition of the question group if required A loop validator can be activated when the Assembler leaves the loop This occurs when the Assembler clicks the Next or Back buttons on the loop menu Note that group and loop validators can be applied in the same settings window by moving the chosen validator into the appropriate box During assembly the warning message for the group validator will appear when the Assembler clicks on the Next Add Menu or Back buttons to leave the group The warning message for a loop validator will appear when the Assembler clicks on the Next or Back buttons on the loop menu display Copyright 2012 Epoq Legal Ltd 76 Rapidocs Author User Guide 2 3 9 5 Web Events Rather than returning a warning message or information a Web Event results in a URL which will open in the Assembler s browser Web Event validators are created and attached to questions in exactly the same manner as other validators The key difference is that the output must contain a valid URL An example of a Web Event validator is shown below In this
23. a date as an answer The following sections contains settings that are unique to date questions gt Date Input Tab gt Date Format Tab 2 3 4 9 1 Date Input Tab The date question Input tab contains the following settings Default Value Allows you to optionally set a default value either a fixed date value to be selected with the down arrow or one that is based on a rule May be left blank Allows the Assembler to leave the field blank This gives the Assembler the option not to insert the date during assembly but instead to insert a space in the document to write Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 53 in the date later by hand Earliest date and Latest date Allows you to specify an earliest or latest date or both by clicking on the date button and selecting your required date Alternatively you can click on the Days button and specify the number of days earlier or later than the current date See also gt Common Question Settings 2 3 4 9 2 Date Format Tab The date question Format tab contains the following settings Style Allows you to set the format in which the date is displayed There are four pre set options for this of which the first three follow the conventions defined within the Assemblers Windows environment These can be modified through Windows Control Panel The fourth displays the year in words such as two thousand Custom This opt
24. a picture gt Place your cursor in the position you want your picture to appear gt On the Tools menu select Insert then Picture This displays the Insert Picture browser which allows you to select an image stored on your computer gt Make your selection then click OK Inserting Special Characters Rapidocs Author allows you to insert symbols or accented character that are not directly available on a standard QWERTY keyboard To insert a special character Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 33 2 1 10 2 2 1 10 3 2 1 10 4 gt Place your cursor in the position at which you want your special character to appear gt On the Tools menu select Insert then Special Character This displays the Insert Special Character window with two tabs Symbols and Accents gt Select the character you require from the appropriate tab and click Insert Numbering Reset Numbering Reset The Numbering Reset feature enables you to force the auto numbers to restart numbering from 1 To reset the numbering gt Place your cursor in the position at which you want your numbering to restart gt On the Tools menu select Insert then Numbering Reset Page Breaks The Page Break feature allows you to force a page break in your document as follows gt Place the cursor in the position at which you wi
25. a word or a complete word If you wish the search to only apply to complete words tick the Whole words only box gt Clicking the Find in fields box will apply the search to include the parts of the document containing answers the Assembler had supplied whilst assembling the document gt Click the Find button to carry out the search gt Ifthe text was not found you will see a message End of document word not found gt To close the Find window click Close gt If the text was found the first instance of your search following the current cursor position will be highlighted in the text gt Click the Find button again and the next instance of the search text will be highlighted gt Continue to click the Find button to find every instance of the search text within the document When every instance has been found you will see the message End of document find complete gt By default Rapidocs will search for the text only in the main document as shown by the tick in the Main document box See also gt Extending Find gt Replacing Text gt Extending Replace Copyright 2012 Epoq Legal Ltd 18 Rapidocs Author User Guide 2 1 4 1 2 1 4 2 Extending Find While Authoring you may also extend Find to include Intro notes licence and Captions amp control To extend the search to all areas gt Tick the boxes to sel
26. at which you finished testing previously The answers in the groups shown in Answers Manager will be re applied thereby saving you from having to answer those questions again If you want to re test a group or loop and therefore want to provide new answers you can clear the answers from that point onwards by selecting the appropriate group in Answers Manager and clicking Truncate Note that subsequent groups of answers will also be removed as changing answers in one group may affect which group of questions is presented next 2 3 13 Dependency Check When Authoring a Rapidocs document it s often very helpful to be able to find out how a particular variable is deployed in that document Most variables have a Stats tab which lists where the variable is being used however this does not give the whole picture By using the Dependency check the Author is able to identify exactly which other questions rules or validators are dependent on variable as well as showing all instances of the variable itself in the document To show dependencies gt Select the variable e g a question from the Variables Manager and right click gt Choose Highlight dependencies from the menu All questions rules validators groups and other variables that are dependent on the variable you ve selected will be highlighted in green in the Variables Manager Similarly all instances of dependent variables in the document will be highlighted in the E
27. ccccccceccceseeceeeeeceeeeeeneeceaeeeceeeeesaeeseaeesceeeeeeeeseaeeecaeeeseeeeseaeeeesees 61 Consecutive Loop Controlled Paragraphs cccscccceeceseeeeseeeeeeeeceeeeeaeeseaeeeeeeeeeaeeseaeeecaeeseeeeeseaeeesaees 62 Non Consecutive Loop Controlled Paragraphs cc cccccseseeeeeseeeeeeeeeeeeeeseaeeeeaeeeeeeesaeeseaeeeseeessaeeeeaees 62 Using LOOPS ANA Tables iii A N E AE 62 AR A TN 62 The Conditions Toolbar Button ANd MeNU oococccncccocinocococnonocononononcnn cc nn cnn cnn crac 62 Applying a Condition to 2 Parada Ni A alma de iatna Deleting a Condition from a Paragraph TY PES Of CONOS ii AA A ee ae p aaae a A tati Single and Multiple Conditions oooooconcccnncccnnncccnnccconaccnnaccon conan ccoo ccoo conan cra rana rra The Conditions MN LAA aE Using Conditions With Tables ooonoconnnnnnnncinnccinncccconcconnncnancccnnnccnannn nan nc cnn cnn nrr anna rra Using Rules Creating Rules Writing RUSS tii A A AE anime ation white Sample FUNGOS ridad ide A A Rhein Sample Text FUNCIONS titne dde Sample Number FUNCHONS iia AA on Maia Aa Sample Date EUNCHONS iii AAA eel ee Rates Sample Flag FUNCIUONS idad tddi Copyright 2012 Epoq Legal Ltd 6 Rapidocs Author User Guide Hidden Rules a tii A ea ad Re formatting Date and Number Questions Using Rules SERIO RUNES iii A A d A tan oni bens O AAN USING Valid ALORS arcada sae ates ARRE ASEO rasa iS T Arana ae Cre
28. consistency e g teh could be replaced with the or rapidocs replaced with Rapidocs to enforce the capitalisation Excluded Words allows you to define words that will always be considered incorrect during a Spell Check This may be useful for words that are no longer in common use for example old product names 2 1 7 Using Tables Rapidocs Author allows you to insert and edit tables To insert a table gt Click in the document where you wish your table to appear gt Select Table on the Tools menu then Insert via the right arrow To select a table gt Click anywhere in the table gt Select Table on the Tools menu then Select via the right arrow To edit the table margins and column widths gt Click anywhere in the table gt Select Table on the Tools menu then Edit via the right arrow gt This displays the Table Editor window Here you can change the margins of the current row and the margins and column width of the current column Note Column widths are relative rather than an absolute size If you want one Copyright 2012 Epoq Legal Ltd 22 Rapidocs Author User Guide column to be twice as wide as another set the value for the column width of the first column to be twice the value of the second It does not matter if these values are 1 and 2 or 20 and 40 the effect will be the same gt Click into
29. cut copy and paste 11 85 104 14 22 76 77 14 15 D date and time formats date format 53 date functions date input 52 date question settings 52 default values 52 53 55 deleting conditions from a paragraph 63 deleting questions 44 deleting styles 32 dependency check 85 Description 91 description document properties 89 71 101 103 70 99 dictionaries 20 104 document 10 36 104 editing 14 history 104 printing 36 104 properties 89 saving 104 document notes 88 accessing 36 Document Properties 90 document types 10 Documents 9 a editing documents 14 editing group settings 58 editing loop settings 60 editing prompts 84 editing question settings 45 editing styles 14 23 25 26 32 editor window 39 explanation panel 11 explanation popup 11 explanations defining 49 60 exporting text 41 extending find 18 extending replace 19 a y Fields manager 78 80 Fields managers 77 finding markers 33 finding text 17 Copyright 2012 Epoq Legal Ltd 108 Rapidocs Author User Guide flag questions 46 55 56 63 70 footnotes 34 editing 34 inserting 34 formats 71 101 103 date 71 101 103 numbers 71 98 103 time 71 101 103 formatting 11 formatting toolbar 14 15 Forms 9 14 77 78 80 function keys 104 functions 66 69 73 93 94 95 97 98 99 G General Document Properties 89 getting started 9 10 group 57 75 groups 57 creating 57 edit
30. example if a user ticks Yes to a question asking whether they would like more information from the Court Service a browser window will open pointing to the Court Service website Ifthey select No then nothing happens r Eg Validator More info from court service e El Name stats Type Name More info from court service Information Confirmation Warning Error Serious error Web Event Formula we 4 h if more info yes http www court service gov uk 2 3 10 Using Bookmarks and Cross References A bookmark is used to mark a point in a document so that it can be referred to later Cross references are then created to refer to a specific bookmark A bookmark may be referred to by more than one cross reference using different format settings such as by page or by clause number A bookmark may be inserted anywhere in a paragraph A cross reference is then linked to the bookmark and inserted where required Each cross reference may be re used many times ina document Bookmarks are invisible to an Assembler See also gt Inserting Bookmarks gt Inserting Cross References gt Cross Reference Settings 2 3 10 1 Inserting Bookmarks To insert a bookmark gt Place the cursor in the paragraph that you want to reference later gt On the Tools menu select New then New Bookmark or click New Bookmark on the toolbar gt Type in a meaningf
31. g E See also gt Common Question Settings gt Editing Question Settings Copyright 2012 Epoq Legal Ltd 50 Rapidocs Author User Guide 2 3 4 6 4 Validators Tab The Validators tab allows you to select one or more validators to be applied to a question during assembly A validator is a test similar to a text rule that can be set up on a question group or loop to check that criteria you have specified have been met It can be used to provide a message for information or confirmation or to warn of an invalid answer See Using Validators for a full explanation of how to use validators Question New question 1 Name Prompt Explanation Input Validators stats Available Question Validators d Guardian Validator Y Alternate Residue 100 Y combination validator Y Confirm Consideration of I PFD A Y executor validator named executor Y More than 4 Executors Y More than 4Executors Trust corp Y own jointly validator Y pensions validator Y Residuary children share not 100 Y Residue 100 F single executor validator le Li l l4 gt late See also gt Common Question Settings gt Editing Question Settings Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 51 2 3 4 6 5 Stats Tab 2 3 4 7 2 3 4 8 The Stats tab shows where a question has been used or inserted in a template This is a usef
32. in the document E Question prevent taking holidays at start Name Prompt Explanation Input Values Validators Stats Names No Name Yes for h fixed length of time Yes for their probabtion period Dialog text Yes for a fixed length of time ya Y Document text Yes for a fixed length of time El E El prevent taking holidays at start a Setting your Multiple Choice Values Names box Your multiple choice answer options are listed here You can create them as follows gt In the Name box on the right type in a name for your first option in place of the default setting New multi item 1 You will see that your text is also automatically inserted into the Names box on the left In addition to being displayed within the question in the Variables Manager this name will be used to identify use of a specific option within rules and conditions when originating a template To add a second option click the plus sign beneath the Names box on the left then type your next option into the Name box on the right Again this adds the new option to the list on the left Repeat this step to add further options Use the plus and minus buttons to add and delete options Use the up and down buttons to change the order of the options Note To change any aspect of a specific multiple choice option you need to highlight that option name in the left hand Name
33. in Inserting Questions Loop Settings After creating a new loop the Author can set various attributes for the loop by using the following tabs gt Name An explanation is given in Name Tab gt Before Allows you to optionally insert introductory text to be shown during assembly before the loop is processed You can use the formatting buttons to format the text gt Menu Text Allows you to insert the text that appears during assembly above the list of answers that you see when you click on the Menu button gt Explanation This can be used to provide the Assembler with advice on how to answer the questions in the loop during assembly It appears immediately above the question s in the panel gt Group Allows you to insert questions into the loop See Putting Questions into a Loop gt Validators A validator is a test similar to a rule that can be set up on a group to check that criteria you have specified have been met It can be used to provide a message for information or confirmation or to warn of an invalid answer For detailed information on the Validators tab see Using Validators gt Menu Item An explanation is given in Menu Item Tab gt Stats Shows where a loop counter has been used or inserted into a template This is a useful feature for example to identify any dependencies on a loop before you delete it 2 3 6 4 1 Name Tab for Loops The Name tab in the loop settings contain
34. is True or False using an additional pull down menu that will appear It is also possible to make a paragraph conditional on more than one question as described in Single and Multiple Conditions Single and Multiple Conditions When you make a paragraph conditional on the answer to a single question a condition is created and named after the selected question It is important to distinguish between conditions that are listed above the separator line on the Conditions menu and questions that appear below the line Note If there are a large number of conditions then the Conditions menu will be split into two separate sub menus Existing conditions and Available for conditions This simply makes the list more manageable and is equivalent to the conditions shown above and below the separator line Selecting a condition from above the line will replace any existing condition that is applied to the current paragraph However selecting a question from below the line will add that question to any existing condition applied to the current paragraph By default this will require all elements of the condition to be true for the paragraph to appear This is known as a Boolean AND condition You can change the logic that applies to multiple conditions by choosing OR or AND from the Conditions menu This can also be done using the Conditions Manager A Boolean OR implies that the paragraph will appear if any of the elements of
35. levels gt Style Level control allows you to specify how many levels of numbering you want gt Sample displays an example of the number format you have specified Advanced numbering Click the Advanced button to display the Advanced Numbering dialog Here you can specify additional number sequences To create a new number sequence select the Custom sequence option and enter a name for your new sequence You can then change the settings for this sequence using the main Numbering tab display 7 E Style Numbered 1 Style Format Numbering Number list format Style level control Format level f y Automatic Number style 1 2 3 gt Sedfyieve fi z Delimiter E F This option controls the depth of the style Separator Tab v Show all levels Hide some levels 1 7 Sample for current style Sequence Numbered Advanced T Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 31 Style Tab The features on the Style tab enable you to view details of the current style You can also add styles to the list of those currently available for use or create a new style In the Current Details area you can see the following gt The name of the current style in the Name box Click on the down arrow to change the current style Note that the current style name changes in the window header gt The style of the paragraph that follows in
36. paragraph which has been dynamically numbered using Styles See Numbering Tab in Style Settings gt Page Allows you to refer to the page number on which the bookmark appears gt Text Allows you to refer to the text of the paragraph in which the bookmark appears Reference This allows you to select the bookmark to which the cross reference will refer Required This makes the cross reference a required reference This means that if the bookmark is in a conditional paragraph where the condition is not met the cross reference will still appear during assembly showing a bookmark undefined error message This is a useful feature for checking that all cross references have values Stats On the Stats tab of the settings window you can see the number of times the bookmark or cross reference has been inserted into the template Note A cross reference in the Document Notes can be linked to a bookmark in either the document or the Document Notes Using PDF Forms Rapidocs Author allows you to create form templates as well as document templates by importing Adobe Acrobat PDF forms Many common forms such as those from government bodies already exist in this format Importing your forms into Rapidocs gives you many benefits including gt Saving answers Rapidocs enables you to save answers at any time and return to your document later gt Intelligent questioning Rapidocs controls the logic relating t
37. text in lower case Text lowercase text uppercase Returns the text in upper case Text uppercase text mixedcase Retums the text with the first letter of each Text mixedcase text word in upper case firstcase Returns the text with the first letter of the Text firstcase text first word in upper case Retums the text with commas in place of Text csv text line breaks Retums the total number of characters in Number length text the text Returns a non text question as text Text string any Retums the part of the text starting from Text copy text start count start letters from the beginning of the text for count letters Retums the number of letters from the pos ToFind Text beginning of the text that ToFind first appears Adds all the text together Text1 Text2 Text3 etc Text Functions Examples The following table shows examples for some of the functions listed in Text Functions Copyright 2012 Epoq Legal Ltd Appendices 95 Formula Values Result lowercase Text or lower Text Text Mr Smith mr smith uppercase Text or upper Text Text Mr Smith MR SMITH mixedcase Text Text mr SMITH Mr Smith firstcase Text Text Mr Smith Mr smith csv Text Text 123 Somewhere Sometown 123 Somewhere Sometown A123BC A1
