What a HotDocs Developer What a HotDocs Developer Should KnowShould Know

About Microsoft WordAbout Microsoft Word

Alan Soudakoff, Bart Earle, Marc Lauritsen

Capstone Practice Systems

December 9, 2009

AgendaAgenda

• Introduction (Marc)Introduction (Marc)

• Styles and auto numbering (Bart)Styles and auto numbering (Bart)

• Sections, headers, and footers (Alan)Sections, headers, and footers (Alan)

• Wrap up and questionsWrap up and questions

Using WordUsing Word

• SShowing paragraph howing paragraph marks marks and other and other symbolssymbols

• Format painterFormat painter

• Readability Statistics functionReadability Statistics function• DDococumentument compar comparisonison

((for authoring, to identify variations, for testingfor authoring, to identify variations, for testing))

To enable readability statistics:

Click the Microsoft Office Button, and then click Word Options. Click Proofing. Make sure Check grammar with spelling is selected. Under When correcting grammar in Word, select the Show readability statistics check box.

Some Word/HotDocs issuesSome Word/HotDocs issues

• HHow HD handles hard returns afterow HD handles hard returns after instructionsinstructions ((IFsIFs, , ENDs,ENDs, REPEATs) REPEATs)

• HD variables don't work in text boxesHD variables don't work in text boxes

• Word comments may cause trouble Word comments may cause trouble in span of an IF statementin span of an IF statement

ResourcesResources

• Payne, Payne, Word for Law FirmsWord for Law Firms

• HotDocs HelpHotDocs Help

• Knowledge Knowledge bbase at www.hotdocs.comase at www.hotdocs.com

Problems & SolutionProblems & Solutionss | Microsoft Word Issues | Microsoft Word Issues(HotDocs.com knowledge base)(HotDocs.com knowledge base)

• HotDocs Chevrons Converted to Quotation Marks

• Pressing F11 Key Does Not Move to Next Field

• Comments at End of Inserted DOT Template Cause Bad Formatting in Parent Template

• Text is Skipped by Spell Checker

• HotDocs Cannot PLAY the Macro

• Numbering Lost in Conditional Paragraph

• One Style Superseding Another in Word Template or Document

• 'Value out of Range' Error When Inserting Variable in Word Footer

• Bookmarks Deleted When Editing Template

• Inserting Graphics in RTF Increases File Size

• AutoOpen and AutoExec Macros Disabled When Working with Word Templates

• HotDocs Menu Appearing in Word Documents When It Shouldn't

• Can't Preview a Template When Working with Word 2007

• Problems with Microsoft Word and Smart Tags

• Page Breaks are Deleted When Inserting Templates with Tables

• Remove Unwanted HotDocs Outliner Icon from Toolbar

• Runtime Errors When Creating New Word 2007 Template Runtime Errors When Creating New Word 2007 Template

• HotDocs Button Doesn't Appear on the Word 2007 Ribbon HotDocs Button Doesn't Appear on the Word 2007 Ribbon

• 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing 'HotDocs Cannot Play the Macro HD6EditTemplate.Main' Message Appearing

• Word Displays Expired Macros Error and Then Disables HotDocs Macros Word Displays Expired Macros Error and Then Disables HotDocs Macros

• Word Toolbars Disappear from HotDocs DOT Templates Word Toolbars Disappear from HotDocs DOT Templates

Styles & Auto NumberingStyles & Auto Numbering

• Styles allow you to efficiently apply Styles allow you to efficiently apply consistent formatting throughout a consistent formatting throughout a documentdocument

• Auto numbering provides the best Auto numbering provides the best method of generating a document method of generating a document with consecutively numbered with consecutively numbered paragraphs (even where logic makes paragraphs (even where logic makes some conditional)some conditional)

StylesStyles

• Include paragraph, character, table Include paragraph, character, table and listand list

• Word includes many built-in stylesWord includes many built-in styles

• Tools for using are accessed via Styles Tools for using are accessed via Styles panel on Home tab in Word 2007panel on Home tab in Word 2007

Word vs. HotDocs Word vs. HotDocs NumberingNumbering

• HotDocs: cumbersome to use if HotDocs: cumbersome to use if complex logic and/or outline complex logic and/or outline numbering involved, makes editing numbering involved, makes editing of assembled documents difficult.of assembled documents difficult.

• Word: No need to adjust HotDocs Word: No need to adjust HotDocs logic and facilitates easy editing of logic and facilitates easy editing of assembled documents.assembled documents.

Auto Numbering BasicsAuto Numbering Basics

• Numbered list: Single level list that Numbered list: Single level list that does not allow for list styles. Useful does not allow for list styles. Useful for quick and dirty numbering tasks.for quick and dirty numbering tasks.

• Multilevel numbering: Outline Multilevel numbering: Outline numbering for which you can create numbering for which you can create a list style (which can then be a list style (which can then be edited).edited).

Using Styles and Outline Using Styles and Outline NumberingNumbering

• Start by creating an outline numbered Start by creating an outline numbered list list stylestyle..

• Configure all levels of outline numberingConfigure all levels of outline numbering

• Apply numbered list style to a Apply numbered list style to a paragraph and create new paragraph paragraph and create new paragraph style style ORORCreate paragraph style, link it to Create paragraph style, link it to numbered list stylenumbered list style

• Apply paragraph style where neededApply paragraph style where needed

Styles/Numbering Dos and Styles/