38. than and Compares one number as less than or equal equals signs to another Copyright 2012 Epoq Legal Ltd 98 Rapidocs Author User Guide 3 1 9 Number Formatting Functions The following functions are used to display numbers in different formats Formatting Functions Examples See also Number Name Explanation Returns Syntax CardinalFC Returns the number as text with the first letter in upper case Text Cardinal FC Number CardinalLC Returns the number as text in lower case Text CardinalLC Number CardinalMC Returns the number as text with the first letter of each word in upper case Text Cardinal MC Number CardinalUC Returns the number as text in upper case Text CardinalUC Number LetterLC Returns the number represented as a lower case letter a 1 Text LetterLC Number LetterUC Returns the number represented as an upper case letter A 1 Text LetterUC Number OrdinalFC Returns the number as an ordinal as text with the first letter in upper case Text OrdinalF C Number OrdinalLC Returns the number as an ordinal as text in lower case Text OrdinalLC Number OrdinalMC Returns the number as an ordinal as text with the first letter of each word in upper case Text OrdinalMC Number OrdinalUC Returns the number as an ordinal as text in upper ca
39. the condition are true Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 65 2 3 7 6 The Conditions Manager The Conditions Manager gives you a convenient way to manage conditions in a template particularly multiple conditions Using the Conditions Manager you can give a meaningful name to any condition and change the Boolean logic that is applied to multiple conditions You can also influence the order in which questions may be asked during assembly Furthermore you can delete the condition thus removing all instances of it in the template To access the Conditions Manager select Conditions Manager on the Tools menu or press F8 Y EZ Conditions Manager Condition Editor Conditions Report Conditions Show Single Conditions EJ New question 1 AND New question 2 Delete Name New question 1 AND New question 2 AND All conditions must be met for paragraph to show C OR Any condition can be met for paragraph to show Order New question 1 New question 2 Lolo Le By default the Conditions Manager shows all conditions in use in the current document If you want to list only multiple conditions un tick the Show Single Conditions box Renaming a Condition You can rename any single or multiple condition by selecting it in the list and changing the value in the Name box Changing the Logic of a Condition By default a multiple condition will cause
40. your document gt To replace the word with one of the suggested spellings simply click on your chosen spelling in the Suggestions box then click Change to change one instance or Change All to change all instances in your document gt You can also replace the word with a spelling of your own To do this type the new spelling in the Change to box then click Change or Change All gt If you inadvertently change a spelling and wish to undo the change you can click Go Back to reverse the change gt You can add the word to your custom dictionary by clicking Add You must have configured a custom dictionary for this feature to be available See Spell Check Options and Dictionaries Once added to the custom dictionary this word will no longer be reported as misspelt Spell Check Options and Dictionaries To set up Spell Check options or customise your dictionaries click on the Options box in the Spelling Check window This displays the Spelling Options window which enables various choices Simply tick any required options to refine your Spell Check Note You can access the Spelling Options window directly by holding the Ctrl key down while selecting Spell Check on the Tools window The Spelling Options window also shows the dictionaries that may be used during the Spell Check You can select which dictionaries are active by ticking the
41. 2 3BC length Text Text Mr Smith string Any Any 100 copy Text 1 2 Text Mr Smith Mr pos Mr Text Text Mr Smith 1 Text1 and Text2 Text1 Jack Text2 Jill Jack and Jill 3 1 5 Number Functions The following functions evaluate to a numeric value See also Number Functions Examples Explanation Returns Syntax Returns the value of a number without the sign Number abs Number Returns the given number rounded to the next highest whole number Number ceil Number Returns the given number rounded down to the nearest whole number Number floor Number Returns the fractional part of a number Float frac Number Returns the whole number remaining after one integer has been divided by another e g mod 7 3 gives 1 as the result Number mod Number1 Number2 number Returns the numeric value contained in a string Number number String power Returns the first number to the power of the second number Number power Number Power round Converts decimals to whole numbers rounding up or down as needed Any x 5 number will be rounded to the nearest even number Integer round Number Returns the square of a number Number sqr Number Returns the square root of a number Numb
42. Centimetres cm e Millimetres mm e Points pt 1 72 inches e Picas pi a sixth of an inch e Inches in Alignment the horizontal alignment of a paragraph Page breaks allows you to insert a page break before a paragraph Line spacing sets the amount of vertical space between each line in the paragraph Create Indent automatically creates a hanging indent for use with numbered or bulleted styles Reset to Normal reverses the action of the Create Indent button Below these settings is a preview window that allows you to view the effects of any changes as you are making them r Es Format Character Tabs Indents Left 0 3 in Right Din bid Top 2p lt Bottom Opt First line 0 3 in E Create indent Reset to normal Preview Alignment Flushleft Centred Flush right Justified Page breaks 7 Page break before paragraph Line spacing Single z Copyright 2012 Epoq Legal Ltd 28 Rapidocs Author User Guide Character Tab In the Format tab you can change the character settings by clicking the lower Edit button This will enable you to edit the following gt Font name gt Font size gt Font style gt Font effect Below this is a preview window that allows you to view the effects of any changes as you are making them Font Style Regular Italic Bold Bold Italic Regular Strikethrough Und
43. Frida of partner taking place within Conditional period and if my Expecting to marry marriage Gifts of y amp specific items to civil partnership with Name of partner takes place within Conditional period all former Wills Gaida and codicils made by me are hereby revoked I PFD A Legacies cont 2 APPOINTMENT OF TRUSTEES Liabilities Ma 3 a appoint my partner and address and 1 exec2 exec3 exec4 exec to be the Executors and mo r Trustees of this my Will my Trustees which expression shall include the personal Questions 135 Groups Loops 46 Rules Validators 108 Conditions 71 Copyright 2012 Epoq Legal Ltd 40 Rapidocs Author User Guide 2 3 2 The Variables Manager When you open a template you will see the Variables Manager on the left The Variables Manager is fundamental to Origination Authoring lt lists every variable created for the template allowing you to manage the structure of your template s assembly with ease The different types of variable are shown in the table below Icon Description New Question New Group New Loop New Rule New Validator New Bookmark New Cross Reference New Hyperlink Edit currently selected variable amp e gt O Copy currently selected variable Delete currently selected variable Insert currently selected variable to document
44. If you wish to discard the most recent set of changes you ve made to your template and revert to a version saved previously you can use the Revert to previous feature to do so By selecting Tools Revert to previous it will list all previously saved versions of your template You can select which version to restore however you should be aware that doing so will lose all subsequent edits and changes to any newer version s you ve saved If you wish to purge all previous versions of documents use Clear saved revisions from the File menu on the Home tab Inserting Document Notes You may wish to provide some notes to help the Assembler These notes might include important background information or simply be an overview of the document The notes are created in the Authoring Window and will then be available for selection during assembly To create your document notes gt Onthe View menu click on Document Notes This enables tabs in the Authoring Window for Document and Document Notes gt Inthe Document Notes tab insert your required text You can then conveniently tab between Document and Document Notes to edit either screen gt To hide the Document Notes tab simply un tick Document Notes on the View menu This does not prevent the Document Notes tab being available during assembly when you publish your document nor do you lose the text you have alrea
45. Pictures and Special Characters cccccccsccecseeeeeeeeceeeeeeaeeceeeeeceaeeeeaeeeeeeeeseaeeeeaeeeseeeesseeseneeess 32 Numbering Res Oti dia AA A cavities 33 Page Breaks iii A A A AA A A ais 33 USING MarkerS ia RA Aide 33 Using Footnotes sae pd 34 Using Hyperlink S isse eraa eoe aa a a Aeaaeai Aaaa Eea Earne 34 PHOT CONG TX a A Te pea anne a aaa a a A a a r ae aaia a 35 Printing Documents a 36 Print Preview E NA NA 36 Authoring DOCU ME NtS iii A 38 The Authoring SGre i siiicciscscsscsvesnccsssesessoviencevecsccesasivesneicesesonsssconedccsteresacsvetnstestedenstecsucevessdusussecenteustsvconeress 39 The Variables Manager r cccttacuctcessdsccdeescosivesssvescosaouenselccnscecsustesastecuansesseucdietbescsecevencivessdvetsenie 40 Im porting and Exporting Text cccccesscesseeeeeseeeeeneeeseeeesaeeeeaeeeeseeensaeeseaeeesaeeseaeessaeeesaeeeseaeessaeeseeeeneaeeseaees 41 Using Questions a 43 Inserting Questions ivan A a nue dis a eon 43 Copyright 2012 Epoq Legal Ltd Contents 5 Del ting QUESOS ici A is Aia Copying Questions Editing Question Settings Using Variables Within Question SettidgS ooonocnnnnncnnnccnnnccnnnnccconcnnancccnnncccnnn ccoo cc nnr cnn anna rca 45 Common Question Settings iia aba 46 Name Tab ii AA A A eh Save eed eee ieee 47 Prompt AAN 48 Explanation Tab A AAA ow dine Sra heed oan a oie eel 49 Validators Tabs coi A dd 50 Stats Tab ia A AA el edad aie ead naan
46. Rapidocs Author User Manual TM Rapidocs Author User Manual version 1 1 0 Author S Robinson This manual is 2012 Epoq Group Ltd Rapidocs Author User Guide Copyright 02012 Epoq Legal Ltd This user guide and related software is copyright O Epoq Legal Ltd 2012 All rights reserved No part of this user guide may be reproduced stored in a retrieval system or transmitted in any way or by any means including photocopying or recording without the written permission of the copyright holder application for which should be addressed to the publisher Trade mark The Rapidocs logo is a registered trademark of Epoq Legal Ltd The wordmarks RAPIDOCS and EPOQ are trademarks of Epoq Legal Ltd Terms of Use This user guide and all accompanying documents and materials form part of the software as defined in the relevant Rapidocs software licence or supply of software agreement and as such is subjectto the terms and limitations of liability detailed in such licence or supply agreement The content ofthis user guide is provided for informational use only is subject to change without notice and should not be construed as a commitment by Epoq Legal Ltd Epoq Legal Ltd assumes no responsibility or liability for any errors or inaccuracies that may appear in this user guide Publisher Epoq Legal Ltd Middlesex House 29 45 High Street Edgware Middlesex HA8 7UU Editor Stuart Robinson Date May 2012
47. Rules that evaluate to a numeric value are indicated by a blue icon in the Variables Manager For other examples of functions see Sample Functions 2 3 8 3 3 Sample Date Functions When Rapidocs determines that a rule will result in a date value the Format tab will be enabled This allows you to determine the way in which the result of the rule will be displayed in the document See Format Tab for Date Questions for more information about formatting dates There are several functions that can be used to manipulate dates The following example returns the day of the week of the date held in the question StartDate dayname StartDate Rules that evaluate to a date are indicated by a yellow icon in the Variables Manager For other examples of functions see Sample Functions 2 3 8 3 4 Sample Flag Functions Flag functions also known as Boolean functions are straightforward to use consisting of a statement that could either be true or false For example Percentage gt 50 This flag statement would be true if the answer to the number question Percentage is greater than or equal to 50 You can make paragraphs conditional on flag rules via the Conditions menu See Types of Conditions Another example of a flag rule is Forename John and Surname Smith This will be true if the question called Forename is answered John and the question called Surname is answered Smi
48. The Menu Item tab in the loop settings only appears if questions have been inserted into the loop It allows you to control the text the Assembler will see once they have completed all the loop answers and clicked on the Menu button The answers for each repetition of the loop are displayed on one line with all the repetitions displayed in a list If there are many questions in each loop repetition there may not be enough space for all the answers to be displayed Therefore the Author can select which answers are displayed in this list Note that the Assembler only has to double click on any line to edit the full set of answers within one repetition whether or not they are displayed on this list In the Menu Item tab the first column allows you to change the order in which the fields are displayed by clicking on the down arrow to the right of the first column Select None to take a field out of the display The second column should contain any punctuation required between the fields The text beneath the boxes shows a sample of how each line will be displayed during assembly Numbering Paragraphs in a Loop You can number each paragraph containing loop controlled questions by inserting the Value of the loop into the template To do this gt Position your cursor in the text where you want the numbering to appear usually at the beginning gt Click on the loop Value in the Variables Manager then click the Insert butto
49. Thursday Date of month as a short ordinal e g 7th Month as number without leading zeros e g 1 Month as number with leading zeros e g 01 Abbreviated month name e g Jan Month name e g January Last two digits of year e g 99 All digits of year e g 1999 Time Format Masks The possible mask values for time elements are shown in the table below followed by some examples Result Hour without leading zeros e g 9 Hour with leading zeros e g 09 Minute without leading zeros e g 8 Minute with leading zeros e g 08 Second without leading zeros e g 6 Second with leading zeros e g 06 Copyright 2012 Epoq Legal Ltd Appendices 103 3 2 3 3 3 3 3 1 Before or after midday in lower case e g am Before or after midday in upper case e g AM Date and Time Format Examples The table below gives some examples using date and time format masks Mask Result dd mm yy 07 01 99 ddd d mmm yy Thu 7 Jan 99 ddd D mmm yyyy Thu 7th Jan 1999 dddd dd mmmm yyyy Thursday 07 January 1999 dd mm yy h nn ss AM PM 07 01 99 9 08 06 AM Appendix C Number Formats When defining the settings of a number question or in some number related formulae Rapidocs can generate numeric values in custom formats To specify the required format you need to use a mask
50. a paragraph to appear only if all elements of the condition apply This is known as a Boolean AND Using the Conditions Manager you can change the logic of the selected condition to use a Boolean OR instead This will cause a paragraph to appear if at least one of the elements of the condition apply Changing the Order of Questions in a Condition It is possible to influence the order in which the condition logic is evaluated and consequently the order in which the questions are asked during assembly by changing the order of the questions rules in the multiple condition To do this select the question in the Order box and move it up or down using the arrows Deleting a Condition Select the condition to be removed and then use the Delete button If you want to remove part of a condition in a multiple condition select the question rule to be removed from the Order box and use the button Note The Conditions Report tab shows the conditions index of each condition Copyright 2012 Epoq Legal Ltd 66 Rapidocs Author User Guide 2 3 7 7 2 3 8 applied to the document This is for information purposes and not expected to be of use to most authors Using Conditions with Tables It is possible to make individual table cells conditional To do this place the cursor in the cell in question and use the conditions toolbar button to apply the condition as with any other paragraph If an entire r
51. aph gt Deleting a Condition from a Paragraph gt Types of Conditions gt Single and Multiple Conditions gt The Conditions Manager gt Using Conditions with Tables 2 3 7 1 The Conditions Toolbar Button and Menu Paragraphs can be made conditional on the answer given to a question The Conditions button which is on the right hand side of the toolbar will always display the condition that applies to the current paragraph The default setting is Unconditional You can select a condition to be applied to the current paragraph by clicking on the Conditions button to reveal the Conditions menu The Conditions menu is split into two sections Existing Conditions and Available for Conditions The former lists all conditions that are already in use in the current document enabling them to be conveniently re selected The latter lists the questions and rules in the template arranged in their groups loops and flag rules all of which may be used to form conditions If a selection includes multiple paragraphs with different conditions applied the toolbar button will display lt Conditions gt Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 63 2 3 7 2 2 3 7 3 2 3 7 4 Applying a Condition to a Paragraph To make a paragraph appear if a condition is met gt Place the cursor somewhere in the paragraph gt Click on the Conditions toolbar button to reveal the Conditions Menu gt Sele
52. apidocs manages this intuitively for you Inserting a New Question Copyright 2012 Epoq Legal Ltd 44 Rapidocs Author User Guide 2 3 4 2 To insert a new question gt Inthe Editor Window place the cursor in the position where you want your question to be i e where you wish the answer to your question to appear in the assembled document gt Click New Question on the Variables Manager toolbar gt Type in a name for the question This name will be displayed in the Variables Manager and also in the Editor Window It is best to keep the name short but easily identifiable gt Select the type of question Text Number Date Multiple Choice or Flag Information Only Change any desired settings for the question v Click the Insert button on the toolbar The currently selected question will be inserted in red into the document This is to indicate that it is a variable rather than just normal text Note If you do not want the question to be inserted into the document click OK instead of Insert It will then be stored in the Variables Manager ready either to be inserted or to be used at a later stage within a condition or rule Inserting an Existing Question To insert an existing question gt Ensure that your cursor is in the right place in the Editor Window and that the question is selected in the Variables Manager gt Then either click the Insert but
53. appropriate boxes Changes to these settings will be saved and applied to all documents you work with To locate a dictionary to be used for the Spell Check tick the Locate Dictionaries box You can then browse for the folder containing the appropriate dictionary Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 21 As you check the spelling of a document you might identify words you wish to add to your custom dictionary To select which dictionary these words will be added to use the Custom Dictionary pull down on the Spelling Options window A word will be added to the selected dictionary when you click the Add button Custom Dictionaries Rapidocs Author allows you to configure multiple custom dictionaries for example to store business specific terms By default Rapidocs is configured with a personal custom dictionary which will be named after your login ID for any words you wish to add as you work within Rapidocs You can also choose to include words from any existing CUSTOM DIC file from your Microsoft Word installation To configure the custom dictionaries available click the Dictionaries button on the Spelling Options window In the Dictionaries window you will see a CUSTOM DIC box CUSTOM DIC is a special entry that links Rapidocs to your existing custom dictionary in your Microsoft Word environment You cannot select this as your default dictionary in Rapidocs but if yo
54. arate the sections for positive negative and zero numbers Custom Numbers Examples The table below shows some sample custom number formats and the results produced when the formats are applied to different values Format string 1234 1234 0 1234 1234 0 00 1234 00 1234 00 HH 1234 1234 0 00 1 234 00 1 234 00 0 50 0 00 0 00 0 00 1 234 00 1 234 00 0 50 0 00 0 00 Zero 1 234 00 1 234 00 0 50 Zero 0 000E 00 1 234E 03 1 234E 03 5 000E 01 0 000E 00 HHE 0 1 234E3 1 234E3 5E 1 OEO Appendix D Keyboard Shortcuts Rapidocs has many keyboard shortcuts built into the application for efficiency Regular users of the software will find these shortcuts an invaluable productivity aid When using a shortcut note the conventions used below For example Ctrl F means that you hold down the key normally labelled Ctrl on your keyboard and press the letter F In some cases the shortcut may only be enabled in certain parts of the Rapidocs application Restrictions are indicated where appropriate Familiar Microsoft Windows keyboard conventions are normally supported within Rapidocs ES Ctri A Select all a Ctrl C Copy selection to clipboard me Ctrl V Paste from clipboard Copyright 2012 Epoq Legal Ltd Appendices 105 MON peee
55. areas gt Tick the boxes to select the appropriate search areas gt Click the Find button and keep doing so until the search has been completed in all three areas Then click Replace or Replace All as required Rapidocs shows the search results in the following order first the Main document then if applicable an extended window will appear showing the results of the Intro notes licence search and finally the results of the Captions amp control search gt When all results in all three areas have been found you will see the message End of document find complete Page Setup Page Setup is used to set the header and footer of the printed page if required Page Setup Reset to defaults Headers and footers can be customised and will be displayed when the document is printed Select Page Setup on the File menu then click on the Header and Footer tabs to specify their respective contents You can edit the following settings gt You can align text to the left middle or right of the header or footer Use the down arrow on the Inserts boxes to choose the contents and format such as time or date This will insert the appropriate abbreviation You can also type in your own custom text gt You can insert variables in the header or footer by enclosing the variable name in symbols E g Name of Applicant will insert the answer to the Na
56. ating Valida S ia A AAA A Rh a ai ide Using Validators ma QUESTION suomi arta Aden ue ani ean ganas Using Validators m a FOUR ha Hen ennai weet vie Using Validators in a LOOP mimi Web E D A cad Satie aad ed Ga Using Bookmarks and Cross References ccsscccseceseceeeeeeeeeneeneneeeeaneesaeeenaeeseaeeesaeeeneaeeseaeeeseeenseeensaees InSerting BOOKMANKS LA cas agin Nite heen vee ee enone tee Inserting Cross ReferenCes iii A A A Ed cantina Cross Reference Settings oooocoinincnnncnncccnncccconccconnccnn ccoo cc nan cnn nc crac rana Using PDF Forms sessen Importing PDF Forms Workinig w ith PDR FO MS cia A ace PDF Fields Managen aiaa aaie dds Geediea sabivashaeeviele siesta Ea A A iN EA alenvende die Meuse EERTE PDF Pages MN AAA Aid Test Assembly sssr Editing Prompts TromASSembly iii nd cede SA Sein ees TNE ANSWErs MANAGER ici dali od lied Ei iii des Dependency Che Civ sciccsccccusccvcdscceesscesevertesacencescesesacstenssousdsocerssoaetssinevbccesuacssutsidioneadpnaresgeiesdetevetessssistsedeszseate Deleting Unused Variables icons ARA AAA Aid Saving Template Sra a dees isscesace ontusses seucaudecssiessexsesvouscvsuctivancstucseasdess sbonsaubinsessestiecdacsissacn Inserting Document Note S nt dies at eae a aiaa oaaae aa aiaa aana ainara uante daaa aasia 4 Using Rapidocs Document PropertiesS comcconcconconcconcnoncnanenancnnnconanonanenanoncnnarenarenanones General Document Properties oomncinnnccnnccinnccnnncncc
57. b The Prompt tab allows you to set the actual wording of the question to be asked during assembly If you do not enter any text here then by default the question name itself will be displayed during assembly The text you enter can be formatted using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text See Using Variables Within Question Settings p Question New question 1 Name Prompt Explanation Input validators Stats Normal 7j B 1 YJ wi ht hl ll a e Whatis the name of the employee A See also gt Common Question Settings gt Editing Question Settings Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 49 2 3 4 6 3 Explanation Tab The Explanation tab enables you to give advice on how to answer the question Any text that you enter here will appear during assembly in the explanation popup directly to the left of the current question unless you ve chosen to show explanation panels in the bottom left of the screen This text can be formatted using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text See Using Variables Within Question Settings r Question New question 1 Name Prompt Explanation Input validators Stats Normal Ja ulss38 0 0m
58. beneficiaries ctd has succeeded to and carries on their practice to be the executors and trustees of this my Will my Trug that only two of them one being a named Executor and the other being a partner or the sole principal ofti Y Residuary beneficiaries no partner Residuary beneficiaries no partner or Residuary beneficiaries no partner children nPooroeroooroere 49 Specific legacies gt A 48 Sibsttute guardare includes an incorporated practice recognised by the Solicitors Regulation Authority and partners includes Residuary beneficiaries no partner or children gt al owners of shares in such practice a aa Specific legacies F 3 CREMATION 4h Substitute guardians have chidren Pie wish my body to be cremated 4 Testator s children MF havechildren BE have children F Mo 4 Value of estate F Yes F children under 18 gt ba A perineal 14 BURIAL e Value of estate 2 is HF children all over25 gt a wish my body to be buried 41 What to do next x z EE Rules 4 System Variables 5 44 IO AO 1 11 05 2012 Deleting a Condition from a Paragraph To remove any condition that applies to the current paragraph or selected area of text select the Unconditional item on the Conditions menu If the condition is no longer used anywhere in the current document it will automatically be removed and will no longer appear in the Conditions menu Types of Cond
59. ble the Auto create fields when importing from Word and RTF function in Rapidocs Options This feature can be used for both Microsoft Word doc and Rich Text Format rtf files All fields will be created as Text questions and listed as Ungrouped questions in the Variables Manager Exporting Rapidocs Text to Other Applications Rapidocs allows you to export text from Rapidocs to your file system in Microsoft Word doc Rich Text rtf XML HTML or Plain Text txt formats To export text gt Select Export on the File menu gt Select the format into which you would like to export the file gt This displays the appropriate export window where you can browse to the location where you would wish to export the file gt Type in a name for the file gt Click Save A copy of the main text of your document is exported leaving the original text intact Copyright 2012 Epoq Legal Ltd 42 Rapidocs Author User Guide Note that if you choose to export your text to Microsoft Word format you will not be prompted to enter a file name Rapidocs will simply run Word and export the text to a new document You can then save this document in Word in the usual manner Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 43 2 3 4 Using Questions To create a question choose one of the following methods gt Click on the New Question button in the Variab
60. ct the condition from the menu To apply a condition to more than one paragraph at once select the paragraphs and then apply the condition Note that the entire paragraph does not need to be selected if any text in the paragraph is selected the entire paragraph will be made conditional You will notice a blue marker appears in the left hand margin to show that the paragraph is conditional Z Rado Author AAN be gt Home Comprehensive Will for a Married Person or Civil Partner gt Details of children File Edit Format View Tools Help fj Q8A mode gt 4h Details of partner fed 100 E la 3 Y sil ES Body tet wide spaced FEND EA pame mier Details of testator Execution OO amp F SSO OT Doament notes Unconditional 4h Final question Existing conditions al Firm of solicitors I PFD A 4 Precursor force ruleThis is the last Will and testament of me name q Available for conditions Gieo ES ulcchildren hidden Legacies cont 4 Gifts of money amp specific items E Labiities 4 REVOCATION 4 Guardians El 42 Marrisge Civi partnership ELF expectng to mary hereby revoke all former Wills and testamentary dispositions made by me and declare this to be my last IPFD A tan Legacies cont E AeneA 1 1 1 hereby revoke all former Wills and testamentary dispositions made by me and declare this 4 aptos marriage dvil partnership 1 2 declare that this Will is not to be revoked by my intended Expecti
61. d return after any paragraph A soft return entered using Shift Retum allows you to insert any amount of text or blank lines into your document without breaking up the paragraphs Note An alternative to using blank lines to separate loop controlled paragraphs is to increase the bottom margin settings on the paragraph This is done by choosing Style on the Format menu and changing the appropriate Paragraph settings See Style Settings for more information 2 3 6 8 Non Consecutive Loop Controlled Paragraphs Where loop controlled paragraphs are separated by two or more hard returns they are considered to be non consecutive This means that they will be repeated individually rather than as part of a group 2 3 6 9 Using Loops and Tables It is often convenient to insert loop controlled questions or paragraphs into a table cell Provided every cell in a particular row is controlled by the same loop then that row will be repeated for each iteration of the loop 2 3 7 Using Conditions A condition is used to make a paragraph appear during assembly only if a certain condition is met and to disappear if it is not It is a simple and convenient way of inserting the appropriate choice of text into a document without having to use a rule A condition cannot be applied to part of a paragraph but must be applied to one or more whole paragraphs See also gt The Conditions Toolbar Button and Menu gt Applying a Condition to a Paragr
62. ditor Window Copyright 2012 Epoq Legal Ltd 86 Rapidocs Author User Guide To remove all highlighting gt Select any variable from the Variables Manager and right click gt Choose Clear highlights from the menu The dependency check will also be invoked whenever the Author views Stats tab of any variable Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 87 2 3 14 Deleting Unused Variables During Authoring of most templates and particularly when working with PDF forms you will find that you are left with a number of variables in your document which are no longer needed Either they were created and then found to be unnecessary or perhaps were created to test part of the document and then deleted from it Generally speaking such variables will remain listed in the Variables Manager and won t automatically be removed from the document Using the Delete Unused Variable tool in the Tools menu enables you to remove these variables automatically and tidy up your template ready for deployment You can select some or all of the unused variables to be deleted however it s worth noting that once removed there is no way to undo this action other than reverting to a previous version see Saving Templates y Delete Unused Variables Select which of the following unused variables you would like to delete then click OK Any variables required by any rules or val
63. double click on the rule in the Variables Manager then click the Insert button in the rule settings window or gt Select the appropriate rule in the Variables Manager and click the Insert button on the toolbar Inserted rules are shown by default in teal text in the Origination Window On the Stats tab you can see the number of times that the rule is inserted into the template Editing Rules If you want to edit a rule that you have already inserted gt Double click on the rule either in the Origination Window or in the Variables Manager Copyright 2012 Epoq Legal Ltd 72 Rapidocs Author User Guide gt Make the desired changes to the rule gt Click OK Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 73 2 3 9 2 3 9 1 Using Validators A validator is a test similar to a rule that can be set up on a question group or loop to check that criteria you have specified have been met by the Assembler when answering a question lt can be used to provide a message for information or confirmation or to warn of an invalid answer Validators always result in a text output for example Must add up to 100 or Invalid name See also Creating Validators Using Validators in a Question Using Validators in a Group Using Validators in a Loop Web Events VV VV V Creating Validators You can create a validator in
64. dren no partner lation Authority and partners includes EA Personal chattels children partner Personal chattels children no partner Personal chattels others solicitors who are directors or members or beneficial owners of shares in such practice Personal chattels others El E appoint the partners or sole principal at the date of my death in the firm of name of firm of solicitors CC a Personal chattels partner no children t date has succeeded to and carries pP Personal chattels partner no children on their practice to be the Executors and Trustees of this my Will my Trustees which expression shall Pets wish that only two of them shall prove Pets E this Will and act initially in its trusts In this clause firm includes an incorporated practice recognised by ludes solicitors who are directors or AR Preiminary questions members or beneficial owners of shares in such practice Preliminary questions Property questions ir Property questions a e By Residuary beneficiaries appoint 1 exec2 exec3 exec4 exec to be the Executors and Trustees of this my Will my Trustees whi de esters ae ives of my estate SUBMIS E Residuary beneficiaries children E Residuary beneficaries ctd Jolicitors or the firm which at that date presentatives of my estate wish ally in its trusts In this clause firm appoint 1 exec2 exec3 exec exec and the partners or sole principal at the date of my death in the fim 4 Residuary
65. dy inserted as re enabling the tab will display your text Paragraphs of text in Document Notes can be made conditional in the same way as they can in the main template see Using Conditions This means that notes can be written which will only appear during assembly if certain answers are chosen You can insert variables into your document notes but the question will only be asked if it is also used in the main document Having created your document notes they will be available for selection as a tab during assembly To see this click the Assemble button or press F9 To print the document notes place the cursor in the document notes window and select Print on the File menu Document notes can also be printed along with the main document at any time during assembly by ticking Include document notes on the Print menu For more details of how to preview and print document notes see Printing Documents Further tabs can be enabled in which appropriate notes can be inserted for different purposes These include a Licence which might include terms and conditions relating to the use of a document for example a disclaimer If included then this will need to be accepted by the Assembler before they are able to proceed to the questionnaire Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 89 2 4 2 4 1 Using Rapidocs Document Properties Rapidocs document properties are d
66. e enclosed in square brackets Uncheck this option if you do not require this feature See Importing and Exporting Text for more information gt File Location This is the location in which any documents you Originate Author will be saved You may specify a location or select the My Documents folder By default the location is C Documents and Settings username My Documents Rapidocs Files Prompts This allows you to set display defaults for question prompts Here you can assign a font type and size for particular styles Then when you go into the Prompt setting for an individual question in a document simply choose the required style which will have the new settings already applied New Template This allows you to set default attributes i e Document Properties that will be applied to each newly created unpublished WIP template Publication This allows you to set default attributes for your document There are two tabs within the Publication tab Name and Ownership In both of them simply check the items you wish to make a default setting and insert your required text The default attributes you set will then appear in the appropriate fields in Rapidocs Document Properties New Document This allows you to set default attributes that will be applied each time a document is created from a template Copyright 2012 Epoq Legal Ltd 14 Rapidocs Au
67. e in that document Note If you receive a warning message about creating new Enterprise styles please ignore this and select No to create a style for this document only Enterprise styles are not used in this edition of Rapidocs version 4 0 Deleting Styles To delete a style from the available style list gt Choose Style on the Format menu and click the Style tab gt In Style Delete select a style name in the Document Style field gt Click on the Delete button to remove the style from the list You cannot delete the style of the currently selected paragraph as this style name will not appear in the list If you delete a style that is currently in use in a document the style button will display the style name Deleted for any paragraphs that previously used that style The text of those paragraphs would then appear in the Normal style in italics The deleted style will no longer be available in new documents Inserting objects This enables you to insert objects such as images special characters and footnotes The options are generally found from the Insert option on the Tools menu Inserting Pictures and Special Characters Inserting Pictures Rapidocs Author allows you to insert a picture from a graphics application into your document For example this may be used to insert a company logo Supported formats include jpg bmp emf and wmf file types To insert
68. e inserted into the Find what box gt By default Rapidocs will ignore the case of the text you enter If you would prefer the case not to be ignored tick the Case sensitive box gt By default Rapidocs will search for the exact text you type in whether it is part of a word or a complete word If you wish the search to apply only to complete words tick the Whole words only box gt Inthe Replace with box type the text with which you would like to replace the text you are searching for Clicking on the arrow to the right of this box allows you to see the most recent Replace requests and choose one of them if you wish Note Also included in the Replace with pull down menu is the full list of variables in the document You can use this feature to replace text with the answer to a question For example you can replace references to the word beneficiary with the answer to the existing question Who is the beneficiary This is particularly useful when converting a new document into a Rapidocs template If the question does not already exist you can create one using the Replace as question option described below gt Ticking the Replace as question box changes your Replace text into a question meaning that a variable will then appear as an ungrouped question in the Variables Manager This option is supported in the main document When replacing text in a licence or in
69. ecimals For example 1 4 7 5 9 7746 gt Date The date value uses an internal Rapidocs format that may be passed between different functions gt Flag Boolean These can be either TRUE or FALSE Syntax Most functions require one or more parameters to perform its task text CardinalLC Number Function type Parameter type Types in functions For example the syntax of the function CardinalLC is shown as text CardinalLC NumberY This shows that it requires a single number parameter which can be either the value of a number question the result of another function returning a number or a literal value As it is a text function it returns the result i e a number as a text value Some functions such as an If statement require more than one parameter The syntax of a basic If statement is made up of three parts If condition then clause else clause The condition is a test that should either result in a flag true or false or be a specific value of a multiple choice question The then clause is what will happen if the condition is met otherwise the else clause will be used Each parameter must be separated by a comma and there must always be three parameters The values returned by the then and else clauses must be of the same type Nested Functions A parameter can also contain functions For example Iflageof DateofBirth gt 16 uppercase Name MINOR
70. ect the appropriate search areas gt Click the Find button and keep doing so until the search has been completed in all three areas Rapidocs shows the search results in the following order first the Main document then if applicable an extended window will appear showing the results of the Intro notes and licence search and finally the results of the Captions 8 control search gt When all results in all three areas have been found you will see the message End of document find complete See also gt Replacing Text gt Extending Replace Replacing Text This tool allows you to search for specific text in your document and replace it with other text It is enabled by clicking Replace on the Edit menu or by using the keyboard shortcut Ctrl H This displays the Replace part of the Find and Replace window Note that you can conveniently switch between Find and Replace by clicking on the appropriate tab To replace text gt Type the text to be searched for in the Find what box Clicking on the arrow to the right of this box allows you to see the most recent Find requests and choose one of them if you wish gt You can search for special characters and fields by clicking on the Special pull down menu and making your selection from the list such as Any letter Hyperlink Question Field etc The appropriate abbreviation will then b
71. ed page range You can select which parts of your Rapidocs document are printed If the relevant component is not available the option will be greyed out gt Highlight fields The printed document will show your answers highlighted with a grey background gt Include main document This is enabled by default but can be deselected if you do not wish to print the main document gt Include answers at end Allows you to print the list of your answers on a separate page after the main document has been printed gt Include document notes Allows you to print any document notes after the main document has been printed gt Include annotations Allows you to print any annotations that may have been added to any questions gt Include Intro Allows you to print the document introduction after the main document has been printed Y Print Printer Name y _ Properties Status Ready 0 jobs Type Brother HL 2170W series Where BRWO001E4CA504ED Comment Rapidocs Print range Highlight fields all Y Include main document r Pages F E 1 1 Selection 7 Indude document notes Indude intro Copies Number of copies 1 H Preview ok Cancel See also Print Preview 2 2 1 Print Preview Click the Preview button to view your document before printing it Note that the entire document will be shown in Preview mode even if you have specified a particular page range for the print i
72. eeeee senses eeee nese eeee esa ee sees eeeeeseeeeeeeees Date Format Mask Sisco i a a ae aaae aa a eset couysce ested cou a a a E Eaa Time Format Masks ssvcscicccscscsscssescvessstesssvcenciveccsccsssscstneccscesassavsonerccctetestssvetevussstdessarsetcevecdstesssrdeteudtevsessty Date and Time Format Examples 3 Appendix C Number FormatS iiiss aeaa aaa adai aaeeea aaa aaan CUSTOM Numbers isisisi a Aoc Custom Numbers Exam plesisciviccicscccsssccissscusiscvssecctcsccesccnvesdeacessecensctcsenersececsteecevseaspsoqushscteseest eseestensesteases 4 Appendix D Keyboard Shortcuts oooccoonccconncconnncconnenonncinnnncnnncnnnnnnnnnernnnnernnnrenanernnnns 104 Copyright 2012 Epoq Legal Ltd Contents 7 Index 107 Copyright 2012 Epoq Legal Ltd Introduction 9 1 Introduction Welcome to Rapidocs Author Rapidocs Author provides the tools to create dynamic document templates with built in intelligence which allows others to generate complex documents and forms Click here to skip straight to the guide to Using Rapidocs Author Altematively you may find it more convenient to search the index for the item you wish to find If you need any assistance with Rapidocs Author see Getting Help 1 1 About Rapidocs Rapidocs Author is a powerful document automation application that enables you to prepare documents based on logic and rules It is a complete solution for Authoring intell
73. ent Description The Description tab allows you to include a description of your document This is useful to provide the end user with additional information about the document without having to open it 2 5 Next Steps Once you have completed the Authoring of your template or templates and have test assembled it to the point where you re happy that it s ready for general use it can be converted for final deployment on websites using Rapidocs Web 91 Rapidocs Web is the perfect solution for both the layman and lawyers alike to utilise the power of Rapidocs to generate legal documents in a simple and convenient manner using only a web browser No additional software downloads are required For more information see www rapidocs co uk To have your templates compiled for Rapidocs Web you should contact your Rapidocs supplier who will be able to advise you on what to do next Copyright 2012 Epoq Legal Ltd Appendices 93 3 Appendices The following appendices provide information and examples that will assist with using Rapidocs Author in general and Authoring documents in particular Appendix A Functions for Rules Appendix B Date and Time Formats Appendix C Number Formats Appendix D Keyboard Shortcuts VV VV 3 1 Appendix A Functions for Rules The following functions may be used in rules and validators within Rapidocs Author If Statements Nested If Statements
74. enter the footnote r hl Rapidocs Author loa ja Home Comprehensive Will for a Married Person or Civil Partner X y File Edit Format View Tools Help Q8A mode gt s Print H 10 E j Bloe B 1j Y sj gt Footnote1 Unconditional G Oa Veeoour Document Notes t Document a Precursor force ruleThis is the last Will and testament of me name of testator CCalso known as Testator of address of testator al Ungrouped Questions CC partner force rulechildren hidden Unasked Questions l Alternate beneficiaries E 1 REVOCATION Alternate resid benefi a hereby revoke all former Wills and testamentary dispositions made by me and declare this to be my last Will Appointment of executors no partner Appointment of executors partner Appointment of guardian 12 declare that this Will is not to be revoked by my intended Expecting to marry marriage to civil partnership with Name of partner Appointment of substitute executors and will remain effective irrespective of whether or not that Expecting to marry marriage civil partnership takes place Assets Burial and disposal of body Details of children 11 hereby revoke all former Wills and testamentary dispositions made by me and declare this to be my last Will This Will is conditional upon my Expecting to marry marriage to civil partnership with Name of partner taking place within Conditional period and if my Expecting to marry marriage to civil partnersh
75. enu to the right of the toolbar allows you to select a style to be applied to the current paragraph or to selected paragraphs By clicking here you may choose from any of the styles in the list This list is sub divided into All Styles and Used Styles the latter being those styles already applied to paragraphs in the document All Styles shows all the styles available including any custom styles you ve created according to the style family You may change the format of styles using the Style option on the Format menu see Style Settings Applying Styles A style is applied to everything between two hard returns i e to an entire paragraph To apply a style to a paragraph either gt Place the cursor in the paragraph to be formatted or highlight part or all of the paragraph gt Click on the large Styles toolbar pull down button to show the Styles menu The Styles menu will show the current style of the paragraph where the cursor is Copyright 2012 Epoq Legal Ltd 24 Rapidocs Author User Guide gt Select a new style gt Choose Style on the Format menu and click the Style tab gt Inthe Current Details Name box select the new style from the pull down menu See Style Settings for how to add more styles to this list gt Click OK gt Note that the current style is shown in the header of the Style window To apply a style to multiple pa
76. er sqrt Number Copyright 2012 Epoq Legal Ltd 96 Rapidocs Author User Guide 3 1 6 trunc Converts decimals to whole numbers by discarding the fractional part Integer trunc Number alog10 Retums 10 raised to the power of the given number Number alog10 Number arccos Returns the arccosine of the given number in radians Number arccos Number arcsin Retums the arcsine of the given number in radians Number arcsin Number arctan Retums the arctangent of the given number in radians Number arctan Number Retums the cosine of the given number in radians Number cos Number Retums the sine of the given number in radians Number sin Number Retums the tangent of the given number in radians Number tan Number Retums e raised to the power of the given number Number exp Number Retums the natural logarithm of the given number Number In Number Returns the number to which 10 must be raised to result in the given number Number log10 Number Returns the constant pi Number Number Functions Examples The following table shows examples for some of the functions listed in Number Functions Formula Values Result abs Number Number 6 6 frac Num ber Number 3 2 0 2 frac Num ber Number 7 6 sq
77. erlined r Preview Rapidocs sample text Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 29 Tabs From here you can set the tab divisions of the style Clicking on the magnifying glass symbol expands the width of the ruler Alternatively you can set the tab separations manually by entering the widths in cm r E Format Copyright 2012 Epoq Legal Ltd 30 Rapidocs Author User Guide Numbering Tab On the Numbering tab you can enable automatic numbering for the selected style To do this tick the Automatically number the paragraph text box This applies the numbering to all paragraphs of the style named in the header lt also enables the following settings gt Number Format enables you to customise the number formatting First select the numbering level relating to the current style For example a style called Heading1 may use level 1 and Heading2 use level 2 etc gt Next select the Number style Delimiter and Separator that will be used when displaying the number for the current level For example for your first level you might choose 1 1 2 3 full stop space then for your second level i i ii iii brackets space etc gt By default Show all levels is selected which causes all levels of numbering to be displayed Alternatively you can select Hide some levels to hide any of the numbering
78. ersion of Rapidocs If you ve previously used an older version of Rapidocs either Rapidocs Professional or Rapidocs Solo and still have this installed on your PC you may extract documents into your nominated Rapidocs folder by selecting Tools and Extract from previous version briefcase Old file format rap files will be converted to the new formats as described in Rapidocs Document Types Document tabs By default when you open existing documents or start a new one they will be shown in separate tabs These tabs will be labeled with the name of the document Sometimes it is more convenient not to have the documents displayed in this way for example if you wish to tile two documents side by side In this instance you should select the option One form per document from the View menu on the Home tab You can revert back to the default later by selecting One tab per document from the same menu 18 Setting Rapidocs Options By setting options you can configure certain aspects of Rapidocs Author To access this feature choose Options on the Tools menu on the Rapidocs Author Home screen This displays the Options window This dialog box is also available when authoring a Rapidocs document though in this instance only the Assembly Origination and Prompts tabs are shown The Options window is divided into a number of tabs These are described below Name User details may be inserted here Assembly Display de
79. estion This will exit test assembly and open the question dialog box immediately Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 85 2 3 12 2 The Answers Manager While working with a new template you are likely to be switching frequently between authoring and test assembling your template Normally this will mean answering each question from the start of the assembly process each time you start testing The Answers Manager has been designed to speed up the testing process by remembering your answers each time you test assemble a document By default this feature is enabled To activate the Answers Manager gt Select Answers Manager on the Tools menu or press F6 either while originating your document or when testing it The Answers Manager window is then displayed gt If you want Rapidocs to remember your answers make sure that the Always start from fresh box is left blank gt The Answer groups box shows groups loops and ungrouped questions for which answers have been recorded while testing your template The answers are shown in the order in which you gave them E Answers Manager Always start from fresh e A likely situation is that after giving your answers and finishing your testing you go back to the Origination window to make further changes If you then return to testing your template you will find yourself at the point
80. estion name for example for ease of use within rules but wants a longer more descriptive name to appear in the document for the benefit of the Assembler You can have duplicate Display Names whereas the question name must always be unique within the document Required By default this check box is ticked indicating that this question should be answered During test assembly this is indicated by a blue dot next to the question If you un tick this box the question will be optional during assembly and no dot will appear beside the question Required to Continue If this check box is ticked it indicates that the question must be answered before you can continue to the next question During assembly this is indicated by a bright red dot next to the question By default this box is un ticked Group or Loop Allows you to move the question into a specific group or loop Click the down arrow to select the group into which you want to move your question Question New question 1 Name Prompt Explanation Input Validators Stats Type ee ew question 1 Text Display Name Number Required Iv Date Required To Continue Multiple Choice Group Ungrouped Questions X C Flag Information Only See also gt Common Question Settings gt Editing Question Settings Copyright 2012 Epoq Legal Ltd 48 Rapidocs Author User Guide 2 3 4 6 2 Prompt Ta
81. f the rule to be displayed in the document text See Hidden Rules Enter the required formula as described in Writing Rules You can insert question names or a specific multiple choice option into your formula to represent an answer given during assembly To do this click the Insert Variable button at the top of the Formula box select the required variable and then click Insert A full list of functions is available by clicking on the Functions button The functions are grouped together by type Hovering over a function name in the menu will display a brief description of the function Selecting a function name from the menu will insert it into the current formula See also Functions for Rules Click the Check button to identify any errors in the formula and to calculate and display the Result type More information on Types is given in Writing Rules Clicking the Test button first checks the formula and then lets you see how your formula will work showing the questions on which the result will depend You can test your rule by providing sample answers A Format tab will appear if the Result type of your formula is date or numeric The Stats tab shows how many times the rule has been used in the current template Click Insert to insert the rule into a document or OK to save your rule in the Variables Manager When a rule is inserted into a document i
82. faults are set in the Assembly tab as follows gt Use popup explanation windows By default the explanation text for each question is shown in a popup immediately to the left of the question that is being answered Alternatively by unchecking this option each explanation will appear in a panel on the bottom left of the assembly screen gt Show paragraph and other markers Paragraph and other markers will by default not be shown If you want them to appear tick this option gt Show popup hints for controls By default the name of the toolbar button is displayed if the mouse is pointed at it Uncheck the box to disable this feature gt Flat toolbar buttons By default each toolbar button appears in a box If you enable this option the toolbar buttons will be shown without the surrounding boxes giving them a flat appearance The box shape then only appears when you hover over the button Rapidocs Web Settings Within the Assembly tab this section enables you to configure the web test assembly functionality as follows gt Compiler URL This is used to specify the URL of the Rapidocs Web compiler Your Rapidocs supplier will be able to advise you of the appropriate address to insert here gt Assembler URL This is used to specify the base URL that the compiled document will be accessed from when test assembling in Rapidocs Web Your Rapidocs supplier will be able to advise you of the appropriate address to insert here Co
83. g the document The template will also contain all the possible document paragraphs and the logic that controls the insertion of these paragraphs Once you ve opened a new blank document or an existing document see Getting Started you will be presented with the Authoring screen enabling you to edit your document and create the questions and business logic you require This section contains the following topics The Authoring Screen The Variables Manager Importing and Exporting Text Using Questions Using Groups Using Loops Using Conditions Using Rules Using Validators Using Bookmarks and Cross References Using PDF Forms Test Assembly Dependency Check Deleting Unused Variables Saving Templates Inserting Document Notes V VvVvVovVV V VV VV VV VV V Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 39 2 3 1 The Authoring Screen When you open a document you will see the following gt The Variables Manager on the left This is where every variable questions rules etc created for the template is stored and where you manage the structure of your template and control what happens when the document is assembled gt The Editor Window on the right When you first open your template the editor window will be a blank screen This is where you will enter the text of your document You also use this area to enter document notes and other information
84. graph marker For example use Shift End to select to the end of the current paragraph then use Shift Right Arrow to add the paragraph marker to the selection The illustrations below show the difference between selecting the paragraph marker above and not selecting it below Copyright 2012 Epoq Legal Ltd 16 Rapidocs Author User Guide a2 Your continued employment will be reviewed at the end of your probationary period dd Your continued employment will be reviewed at the end of your probationary period Paste Formatted If you copy a paragraph including its paragraph marker Rapidocs Author will generally discard the style of the paragraph when you paste it If you wish to paste text including the style you should use Paste Formatted Variables Rapidocs is unique in its ability to copy variables between templates If you copy some text containing a variable and then paste it into another template the variable will automatically be recreated in the second template if you wish it to be Any other variables on which it depends will also be copied with it For example you might copy a sentence that contains a rule Ifthe rule used a question that was in a loop Rapidocs would automatically recreate the question and loop in the second template as well as the rule Rapidocs remembers all of your document logic You can also use Rapidocs to automatically create question variables when you pas
85. gs Putting Questions into a Group Validating Groups Unasked Questions VV VV V 2 3 5 1 Creating a New Group To create a new group gt Click New Group on the Variables Manager toolbar or on the Tools menu select New and then New Group This displays the Name tab of the new group gt Type in a name for your group gt Inthe Text box you can optionally type in any text that you wish to be displayed at the top of the page above the group of questions during assembly This text can be formatted using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text See Using Variables Within Question Settings for a full explanation gt Click OK Fr Group New group 1 Name Group Validators Name ETTI Copyright 2012 Epoq Legal Ltd 58 Rapidocs Author User Guide 2 3 5 2 2 3 5 3 2 3 5 4 2 3 5 5 Editing Group Settings To edit the settings for a group Double click on the group in the Variables Manager gt Make the desired changes to the group s settings gt Click OK Putting Questions into a Group Having created your group you will now want to put questions into it One way to do this is as follows gt Click on the Group tab where there are two boxes Grouped and Ungrouped These show whic
86. h questions are already in your group and which ones are available for selection gt Select your questions from the ungrouped box and move them to the grouped box To do this either double click on the question or click once and click the plus sign or simply drag and drop the question into the grouped box gt To change the order in which the questions appear within the group you can either drag and drop the questions or click the up and down buttons See below for descriptions of how the other icons allow you to manipulate the grouping of questions From left to right the icons provide the following functions Icon Description Show all questions Show ungrouped questions Add currently selected question to the group Remove currently selected question from the group Clear the group Move the currently selected question up one in the group Move the currently selected question down one in the group Validating Groups A validator is a test similar to a rule that can be set up on a group to check that any criteria you have specified have been met It can be used to provide a message for information or confirmation or to warn of an invalid answer For detailed information on the Validators tab see Using Validators Unasked Questions This is special group of questions that never get asked during assembly As with other groups any question may be moved into this grou
87. he document calculated from the person s date of birth gt Formatting You can insert text numbers or dates in different formats An example of this would be to convert a number into words gt Conditions You can create a complex condition using a flag rule that can then be applied directly via the Conditions menu For example you may wish a paragraph only to appear if a person is over 21 years old Based only on a date of birth a Boolean or flag rule could calculate the person s age and make the comparison to 21 in this case This flag rule would then be available for use via the Conditions Menu gt Forcing questions You can force the order in which groups of questions are asked during assembly by using a hidden rule See also gt Creating Rules Writing Rules Sample Functions Inserting Rules Editing Rules VV VV Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 67 2 3 8 1 Creating Rules To create a rule gt gt gt v Place the cursor in the document at the position where the result of the rule should appear Click the New Rule button on the Variables Manager toolbar or on the Tools menu select New then New Rule Type in a name for the rule in the Name box You can optionally enter a different name in the Display box that will appear in the document text during assembly Tick the Hidden box if you do not want the result o
88. he following settings Style Allows you to choose the way a number will appear in your document Custom Style Allows you to specify a format for displaying numbers When defining a format use to show where digits may optionally appear and 0 to show where they must appear Insert any other characters such as commas or brackets around the numbers The format for Custom is PositiveNumberFormat NegativeNumberFormat ZeroFormat For example 00 NOTHING will give for example 5 555 00 for a positive number 5555 for a negative number NOTHING for a zero For a complete explanation of custom number formats see Appendix C Number Formats Words Style Allows you to display the number in words By clicking on the down arrow you can choose from a number of formats Negative numbers Allows you to set the way negative numbers are displayed Zero Un ticking Display zero allows you to specify the text to be inserted into the document if the answer to the question is zero for example Nought or Nothing Precision Allows you to set the number of decimal places that are displayed The minimum is zero and the maximum is six You can immediately see the result of changing these settings because Rapidocs shows a preview of each of your number settings at the bottom of the window See also gt Common Question Settings Date Question Settings These are questions requiring
89. hecked By Name of the person who checked or reviewed the document Comment Any user defined comment Key Words Key words are useful for search purposes Ownership Document Properties The properties on the Ownership tab relate to the origins of the document Each Ownership property is described in the following table Property Name Purpose Author Name of the Author or organisation that created the document or template Owner Name of the person who owns the document Publisher Name of the individual or organisation that published the template used Copyright Name of copyright owner Received From This value may be set by any user to indicate who the document was sent from For The Attention Of This value may be set by any user to indicate who the document is bound for Copyright 2012 Epoq Legal Ltd Using Rapidocs Author Property Name Purpose Department This may be used to record the department where the document was created Office A brief description of the office location can be recorded here Member Group If the company is a member of a group the group name can be recorded here Jurisdiction The legal jurisdiction of the template Client Contact The name of any client contact Client Company The name of any client company 2 4 3 Docum
90. heir personalised document 1 3 Authors and Assemblers In Rapidocs terminology an Author or Originator is the person who creates Rapidocs intelligent templates and then publishes them so that they are available for use by others An Assembler is the person who uses Rapidocs intelligent templates to prepare individual personalised documents Typically assembly will take place online using the Rapidocs Web platform This user guide deals only with Authoring Authoring captures the process that someone would normally go through when preparing a document Where decisions have to be made to personalise the document the Author will insert simple questions with explanations and validation to ensure the appropriate answers are given Assembly is the process of producing an individual document based on the intelligent template by answering the questions created by the Author In some cases the draft document may also be edited using the built in Rapidocs editor 1 4 Forms and Documents Rapidocs Author offers the same ease of use for creating both forms and documents the same intelligence can be applied in both cases Where a standard electronic form already exists or where a specific page appearance must be Copyright 2012 Epoq Legal Ltd 10 Rapidocs Author User Guide 1 5 1 6 1 7 enforced Rapidocs allows you to import a PDF Adobe Acrobat form Consequently you can take advantage of the many existing standa
91. idators you choose to keep will be kept as well V Appointment of executors no partner V Appointment of executors partner Appointment of substitute executors Firm of solicitors V Marriage Civil partnership Y Only executors 4 Only executors ctd Y Only executors ctd2 Questions JV address of firm of solicitors V address of partner Y Address of substitute executor 1 JV Address of substitute executor 2 Mi addennn af bambino OF Select All Select None Lox caca 2 3 15 Saving Templates There are two options for saving your template Save and Save As Save As always takes you to the Document Properties screen where you can edit the properties To save your document gt Click Save on the toolbar or Save As on the File menu gt The first time you do this the Document Properties screen will be displayed where information about the document is stored gt You must provide a unique name in the Document Name box gt Providing appropriate values for other properties will help you to organise and manage your documents later gt Click OK Copyright 2012 Epoq Legal Ltd 88 Rapidocs Author User Guide 2 3 16 By default Rapidocs files are saved in the File Location specified in the Rapidocs Options though you can browse to a different location to save your document if you prefer Revert to Previous
92. igent documents and forms Rapidocs is now in its 4th generation and has been continually developed and enhanced since 1997 Rapidocs can be applied to a wide range of documents across many different industry sectors and diverse organisations Despite its power the application is simple to use Assembling a document from a Rapidocs intelligent template requires no training Rapidocs templates are intelligent documents that can save time spent on repetitive document production increase accuracy and empower anyone to complete documents that would normally require the skills of a trained professional For example people with no legal knowledge are using Rapidocs every day to create binding legal documents and contracts Rapidocs is ideally suited for any type of document whether simple or long and complex in fact most of the documents you are probably using today It can just as easily be used to produce precise electronic replicas of forms where accuracy and ease of use is vital such as with statutory government forms e g Court Service or Companies House forms 1 2 Rapidocs Intelligent Templates A Rapidocs template is a single compact file containing everything needed to produce all possible variations of a document Based on the decision logic and rules within this file questions are presented to the user To make the template easier to use the file also contains explanations and notes to help the user answer the questions and complete t
93. ing Print Preview Test assembly ti Q amp A mode Q amp A mode Web gt Print 19 A document may be printed using this icon To preview the printed document click on the Print Preview icon See Printing Documents for more information The Q amp A mode and Edit mode buttons allow you to switch between test assembly Q amp A mode and Authoring mode Edit mode The Q8A mode Web icon enables you to test assemble your document in Rapidocs Web Note The various web assembly settings will need to have been configured first See Setting Rapidocs Options for more information Saving Zooming 23 100 EY To save your document using the Save button The zoom slider can be used to zoom in or out of the document you re working on Click on 100 to reset this to normal zoom Cut Copy and Paste Cut Copy and Paste allow you to copy formatted text from one document to another Text can be copied between any external source such as Microsoft Word documents and Rapidocs Author Paragraph Marker The paragraph marker appears as a space at the end of a paragraph when you are selecting text It is important to select it if you want Rapidocs Author to keep the style or condition of the paragraph when you paste it If a selection goes across a paragraph boundary the paragraph marker will be selected automatically Alternatively you can use Shift and the left or right arrows to extend the selection to include the current para
94. ing settings 58 putting questions into 58 using validators in 58 H help 10 hidden rules 71 history document changes 104 hyperlinks 34 if statements 93 94 importing and exporting text 41 information only questions 55 inserting automatic dates 71 101 103 inserting hyperlinks 34 inserting markers 33 inserting objects 32 inserting questions 43 inserting rules 71 introduction 9 introduction to Rapidocs 9 K keyboard shortcuts 104 ie library 22 locking text 35 loop settings 49 60 loops 59 60 61 62 75 markers 33 menu tab 61 multiple choice questions 46 53 54 55 63 N name tab 60 nested if statements 93 94 next steps 91 notes accessing document 36 number format 52 number functions 70 numbering 33 numbers 51 52 71 98 103 custom formats 71 98 103 default values 51 52 formatting functions 71 98 103 numbering reset 33 question settings 51 52 reformatting using rules 71 98 103 O objects 32 operators 97 options 11 spell check 20 origination 14 originators 9 ownership document properties 89 P page break 33 page setup 19 Pages Manager 82 panel explanations 11 paragraph markers 11 15 paste 14 15 Copyright 2012 Epoq Legal Ltd Index 109 PDF 77 78 80 82 PDF Forms 82 pictures 32 popup explanations 11 print preview 14 36 printing 14 printing documents 36 104 product support 10 products 10 prompts 11 84 properties
95. ion allows you to display the date and time in whatever format you require For example dd mm yy would appear as 03 02 99 See Appendix B Date and Time Formats for more information You can immediately see the result of changing the style because Rapidocs shows a preview of the date at the bottom of the window See also gt Common Question Settings 2 3 4 10 Multiple Choice Question Settings These are questions requiring an answer to be chosen from a pre set list The following sections contain settings that are unique to multiple choice questions gt Multiple Choice Input Tab gt Multiple Choice Values Tab gt Alternative Document Text 2 3 4 10 1 Multiple Choice Input Tab The multiple choice Input tab contains the following settings Default Value Allows you to optionally set a default value either a fixed value or one which is based on a rule Style Allows you to define the method for displaying the possible answers to the question The options are gt Radio buttons gt Combo box Copyright 2012 Epoq Legal Ltd 54 Rapidocs Author User Guide 2 3 4 10 2 Multiple Choice Values Tab The multiple choice Values tab allows you to set the multiple choice answer options Each multiple choice value has three elements an option name that is used in the Variables Manager and within rules dialog text that appears when the question is asked and finally text that is displayed
96. ip with Name of partner takes place within Conditional period all former Wills and Details of partner codicils made by me are hereby revoked Details of testator Execution 2 APPOINTMENT OF TRUSTEES a Final question m ES T appoint my partner and address and 1 exec2 exec3 exec4 exec to be the Executors and Trustees of this my Will my Trustees which Lg HERE RI i SESE oe eS iZi x a 1 If the marriage or civil partnership does not take place within this period this Will wil be cancelled automatically E x 2 El 3 Al 2 xl Questions 135 Groups Loops 46 Rules Validators 108 Conditions 71 gt The footnote reference is inserted as superscript within the document Footnotes may be deleted by simply deleting the reference from the document and the text from the footnote editor gt Hovering over a footnote reference will show the footnote associated with it as a hover hint Also clicking on the reference itself takes you directly to the associated footnote in the footnote editor at the bottom gt The footnote editor may be toggled by using Tools Show footnotes 2 1 11 Using Hyperlinks Rapidocs enables you to insert hyperlinks into your document This allows the Assembler to click on the link within the document which opens a web browser and locates the relevant web site To create a hyperlink gt On the Tools menu select New then
97. it right click and choose Paste This will paste the clause at the current location of the cursor You can also paste clauses by selecting the clause from the library locating the cursor in the appropriate place in the document and selecting Paste from Clause Library from the Edit menu To delete a clause from the library highlight it right click and choose Delete Note Clauses pasted from the clause library are always pasted unformatted i e without any inherent styling and without associated Rapidocs variables Using Styles Rapidocs offers complete control over paragraph styles and ensures consistency across all of your documents An existing style can be quickly applied by selecting it from the Styles Button menu Styles can be edited created and deleted using the style settings as described in the sections below Note that if you change the settings of a particular style it will be reflected in all of your Rapidocs documents where that style is used Details of all styles used in a document are stored within that document However when you receive and open a Rapidocs document from another user your own style definitions will override any styles of the same name in that document This section contains the following topics The Styles Pull down Applying Styles Editing Styles Style Settings Creating New Styles Deleting Styles VV VV V V The Styles Pull down The Styles pull down m
98. itions The different types of variable that can be used in conditions are described in this section Paragraphs can be made conditional on a specific answer to a multiple choice question For example a paragraph might only appear if the answer given to a multiple choice question about marital status is Married Multiple choice questions appear in the Conditions menu as an additional menu level so you can easily select the specific option you want The Conditions button will display the chosen question and value names separated by a dot e g Marital Status Married Paragraphs can be made conditional on a text question or a number question so that they only appear if the question is answered Note that if the question has a default value the paragraph will only disappear if the Assembler deletes this value and the answer is left blank You can make a paragraph conditional on a loop being processed by selecting the loop name from the Conditions menu In this case the paragraph will only appear in the document once the Assembler has entered the loop A paragraph can be made conditional on Booleans i e flag rules and questions These are rules and questions that evaluate to True or False When you select one of these for use in a condition Copyright 2012 Epoq Legal Ltd 64 Rapidocs Author User Guide 2 3 7 5 you will be given the option of choosing whether the condition should be met if the Boolean
99. ivided into a number of categories each shown as a separate tab on the properties dialogue The first two tabs contain General and Ownership properties which can be used to categorise your documents in various ways They are often referred to collectively as attributes or meta data The Description tab enables the Author to enter a description of the document to help potential users understand its purpose The remaining tabs History and Transfer History are not used in this version of Rapidocs Whilst Authoring a document you can access the document properties using the Properties option on the File menu Es untitled General Ownership Description History Transfer History Document Type WIP Document Name Employment Agreement rawx Template Name Employment Agreement Subject Business v category ome a Project Employing Staff y Language English v Version 12065 5 14 Creation Date f11 05 2012 15 58 12 CompletedDate 11 05 2012 15 58 12 Checked By Comment NAAA el Key Words A The Rapidocs Document Properties tabs are described in the following sections gt General Document Properties gt Ownership Document Properties gt Document Description General Document Properties The most obvious property of a document is the name which will also be the filename when saved but there are many others available You may provide some of the properties your
100. l Ltd 110 Rapidocs Author User Guide unused variables deleting 87 user notes 36 using author 38 V validators 50 58 60 73 75 76 variables manager 39 40 87 W Web events 76 writing rules 68 Copyright 2012 Epoq Legal Ltd
101. l feature of rules is that they can be used to re format answers to questions Although you can specify the format of a numerical or date question in the question s settings if you want to insert it again later in a different format a rule must be used For example you might have a date of birth question which is shown formatted as a full date However the rule could be used at another point in the document to display only the year of birth in words In both cases the result is based on the same question but is displayed in the final document in a different format Once the question has been inserted into the document in the required format you can use a rule to insert an alternative format as follows gt Create a new rule Select the required question using the Insert Variable button Click the Check button so that Rapidocs can confirm the Result type Provided that the selected question is a date or number the Format tab will appear Set the required format using the options on the Format tab This will not affect the format of the original question gt Click Insert to put the rule into your document VV V v For other examples of functions see Sample Functions Inserting Rules A tule only ever takes effect if it has been inserted into the template or in the case of a flag rule if it is used in a condition To insert a rule at the current position in the document gt Either
102. lag Values Tab The flag question Values tab contains the following settings gt Text when No The text to be inserted into the document if the Assembler answers No gt Text when Yes The text to be inserted into the document if the Assembler answers Yes The text can be formatted using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text as explained in Using Variables Within Question Settings Note A field in a PDF document may use a toggle that is dependent on a configurable value In Rapidocs this value can be entered in the above dialog to switch the toggle on or off See Using PDF Forms See also gt Common Question Settings Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 57 2 35 Using Groups Groups enable more than one question to be displayed on the same page during assembly This means that the person assembling the document can answer several questions at once instead of having to press Next after each question has been answered This can be conveniently used to group together related questions such as Name Address Date of Birth etc The ordering of groups during assembly is controlled automatically and intelligently by Rapidocs Note that ungrouped questions are asked individually when appropriate See also Creating a New Group Editing Group Settin
103. lanation Returns Syntax daysbetweend ates Returns the number of whole days between two given dates Number daysbetweendates Date1 Date2 longdate Returns the date as a text value using the long date format specified by your Windows environment Text longdate Date monthname Returns the month of a date as text Text monthname Date monthno Returns the month of a date as a number Number monthno Date weekdays betweendates Returns the number of week days between two given dates ignores weekends Number weekdaysbetweendates Date1 Date2 yearno Returns the year of a date yeamo Date now Retums the current date now shortdate Returns the date as a text value using the short date format specified by your Windows environment shortdate Date ymadtodate Constructs a date from the numeric values Year Month and Day Note that if any of the three values are zero the function uses the current day month or year value ymdtodate Year Month Date nulldate Returns the value of an empty date useful for comparison tests such as If DOB NullDate No Date Given nulldate or nulldate 3 1 12 Date Functions Examples The following table shows examples for some of the functions listed in Date Functions Formula Values Result ageof BirthDate BirthDa
104. les Manager Question New question 1 Name Prompt Explanation Input Validators Stats Type Name Brae Display Name C Number Required Iv Date Required To Continue Multiple Choice a urano i e C Information Only gt On the Tools menu select New then New Question gt Right click with the mouse anywhere in the Variables Manager and select New Question The question settings dialog is then displayed so that you can configure your question By default the new question is inserted into the Variables Manager as an Ungrouped question Note If you select a group name before creating a new question the question will be inserted into the selected group rather than Ungrouped Questions See Using Groups See also gt Inserting Questions gt Deleting Questions gt Copying Questions gt Editing Question Settings 2 3 4 1 Inserting Questions For a question to appear during assembly you must do one of the following gt Insert it into the document during Authoring gt Insert it into a question prompt or explanation gt Refer to it in a rule that is inserted into the document gt Base a condition on it A question may appear greyed out if it is dependent on a condition A question may not appear at all if the question can have no effect on the document even if the question is part of a group that does get displayed R
105. lso Using Questions Note As PDF forms treat every field as a text field you will probably wish to change the types of some of the imported questions in the Variables Manager gt The question names in the Variables Manager should match the field names in the PDF file If you wish to change the names of questions in Rapidocs you need to map the question onto the appropriate PDF form field See PDF Fields Manager gt You may wish to calculate the value of a field from answers already given rather than ask a question To do this you can create a rule and map it to the field that the question was initially Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 79 mapped to You will then need to insert it into the Editor Window since no field entry will be passed to the PDF unless it is inserted into the underlying document gt To make a question conditional you need to make the question name conditional in the Origination Window in the same way as you would make paragraphs conditional in a normal Rapidocs document e by using the Conditions toolbar See Using Conditions Note A field in a PDF document may use a toggle that is dependent on a configurable value In Rapidocs this can be implemented as a flag question with the appropriate values set in the question settings to switch the toggle on or off See Values Tab for Flag Questions gt To test assemble as normal click the
106. me of Applicant question gt Click on the appropriate Font button to change the font properties of text in the header and or Copyright 2012 Epoq Legal Ltd 20 Rapidocs Author User Guide 2 1 6 1 footer To return to the default settings click on the Reset to defaults button Spell Check A Spell Check is included in Rapidocs Author This tool is found by selecting Spell Check on the Tools menu or by pressing F7 F Spelling Check Not in dictionary documsent Change to document Ignore All Change Change All Add Suggestions document a Options Close gt Ifno misspelt words are found or when Rapidocs has finished checking the main document you will get a message saying Main document check complete Check remaining document text too Click No to close the dialog and Yes if you want the Spell Check to extend to other areas of the document If no misspelt words are found in the other areas you will see a message saying Spell check complete Click OK to close the dialog gt Ifa word is found that is misspelt or not recognised the word will be displayed in the Not in dictionary box In the Suggestions box alternative spelling suggestions may be displayed gt Ifyou do not wish to replace the word reported as misspelt click Ignore or Ignore All if there is more than one instance of the word in
107. menu Copyright 2012 Epoq Legal Ltd 46 Rapidocs Author User Guide 2 3 4 6 Common Question Settings The assembly process is driven by questions and the job of the author is to make the process as intuitive as possible for the Assembler by providing question sensitive guidance and validation to reduce errors This is achieved through the configuration of question settings When creating a question the first consideration is the choice of question type By choosing the appropriate type you can ensure that the Assembler can only enter valid characters or select an appropriate answer from a pre defined list The different types of questions and the icons used to represent the questions in the Variables Manager are as follows Question type Text question Number question Date question Multiple choice question Flag question Information Only question Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 47 2 3 4 6 1 Name Tab The name tab settings are as follows gt gt Name The name of the question should be inserted here All variable names must be unique within a template Display Name This is the text that will be displayed in the Origination Window during assembly in place of the name of the question If this is left blank then the question name is displayed by default This is a useful feature when the Author wants a short qu
108. n iteration number in brackets The loop controlled question name will be repeated for every possible iteration of the loop Alternatively you can map multiple loop entries to a single field by creating a rule containing the LoopList function and then mapping this rule to the PDF field See Loop Functions Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 81 r EX PDF Fields Manager Totalsheets A1 ist copy Totalsheets A1 talsheets A1 talsheets A2 Totalsheets A3 HW p2 The Overflow page column enables you to specify if a particular field is to be associated with a continuation sheet This is useful where statutory continuation sheets are needed See PDF Pages Manager for more information about how to make the continuation page appear conditionally In general if a field overflows the available space in the form then it will be moved to the automatic continuation sheet Note When you choose to insert a variable there are three additional PDF specific variables that may be mapped These are None clear mapping Current page number and Section page count The first of these is self explanatory The latter two will insert either the current page number of the section that the field exists in or the total number of pages in that section See PDF Pages Manager for information on creating sections in the PDF form Copyright 2012 Epoq Legal Ltd 82
109. n on the toolbar gt Note that when inserted Value is indicated by LoopName Value Alternatively you can use Rapidocs auto numbering By inserting a loop controlled question or paragraph and then adding a numbering style the paragraph will automatically number correctly as multiple iterations of the question s are answered Counting the Total Loop Repetitions To show the total number of repetitions of the loop during assembly gt Position your cursor in the document where you want the loop total to appear gt Click on the appropriate loop in the Variables Manager gt Click Insert You may want to see the total displayed just once for example at the end of the document Alternatively you can use the total as part of the numbering so that you have 1 of 2 2 of 2 etc Note Unlike loop questions or the loop counter inserting the loop count total into a paragraph does not make it loop controlled Copyright 2012 Epoq Legal Ltd 62 Rapidocs Author User Guide 2 3 6 7 Consecutive Loop Controlled Paragraphs Where two or more consecutive paragraphs contain variables controlled by the same loop they will be repeated as a group However there must not be more than one hard return separating each paragraph If you want your paragraphs to be consecutive but want to insert text between them you must make sure that there is not more than one har
110. ncncnnnc cnn naana cnn 89 Ownership Document Properties cooccconccconicinncncnncncnnneccnanncnnnncnnnn cnn crac rre ranne nn 90 Document Description sisscccccsscssscersscesancecenscecivecccsscsnsceuvetcsescavenscavedccusetessssversttesentevenscdsciieecesvsnedsuseidasatansntes 91 B INOXt Ste PS coef iss cette sce cetelcnpevger covecnuserve vaeecaecties stevexcassensiuversoyseuaavecsuscanavuncasveceeeesyevees 91 Part Ill Appendices 93 1 Appendix A Functions for Rulles cccceceeeeeee ener ee ee cece ee ee ee eeeeeeeeaaeese ee eeeeeeeeaeeeseees ESA MEMES enn Nested If Statements A Dai TOXEFUNCUONS A aai ee a Ss Spe i E as Text Functions Exam ple iii ii A A ci Number Functions 0 Num ber Functions Exam ples cccsecesseecesseeeeeneessneeesneeeeaneeeaneenaeeseaeeesaneeeaeesaeeesaeeeneaeessaeeesaeensaeensaees ODEN A A A OOO COMPATISONS 0 ii ico Number Formatting FUNCIIONS 65 ccccsesdesscessciscctacssseessossacoceessocscasiecuacessuesssabeizsquravezssevestsasetscosessiaindsearedsncie Number Formatting Functions Examples Date FUNCtIONS ic onazeitsecessecsausecieanes tecsueatcecseccoteraosdues cues s a suesassdsuepsesSseteubestecatatecestoe Date Functions Exam ples mision ii a ic LOOP FUNCIONS 5 cence diese sceccuscexsueasessecesectzesaceucetsesescvstesssoteacecesdsoisesciecveseeshaceesbeiesebesssaasevesisevessssteasieiitceceriies 2 Appendix B Date and Time Formats cccccccceeee
111. nctions Sample Flag Functions Hidden Rules Re formatting Date and Number Questions Using Rules V V VV V V See also gt Functions for Rules 2 3 8 3 1 Sample Text Functions It is often useful to be able to insert a word or phrase depending on an answer given An example would be a text rule that inserts details of a second executor only when there is more than one executor In this case the following formula could be inserted into a rule if Multiple Executors and Name of Executor two of Address of Executor two The formula will always return a text value If there is only one executor an empty text value will be returned This is denoted by two single quotes with nothing inside them The plus sign is used in this case to add two text strings together There are spaces inside the quotes around the word and to ensure that the resulting phrase will have correct spacing Rules can also be used to manipulate text questions This example inserts Mr before the person s name if it does not already start with Mr If Pos Mr Name 1 Name Mr Name The Pos function above looks through the text question called Name for the word Mr and returns the position of the first character of Mr in Name In this case the If function checks to see if the answer to the Name question starts with Mr and if it does not Mr will be inserted before the text answer N
112. ng to marry marriage to 4 Marriage Civil partnership effective irrespective of whether or marry enter a vi partnershi not that Expecting to marry marriage civil partnership takes place IF Tam expecting to marry my p Minor legates This Willis conditional upon my Expecting to marry mariage to civil partnership with Name of partner tal 4 partnership with Name of partner takes place within Conditional period all former Wills and codicils made Lam expecting to enter into 2 Bere ees ting to marry marriage to civil IF I am not expecting to marry fF Will not to be revoked Conditional period 2 APPOINTMENT OF TRUSTEES Only executors ctd Only executors 3 49 Minor legatees nia appoint my partner and address and 1 exec exec3 exec exec to be the Executors and Trustees of tig r Only executors ctd2 ude the personal representatives of 654 only executors my estate A Personal chattels no children no partner El Onh itors ctd bi pearl i appoin my parner arid adkiross and the partners or sole principal atthe ate oF ny death inthe rn o E O titors or the firm which at that date ER Personal chattels no children no par has succeeded to and carries on their practice to be the Executors and Trustees of this my Will my Tru 4 Personal chattels children partner apresentatives of my estate wish a that only two of them shall prove this Will and act initially in its trusts In this clause firm includes an incc 4 Personal chattels chil
113. ntents Copyright 2012 Epoq Legal Ltd 26 Rapidocs Author User Guide 2 1 9 4 Style Settings Format Tab To access style settings select Style on the Format menu where you will see the Style Format and Numbering tabs The Format tab provides a summary of the paragraph settings and character format of the style To change these click on one of the Edit buttons Clicking on the top Edit button in the Paragraph Settings box will open the Paragraph tab Clicking on the lower Edit button in the Character Format box will open the Character tab Y E Style Numbered 1 Style Format Numbering Paragraph settings Numbered style first line indent 0 3 in left indent 0 3 in top margin 12 pt bottom margin 0 pt tablist Character format Numbered style font Arial font size 10pt Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 27 Paragraph Tab In the Format tab you can change the paragraph settings by clicking the top Edit button This will enable you to edit the following Indents left and right the amount of space on each side of the paragraph Indents top and bottom the amount of space above and below the paragraph Indents first line the size of the indent for the first line of the paragraph gt gt gt gt VV VV WV Indents can be specified in any of five units e
114. nto the Editor Window deleting it from the Variables Manager will have the following consequences All occurrences of the question will be converted from red text into plain text All conditions that refer to the question will be removed All rules containing the question will be removed Rapidocs will inform you of which rules if any would be deleted as a result of deleting the question Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 45 2 3 4 3 Copying Questions You may wish to copy an existing question with the same settings as the currently selected one This is very useful when you need to ask the same question more than once but to support different answers A common example is an insurance application form covering the lives of two people and where a large number of questions are duplicated for the second person To copy a question Either gt Select the question and click Copy the plus button on the Variables Manager toolbar or gt Right click on the question and select Copy A new copy of the question will appear in the Variables Manager You can then rename the new question appropriately Note that this is not the same as copying text in the Editor Window using Copy on the Edit menu for the latter see Cut Copy and Paste 2 3 4 4 Editing Question Settings To edit the settings for a question Either gt Double click on the question in
115. o insertion of questions meaning that only necessary questions will be asked and others will be left out if appropriate gt Guidance You can add context sensitive guidance to help Assemblers answer each question gt Validation Comprehensive validation of Assembler input can also be added for example ensuring that a list of percentages entered add up to 100 Copyright 2012 Epoq Legal Ltd 78 Rapidocs Author User Guide 2 3 11 1 2 3 11 2 gt Calculations You can insert calculations for example a value inserted into a form can be automatically calculated based on answers already given gt Continuation sheets These are automatically created if the contents of a field is too large to fit in the allotted space Alternatively statutory continuation sheets can be used instead if required as part of the form gt Conditional Pages If extra pages of the PDF form should be inserted then this can be done using the conditional pages feature of Rapidocs Using Rapidocs makes forms easy to use whilst minimising errors In order to use this feature your form must be in Adobe Acrobat PDF Form format See also Importing PDF Forms Working with PDF Forms PDF Fields Manager PDF Pages Manager Importing PDF Forms To import Acrobat PDF forms into Rapidocs you need to do the following gt From the Home tab click on the New document icon see Getting Started This takes you into the Autho
116. of documents 89 protecting text 35 question settings 45 46 51 52 53 55 questions 14 controlling the order 40 71 copying 15 45 creating 43 deleting 44 grouping 58 inserting 43 locate in document Stats 46 51 77 putting into a loop 60 required 47 using validators in 75 R Rapidocs 10 11 Rapidocs about 10 Rapidocs document types 10 Rapidocs Intelligent Templates 9 Rapidocs Web 11 14 84 91 red documents 10 redo 14 16 rejecting document changes 104 replacing text 18 required questions 47 row 66 rows 21 62 rules creating 67 editing 71 inserting 71 sample functions 69 writing 68 Su save 14 saving documents 104 saving templates 87 shortcuts keyboard 104 special characters 32 spell check 20 104 starting 9 10 stats 46 51 77 85 styles 11 23 61 104 applying 23 copying 14 15 creatingnew 32 deleting 32 editing 25 104 numbering 33 settings 26 the styles button 23 104 system variables 63 Ts tables 21 62 66 template 14 creating 14 creating forms templates 14 importing text into 41 inserting text into 14 originating 14 saving 87 text 41 51 63 answers 51 63 exporting 41 finding 17 functions 94 importing 41 questions 51 63 replacing 18 text functions 69 time formats 71 101 103 toolbar document formatting 14 tracking changes made toa document 104 U unasked questions 58 undo 16 undo and redo 14 16 Copyright 2012 Epoq Lega
117. or with each entry separated by the separator string loopflagcount Counts the number of times in a loop Number loopflagcount that a loop controlled flag question is FlagQuestion TRUE Examples Formula Values Result loopsum Salary Loop1 Salary 25 000 75 000 Loop2 Salary 27 000 Loop3 Salary 23 000 loopaverage Salary Loop1 Salary 25 000 Loop2 Salary 27 000 Loop3 Salary 23 000 loopflagcount Retired Loop1 Retired TRUE Loop2 Retired FALSE Loop3 Retired TRUE 3 2 Appendix B Date and Time Formats When defining the settings of a date question or in some date related formulae Rapidocs can generate date and time values in custom formats To specify the required format you need to use a mask to describe to Rapidocs how you would like the date value to appear The possible mask values for date and time elements are shown in the sections below followed by some examples Copyright 2012 Epoq Legal Ltd 102 Rapidocs Author User Guide 3 2 1 3 2 2 gt Date Format Masks gt Time Format Masks gt Date and Time Format Examples Date Format Masks The possible mask values for date elements are shown in the table below followed by some examples Result Date of month without leading zeros e g 7 Date of month with leading zeros e g 07 Abbreviated day of week e g Thu Day of week e g
118. ote there is a space after the Mr in the example above to ensure correct spacing in the inserted text Rules that evaluate to a text value are indicated by a red icon in the Variables Manager For other examples of functions see Sample Functions Copyright 2012 Epoq Legal Ltd 70 Rapidocs Author User Guide 2 3 8 3 2 Sample Number Functions When Rapidocs determines that a rule will result in a numeric value the Format tab will be enabled This allows you to determine the way in which the result of the rule will be displayed in the document See Format Tab for Number Questions for more information about formatting numbers Rapidocs can perform complex calculations on number questions The following example shows how a numeric question called Days can be automatically converted into text showing the number of weeks and days Trunc Days 7 Weeks Days Trunc Days 7 7 Days The Trunc function above rounds down the result of the calculation in the brackets For example if Days had the value 26 26 7 3 714 so Trunc 26 7 3 26 3 7 26 21 5 so this rule would return 3 Weeks 5 Days Note Rapidocs uses the following order of precedence when evaluating numeric formulae Brackets Multiplication Division Addition Subtraction Therefore the formula 3 4 2 would evaluate to 11 not 14 You could instead use 3 4 2 to get the result of 14
119. other document components the text is replaced in a literal form rather than as a question gt Click Find Note that Replace and Replace all are disabled until the first instance of the text is found and highlighted gt Ifthe text was not found you will see a message End of document word not found gt Ifthe text was found the first instance of your search following the current cursor position will be highlighted in the text Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 19 2 1 4 3 gt You can replace a single instance selected instances or all instances of the text To replace a single instance click Replace gt To replace specific instances continue to click on the Replace button only on those you wish to replace If you find an instance you don t want to replace simply click on the Find button again to go to the next instance gt To replace all remaining instances click Replace all gt When the replace is complete you will see the message End of document Find complete gt By default Rapidocs will replace the text in the main document only as shown by the tick in the Main document box See also gt Extending Replace v Extending Replace While Authoring templates you can also extend the Find and Replace to include Intro notes licence and Captions amp control To extend this to all
120. ow of a table is to be hidden as a result of a condition then the borders will also be hidden and the whole row will be collapsed The conditions marker on the left of a table row will show which cells are conditional for example if all cells in a three column table are conditional then the marker will show three lines side by side i e If only the two outer cells are conditional then two lines will be shown with the middle blank i e Using Rules While questions and conditions allow you to develop your intelligent documents quickly and easily sometimes it may be necessary to perform more advanced operations You can create a rule by writing a formula using functions from a comprehensive range available within Rapidocs Rules may be used for the following purposes gt Inserting text You can insert an appropriate piece of text within a paragraph according to the result of a formula A simple example of this would be to make a word plural depending on the number of items in a loop Note In many cases it is quicker to add alternative text values in a multiple choice question than to use a rule For example you can insert him or her in a sentence depending on whether the Assembler selects Male or Female See Alternative Document Text gt Calculation You can perform mathematical functions on number or date questions For example you might use a rule to insert the age of a person into t
121. p if required This allows the Author to use questions as variables that aren t shown to the Assembler and therefore cannot be changed The only way these questions may be altered is by using the Rapidocs API to populate the answer programmatically Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 59 2 3 6 Using Loops A loop is a group of questions that can be asked repeatedly For example in a Power of Attorney document you might ask the Assembler to enter the name and address of each attorney appointed See also Creating a New Loop Editing Loop Settings Putting Questions into a Loop Loop Settings Numbering Paragraphs in a Loop Counting the Total Loop Repetitions Consecutive Loop Controlled Paragraphs Non Consecutive Loop Controlled Paragraphs Using Loops and Tables VV VV VV VV V 2 3 6 1 Creating a New Loop The stages below assume that you have already created the questions that you would like to put into a loop If not see Creating Questions By creating a new loop you create the means to control the repetition of questions within a loop To create a new loop gt Click New Loop on the Variables Manager toolbar or on the Tools menu select New and then New Loop gt Type in the name of the loop gt Change any desired settings for the loop gt Click OK Loop New loop 1 Name Before Menu text Explanation Group
122. pe CECI pe CCC e CN e CC CC CS DC CS p CE CN os pe EN e ae ee Remove any paragraph style overrides for the current paragraph and any character overrides for selected text ee TR pe COC feros ENS MN CCC CCE e prr pe CIC p CIS p CS IN COMA CC p CTC F9 Switch between assembly screen and document NN Ctrl F4 Close edit form y Shift F4 Styles pull down menu Copyright 2012 Epoq Legal Ltd 106 Rapidocs Author User Guide E Shift F8 Conditions pull down menu NN Ctd Alt Q Create new question El Ctri Alt G Create new group a Ctri Alt L Create new loop MN CN p CN pe CN pe CN p e Copyright 2012 Epoq Legal Ltd Index 107 Index A about Rapidocs 9 accepting document changes 104 answers 85 Answers Manager assemblers 9 assembly test 11 84 authoring authoring templates 14 authoring window 39 documents 38 templates 38 authors 9 auto numbers 33 autonumbers 33 B black documents 10 blue documents 10 bookmarks 76 en cells 21 clause library clauses 22 common question settings 45 46 51 52 53 55 comparisons 66 69 73 93 94 95 97 98 99 conditional page break 33 Conditional pages 80 82 conditions 15 62 63 64 65 66 104 Conditions Manager 15 62 63 64 65 104 copy and paste 14 15 copying questions 15 45 creating 14 document templates 14 forms templates 14 groups 57 questions 43 rules 67 styles 32 validators 73 cross references
123. pyright 2012 Epoq Legal Ltd 12 Rapidocs Author User Guide gt Currency format Enables you to select whether you wish to have a different currency shown when test assembling in Rapidocs Web The default is 0 To change to dollars use 0 gt Date format Enables you to select whether you wish to have a different date format used when test assembling in Rapidocs Web The default is the European standard dmy To change to the US standard use mdy Origination Authoring Display defaults are set in the Origination tab as described below gt Start test assembly from fresh discard all answers When filling in answers in the test assembly screen you might at any point decide to return to the Variables Manager and editing screen On returning to the test assembly screen your previous answers will not be shown if you have this option ticked To retain your answers in the test assembly screen uncheck this option See also The Answers Manager gt Show white Assembler screen During assembly the screen can be switched from the usual grey background to a white background if it makes for easier reading gt Field colours Double clicking on any of the field colour boxes allows you to change the default colour setting for that field type gt Auto create fields when importing from Word and RTF By default Rapidocs will automatically create fields when you import a MS Word or RTF document if they r
124. r Number Number 6 sqrt Number Number 121 sqrt Number Number 81 power Number 4 Number 3 round Number Number 2 3 round Number Number 2 7 round Number Number 1 5 Copyright 2012 Epoq Legal Ltd Appendices 97 round Number Number 2 5 trunc Number Number 1 9 trunc Number Number 1 6 3 1 7 Operators Operators are used with numeric values to calculate results using simple equations Operator Purpose plus sign Adds numbers minus sign Subtracts one number from another asterisk Multiplies numbers forward slash Divides one number by another Returns one number to the power of another Logical NOT Logical AND Logical OR Logical Exclusive OR 3 1 8 Comparisons Comparisons can be used in a formula to compare values and return a Boolean or flag value TRUE or FALSE Operator Purpose Equals sign Compares two numbers as equal lt gt Less than and Compares two numbers as unequal greater than signs gt Greater than sign Compares one number as greater than another lt Less than sign Compares one number as less than another gt Greater than and Compares one number as greater than or equals signs equal to another lt Less
125. r allows you to map Rapidocs questions onto fields in a PDF form In the majority of cases Rapidocs will handle this mapping automatically by using the same name for the question as for the field name in the PDF form However you may prefer to use alternative names for your question names to make your template easier to maintain to comply with another naming convention or to map the output of a rule to a PDF field Also if you wish to control questions in a loop you will need to map the loop questions onto the appropriate PDF fields By default fields are mapped alphabetically from A Z You can reorder them from Z A by clicking on the column heading Alternatively you can reorder the mappings alphabetically according to the Rapidocs variable name by clicking on this column heading To map a PDF field onto a different Rapidocs question gt Select PDF Fields Manager on the Tools menu gt This displays the PDF Fields Manager table This lists all the field names in the associated PDF form on the left Double click on the mapping to be edited Select the appropriate Rapidocs Variable Name from the pull down list and click OK A mapping may be blank If so nothing will be inserted into that PDF field Click OK to save your mappings and close the PDF Fields Manager VV vv Note When mapping a loop controlled Rapidocs question onto a PDF field the question name in the PDF Fields Manager will be followed by a
126. ragraphs gt Select part of or all of the text within paragraphs you wish to change gt Click on the large Styles toolbar button to show the Styles menu If the text you have selected is not all in the same style it will show the current style as lt Styles gt gt Select a new style which will then be applied to all selected paragraphs Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 25 2 1 9 3 Editing Styles To edit the properties of a style either gt gt gt gt Click on any paragraph that uses the style you wish to change Choose Style on the Format menu or press F4 Make any required changes to the style properties in the appropriate tabs Click OK Or if the style you want to change is not selected gt gt gt gt Choose Style on the Format menu then select the Style tab In the Current Details Name box select the style you wish to modify Make any required changes to the style properties in the appropriate tabs Click OK r E Style Form Text Fieldless Style Format Numbering Current Details New Style Name Form Text Fieldless y New style name Form Text Fieldless Create New Based on y Create based on the current paragraph Next Normal y Create based on a Master style Document v style Table of Contents Include this style in table of co
127. rd forms that are available in this format for example many court forms or other statutory forms See Using PDF Forms for more information Documents can be created in Rapidocs Author or alternatively can be built from your existing Microsoft Word files Rapidocs Author allows you to import these existing files and add to them the intelligence needed to turn them into Rapidocs templates Rapidocs Document Types There are three main types of Rapidocs document that you will work with Each type is colour coded for easy identification Colour Type File name Black Unpublished Template or Work In Progress WIP filename rawx Red Published Template filename ratx Blue Individual Document filename rapx Black templates are created during the Authoring process and cannot be assembled except during Test Assembly until they have been converted to another type This conversion can t be done using Rapidocs Author though it s possible to obtain other types when importing from a briefcase file from a previous version of Rapidocs see Getting Started for more information Red templates are published templates from which Assemblers can create one or more individual documents The actual logic within the Rapidocs template is hidden to protect the intellectual property of the Author Blue documents are created automatically when assembling from a red template A blue document is an instance an individual document using the intelligence that is b
128. ring Screen with a blank template gt On the File menu select Import then PDF Form File This brings up the Import PDF window gt Browse your files and select the PDF file you wish to import gt Click Show Fields to preview the field names present in the form this is optional Click Close to close this window gt To show the PDF file with the field names highlighted click on the Preview button this is also optional You may find it useful to print this for reference Close this window when you have finished viewing the form gt Click on Open and then Yes to confirm This imports the PDF file into Rapidocs Extracting the PDF form from Rapidocs On many occasions you may find it useful to be able to extract the PDF form that was previously imported into Rapidocs This is done by selecting File Extract PDF then browsing to the folder in which you wish to save the PDF file Working with PDF Forms Having imported your PDF file as described in Importing PDF Forms you will see that a question is created for each field in the Editor Window on the right All the questions can also be found in the Variables Manager on the left as ungrouped questions Note the following gt You can now use Authoring tools in the normal way as explained throughout this section on Authoring Documents to group questions together and add explanations and validation See a
129. rnative text value set in the field below the Alternative document text box For example he she As you type this value will be reflected in the list of alternative document text sets gt Click on the plus sign to add further alternative text sets if required gt Add the individual answer options for your new alternative document text sets Continuing the example with the text set he she selected highlight the Male option in the Names box Then enter he into the Document text box gt With the he she alternative document set still selected highlight the Female option in the Names box and enter she into the Document text box gt Click OK to save these changes and close the settings window gt During Authoring if you wish to use he or she in the document you should select the appropriate document text set from the Variables Manager and insert it into the document See also gt Common Question Settings Flag Question Settings Flag questions require the Assembler to answer yes or no by checking or unchecking a box The result is a Boolean TRUE or FALSE output The following sections contain settings that are unique to flag questions gt Flag Input Tab gt Flag Values Tab Information Only Questions Information only questions IOQ are a special type of flag question that don t actually prompt the user to check any input box
130. s box Dialog text Insert here the text which will appear for the current option when the Assembler answers the question Document text Insert here the text to be inserted into the document when this option is selected during assembly You can format your text using the format buttons The Insert Variable button allows you to insert the answer to a previously asked question within your text See Using Variables Within Question Settings See also gt Alternative Document Text Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 55 2 3 4 10 3 Alternative Document Text 2 3 4 11 In some cases you may want different items of text to be inserted into the document depending on the context in which it is used This is often used to ensure that options are grammatically correct in a sentence For example you may have a question name Male Female for which your options are Male and Female In different parts of the document you may need to use He and She his and hers or him and her to reflect the answer that the Assembler has chosen The following example demonstrates how to insert he or she into the assembled document gt Inthe multiple choice Values tab click on the plus sign below the Alternative document text box This highlights the New alternative text 1 option gt Type in a name for your new alte
131. s the following attributes Name The name of the loop Minimum number You can optionally enforce the minimum number of times to process the loop Tick the Enforce a minimum number box and use the up and down arrows to state the required minimum Required If this option is ticked the Assembler will not be given the choice to avoid completing the questions in the loop At the start of the loop the Assembler will only be offered the Back and Next buttons if Required is ticked Otherwise the Assembler will be offered Back No and Yes Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 61 buttons Ifthe Assembler clicks the No button the loop will be skipped Maximum number You can optionally enforce the maximum number of times to process the loop Tick the Enforce a maximum number box and use the up and down arrows to state the required maximum Show introduction before The tick box allows you to state whether or not to provide some introductory text before the Assembler enters the loop Ticking this box enables the Before tab Sorted menu item order If this box is ticked the repetitions of the loop will be sorted into alphabetical order The order is determined according to how you have chosen to display this information on the Menu item tab Note This feature is not currently supported in Rapidocs Web 2 3 6 4 2 Menu ltem Tab 2 3 6 5 2 3 6 6
132. se Text Ordinal UC Number ShortOrdinal Returns the number as a numeric ordinal Number ShortOrdinal Number RomanLC Returns the number as lower case Roman numerals Text RomanLC Number RomanUC Returns the number as upper case Roman numerals Text RomanUC Number Currency Returns the number formatted as a currency number Text Currency Number CustomNumber Returns the number in the specified format Text CustomNumber Number Format 3 1 10 Number Formatting Functions Examples The following table shows examples for some of the functions listed in Number Formatting Functions Copyright 02012 Epoq Legal Ltd Appendices 99 Formula Values Result CardinalFC Number Number 25 Twenty five CardinalLC Number Number 25 twenty five CardinalMC Number Number 25 Twenty Five CardinalUC Number Number 25 TWENTY FIVE LetterLC Number Number 25 y LetterUC Number Number 25 Y OrdinalFC Number Number 25 Twenty fifth OrdinalLC Number Number 25 twenty fifth OrdinalMC Number Number 25 Twenty Fifth OrdinalUC Number Number 25 TWENTY FIFTH ShortOrdinal Number Number 25 25th RomanLC Number Number 25 RomanUC Number Number
133. self at the time you first save your document Rapidocs Author also sets some properties automatically including the date on which the document was created Most of these properties are available as Windows file properties therefore you can sort your documents using these properties helping you to organise your working environment The properties on the General tab relate to details of the document itself and the version Each General property is described in the following table Property Name Purpose For Rapidocs documents this displays WIP for a black Document Type Copyright 2012 Epoq Legal Ltd 90 Rapidocs Author User Guide 2 4 2 Property Name Purpose work in progress template Rapidocs template for a red document template and Rapidocs document for a blue document Document Name The name of the document Template Name Documents derived from a Rapidocs template will show the original template name here This cannot be modified Subject Category Project These three properties may be used to categorise documents Language The language in which the document is written Version Optional version number of the template document Creation Date Rapidocs Author sets this date automatically Completed Date You can set this date value when the document is considered to be complete C
134. sh your page break to appear gt On the Tools menu select Insert then Page Break Using Markers Rapidocs allows you to insert a series of place markers in your document To do this gt Place the cursor in the position at which you wish your marker to appear gt On the Tools menu select Insert then Marker This shows Place Marker in the document This will not appear to the end user in the published document Markers are used to navigate quickly between pages or clauses in a long document during Authoring To move between markers use the Go To Next Bookmark option in the Tools menu Copyright 2012 Epoq Legal Ltd 34 Rapidocs Author User Guide 2 1 10 5 Using Footnotes You can insert footnotes into a document by placing the cursor where the footnote reference should be inserted then choose Tools Insert Footnote The Footnote Number editor will appear Footnote number Footnote number Number or text E r gt This enables you to set the reference number or other character for the footnote If the document contains existing footnotes you may use the pull down list to refer to these This enables you to insert multiple references to the same footnote should you wish gt Once you have selected the footnote reference press OK This will open the footnote editor if it s not already open and enable you to
135. shown in The Formatting Toolbar on the Edit menu as well as standard keyboard shortcuts CTRL Z and CTRL Y respectively Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 17 2 1 4 Find and Replace This tool allows you to search for specific text in a document It is enabled by clicking Find on the Edit menu or by using the keyboard shortcut Ctrl F This displays the Find tab of the Find and Replace window G Find and Replace Find what ore contractual hours v Special y E Case sensitive JV Find in fields Find Close Y Main document Y Intro notes licence V Captions amp control To find the required text gt Type the text to be searched for in the Find what box at the top of the window Clicking on the arrow to the right of the box allows you to see the most recent search requests and choose one of them if you wish gt You can search for special characters and fields by clicking on the Special pull down menu and making your selection from the list such as Any letter Hyperlink Question Field etc The appropriate abbreviation will then be inserted into the Find what box gt By default Rapidocs will ignore the case of the text you enter If you would prefer the case not to be ignored tick the Case sensitive box gt By default Rapidocs will search for the exact text you type in whether it is part of
136. t appears by default in a teal font colour r Eg Rule the company of firm ojt s Name Stats Name the company of firm Result type Unknown Display Company Firm 7 Hidden Formula wm Se if type of business limited company The company The firm 5 pue ges tet o ome Copyright 2012 Epoq Legal Ltd 68 Rapidocs Author User Guide 2 3 8 2 Writing Rules The formula for a rule is written using functions from the many provided by Rapidocs A full list of functions is given in Appendix A Functions for Rules Types It is important to be aware of the different types recognised by Rapidocs Most functions require one or more parameters of a specific type and will also return a value that has a specific type The rule itself will also have a Result type that is the type of value that the whole formula will return Parameters may be either the value of a question a literal value one that you specify or the result of another function Rapidocs supports the following types gt Text This can comprise any combination of letters numbers and characters If specified as a literal value text must be shown with single quotes around the value such as Here is a text value Note To insert an apostrophe you must type two apostrophes e g John s rather than John s gt Number This is a numeric value that can include whole numbers or d
137. te 22 11 1963 37 assuming today is 01 01 2001 ageofat BirthDate Date BirthDate 22 11 1963 Date 01 01 2000 36 customdate Date Format Date 22 11 1963 Format d mmm yy 22 Nov63 dayofweekno Date Date 22 11 1963 6 dayname Date Date 22 11 1963 Friday dayno Date Date 22 11 1963 22 longdate Date Date 22 11 1963 22 November 1963 monthname Date Date 22 11 1963 November Copyright 2012 Epoq Legal Ltd Appendices 101 monthno Date Date 22 11 1963 11 shortdate Date Date 22 11 1963 22 11 63 yearno Date Date 23 11 1963 1963 ym dtodate Year Month Day Year 1963 22 11 1963 Month 11 Day 22 3 1 13 Loop Functions Functions can be performed on looped variables These can be used to sum together all numeric loop entries or concatenate a series of text loop answers Loop functions are as follows Name Explanation Returns Syntax loopsum Returns the sum of the answers given Number loopsum NumberQuestion to a loop controlled question across all loop iterations loopaverage Returns the average value of the Number loopaverage answers given to a loop controlled NumberQuestion question across all loop iterations looplist Returns a single string containing all looplist Question answers to a loop controlled question Separat
138. te text into it To do this in the source text you should enclose any word s which you wish to use as a variable in square brackets e g VariableName Once pasted text questions will be created for all of the variables marked in this way See Importing and Exporting Text for more information Note This only applies if you use the Paste Formatted option By default pasting will not retain Rapidocs variables in this way Conditions This feature only applies during Authoring You may wish to copy a paragraph that has conditions attached to it When you paste it Rapidocs will keep the conditions you have set as long as you include the paragraph marker when you copy the paragraph Ifyou are copying between two templates Rapidocs will also automatically recreate any variables on which the condition depends Note This only applies if you use the Paste Formatted option By default pasting will not retain conditions in this way Rapidocs and Other Applications You can copy and paste between Rapidocs and other text applications such as Notepad Internet Explorer and Microsoft Word In the case of Microsoft Word Rapidocs will retain most of the formatting of the text being copied where it is appropriate to the way that Rapidocs manages styles but only if Paste Formatted is used Undo and Redo Rapidocs enables you to repeatedly undo or redo editing changes These features are available as buttons on the toolbar as
139. th Note that these answers are case sensitive Although you could use a flag rule to make a paragraph conditional on a single option in a multiple choice question this is unnecessary since it is also possible and easier to do this directly from the Conditions menu Rules that evaluate to a flag are indicated by a purple icon in the Variables Manager For other examples of functions see Sample Functions Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 71 2 3 8 3 5 Hidden Rules Hidden rules are used to force a question to be asked at a certain point To use a hidden rule gt Insert the question or multiple questions into the rule gt Tick the Hidden box gt Insert the rule where you would like the question to be asked You would not usually need to use hidden rules as Rapidocs orders questions automatically and intelligently However this feature enables you to override the pre determined order Note Hidden rules can be used to force a question to be asked even if there is no visible effect on the document This may be useful to collect general information from the Assembler that does not go into the document For example to collect a contact telephone number that might be useful when a document is emailed to someone else For other examples of functions see Sample Functions 2 3 8 3 6 Re formatting Date and Number Questions Using Rules 2 3 8 4 2 3 8 5 A usefu
140. the Next box This defaults to the current style but can be changed using the pull down menu The New Style area is described in Creating New Styles fr E Style Form Text Fieldless Style Format Numbering Current Details New Style Name Form Text Fieldess y New style name Form Text Fieldless Create New Based on y Table of Contents 7 Indude this style in table of contents e Create based on the current paragraph Create based on a Master style Body text Display H Example 4 Letterhead a w The Style Delete area is described in Deleting Styles Copyright 2012 Epoq Legal Ltd 32 Rapidocs Author User Guide 2 1 9 5 2 1 9 6 2 1 10 2 1 10 1 Creating New Styles To create a new style gt Choose Style on the Format menu and click the Style tab gt Either select a master style on which to base your new style from the list on the right or select Create based on the current paragraph paragraph to create a new style using the formatting of the currently selected paragraph gt Enter a name for your new style in the New style name box gt Click the Create New button Details of all styles used in a document are stored within it When you receive and open a Rapidocs document from another user your own style definitions will override any styles of the same nam
141. the Origination Window or the Variables Manager or gt Right click on the question in the Variables Manager and select Edit or gt Select the question in the Variables Manager and click the Edit button on the Variables Manager toolbar gt Make the desired changes to the question s settings gt Click Ok See also Common Question Settings Text Question Settings Number Question Settings Date Question Settings Multiple Choice Question Settings Flag Question Settings Using Variables Within Question Settings VV VV VV V 2 3 4 5 Using Variables Within Question Settings Variables can themselves be inserted into various areas of the question settings This can be used to dynamically change on screen information to help the Assembler For example the answer the Assembler gives to one question could be used in the prompts of successive questions to make the context clearer To insert a variable into the prompt of another question use the Insert Variable icon in the Prompts tab of the question settings This technique can be applied to many areas including explanations prompts and even the values of multiple choice answers You can insert a variable anywhere that the Insert Variable icon is present Using the Insert Variable toolbar button you can insert questions rules hyperlinks and cross references by selecting the appropriate variable from the pull down
142. the box whose value you wish to change and type in the new value gt These changes can be applied to the whole table by clicking the Apply values to all rows and cols box gt Click OK To set the table borders gt Click anywhere in the table gt Select Table on the Tools menu then Edit via the right arrow gt Choose the style and thickness of edge vertical and horizontal table borders To delete a table gt Click anywhere in the table gt Select Table on the Tools menu then Delete via the right arrow To insert a column gt Click in the column to the right of where you wish your new column to appear gt Select Table on the Tools menu then Column Insert via the right arrow To add a column gt Click in the column to the left of where you wish your new column to appear gt Select Table on the Tools menu then Column Append via the right arrow To delete a column gt Click in the column you wish to delete gt Select Table on the Tools menu then Column Delete via the right arrow To insert a row gt Click in the row below which you wish your new row to appear gt Select Table on the Tools menu then Row Insert via the right arrow To add a row gt Click in the row above which you wish your new row to appear gt Select Table on the Tools menu then Row Append
143. thor User Guide 2 Using Rapidocs Author There are two main components of Rapidocs Author Editing Documents and Authoring Documents The section on Editing explains how to use the word processor like features of Rapidocs to insert format and edit text and other items The Authoring section deals with the process of adding questions and conditional logic to the document to turn it into an intelligent and dynamic template There s also a short section on Printing Documents including guidance on using Print Preview Furthermore the process of using Rapidocs Document Properties to add meta data to your template s is explained in detail Finally there s a series of Appendices that provide reference information and examples that will assist with Authoring templates using Rapidocs 2 1 Editing Documents Rapidocs contains sophisticated built in editing functionality This is designed to be familiar to anyone who has used a word processor in the past All the normal features that you d expect in a word processor are supported including copying pasting formatting text find and replace spell checking and much more Editing takes place in the Editor Window which is the main panel located to the right of the Variables Manager This section contains the following topics gt The Editing Toolbar gt Cut Copy and Paste gt Undo and Redo gt Find and Replace gt Page Setup gt Spell Check gt Using Tables gt Clause Library gt Using Styles
144. tings window gt Click on the Validators tab In the left box you will see all of the validators available in the document gt To select a validator for use in the question select it and then click the right arrow button to move it into the right hand box called Question Validators Validators are activated in the order in which they are listed in the Question Validators box gt Click Ok The buttons between the two boxes enable you to do the following Icon Description Add a validator to the question moving it to the Question Validators box Remove a validator from the question returning it to the Available box However the validator is not deleted from the document Move the validator up so that it is activated earlier Move the validator down so that it is activated later Create a new validator Delete a validator from the document altogether Edit the currently selected validator 2 3 9 3 Using Validators in a Group You can apply a validator to a group in the same way as described in Using Validators in a Question except that you double click on the group name in the Variables Manager rather than ona question During assembly any warning message will appear when the Assembler clicks on the Next or Back buttons to leave the group rather than after an individual question 2 3 9 4 Using Validators in a Loop
145. ton on the Variables Manager toolbar or right click on the question in the Variables Manager and select Insert You can insert the same question into the document any number of times but it will only be asked once during assembly During assembly the answer will appear at each point that the question was inserted into the document To see how many times a question has been inserted into a document rule or other part of a template click on the Stats tab of the question settings To see specifically which questions rules or conditions are affected and where it s been inserted into the template use the Dependency Check Note A question cannot have the same name as any other variable It may contain any alphanumeric character but cannot be blank or contain a square bracket or any extended ASCII characters such as accented letters Deleting Questions To delete a question that has been inserted into the Origination Window gt Select the red text that represents the question and press Delete on the keyboard The question will still exist in the Variables Manager To completely delete a question from the template gt Either select the question in the Variables Manager and click Delete minus button on the Variables Manager toolbar and click Yes to confirm or gt Right click on the question select Delete and click Yes to confirm Note Ifthe question has been inserted i
146. tself The Print Preview window is described below The toolbar at the top of Print Preview gives you the following options gt Close Closes Preview and returns you to the document gt Print Returns you to the print options window gt Page Setup Takes you to the Page Setup window allowing you to edit headers and footers gt Left and right arrows Allow you to move backwards and forwards through the pages of the Copyright 02012 Epoq Legal Ltd Using Rapidocs Author 37 document The double left and right arrows take you to the first and last pages of the document gt Zoom Allows you to view a larger or smaller area of the document by clicking on the up or down arrows gt Full size Returns the document to its normal size of 100 Fit to window Zooms the whole page to fit in the current window gt Document Allows you to switch between the various components of your document using the down arrow For example if you have ticked Include user notes on the Print menu this box allows you to preview either the document or the notes Vv Copyright 2012 Epoq Legal Ltd Rapidocs Author User Guide Authoring Documents Authoring or Origination is the process of creating templates using Rapidocs Author You are provided with the ability to easily prepare intelligent templates containing all the questions instructions and notes for the person assemblin
147. two ways either by creating one directly in the Variables Manager or on the Validators tab of the settings window for questions groups or loops To create a validator in the Variables Manager gt On the Tools menu select New then New Validator or click the New Validator button on the toolbar gt Decide what Type of validator you require depending on how serious you want the warning to be The choices are Information Confirmation Warning Error and Serious error Web Event is also an option this is dealt with separately in this manual In most cases the Assembler will have to click OK to confirm that the message has been read A Confirmation message displays Yes and No buttons and the response is used to determine whether to continue or not Only the Serious error message actually prevents the Assembler from continuing until a valid answer has been supplied It is essential that the user be able to correct the condition otherwise they may not be able to continue with assembly of the document gt Insert your validation rule into the Formula box See Using Rules for more information The result of your formula should be a text message that will be displayed to the Assembler If the result of the formula is empty text denoted in your formula by two single quotes with nothing between them no validation message will be displayed gt
148. u tick the check box Rapidocs will include the words in CUSTOM DIC in its dictionary You can edit entries in CUSTOM DIC by selecting it and clicking the Edit button To create a new custom dictionary click on the New button and enter an appropriate name Additional custom dictionaries may be useful to store words within specific categories such as Legal Terms or Computer Terms These dictionaries can then be enabled or disabled depending on the type of document being worked on Also these dictionaries can be shared with other users if required by placing them in shared areas on your computer network To delete a custom dictionary click the Delete button Note that this will remove the dictionary file If you wish to stop using a dictionary but leave it available for others simply un tick the entry in the Dictionaries window In the case of Rapidocs custom dictionaries other than CUSTOM DIC advanced features are available To edit entries in a Rapidocs custom dictionary select the dictionary name and click the Edit button to display the dictionary editor This is divided into three tabs Added Words is used to add and remove words from the selected custom dictionary Auto Correct Pairs allows you to define word pairs so that when the first word is encountered it will always be replaced automatically by the second during Spell Check This could be used to automatically correct common mis spellings or to encourage
149. uilt in based upon the answers the Assembler has given With Rapidocs Author you will usually be working with black unpublished templates WIP therefore where we use the term Documents in this guide we are referring to this type of document Getting Help This comprehensive online help explains everything you need to use Rapidocs Author For additional information please use the contact details below gt UK Call Epoq UK on 0845 644 8966 between 10 00 and 17 00 Monday to Friday or email support rapidocs co uk gt USA Call Epoq US on 1 800 481 1025 toll free between 9 am and 5 pm EST Monday to Friday or email supportWepoq us Further information on the full Rapidocs product family is available on the website www rapidocs co uk Getting Started When you first open Rapidocs Author you will reach the Home page of the application shown with the Home tab From here you can do the following gt Start a new document gt Open an existing document gt Open a copy of an existing document gt Exit from Rapidocs Author Copyright 2012 Epoq Legal Ltd Introduction 11 By default all Rapidocs documents are saved in a Rapidocs Files folder in your My Documents folder You can change the location in which files are stored by changing the File Location shown in the Authoring tab within the Options box Options is accessed from the Tools menu Extracting Documents from a Previous V
150. ul feature for example to identify any dependencies on a question before you delete it When you select Stats for a question or a rule you also activate the Dependency Check facility r Question have children Name Prompt Explanation Input Values validators Stats Used in Document Conditions Twice Rules advancement rule Age at A amp M trust rule1 Age at A amp M trust rule2 Age at A amp M trust rule3 chattel child rule chattel named rule chattel partner rule chattel residuary rule children hidden executor validator named executors guardian rule personal Chattel flag RB Children abs RB Life Partner Named Bens RB Life Partner Named Children RB Named only RB Partner Abs Child Equal RR Partner ahs Named Ren m By right mouse clicking on the stats you are able to copy the details to the clipboard if you desire See also gt Common Question Settings gt Editing Question Settings Text Question Settings These are questions that will allow the Assembler to enter an answer using any combination of letters numbers and other characters The text question Input tab is unique to these question types and provides the following options Default Value Allows you to optionally set a default value either a fixed value or one which is based on a rule Format Allows you to specify the case of the answer Minimum characters Allows you to set the minimum length of the answer
151. ul name for your bookmark Copyright 2012 Epoq Legal Ltd Using Rapidocs Author 77 2 3 10 2 2 3 10 3 2 3 11 gt You can redefine an existing cross reference to point to the new bookmark by selecting it in the Reference field gt Click Insert or OK Inserting Cross References To insert a cross reference gt Place the cursor where you require the reference to appear gt On the Tools menu select New then New Cross reference or click New Cross reference on the toolbar Type in a meaningful name for your cross reference In the Reference box select the bookmark you wish to refer to from the pull down list Change any desired settings for the cross reference Click Insert or OK VV VV Cross Reference Settings In a cross reference s settings you can set the following attributes Text before and Text after These allow you to insert text to appear before and or after the reference itself Note that you may need to enter a space both after your Text before text and before your Text after text to ensure that the spacing in your reference is correct Note that if a cross reference relates to a bookmark in a conditional paragraph the reference will appear to be incomplete if the bookmark is not visible Show This allows you to select the type of reference gt Paragraph Allows you to refer to the number of a

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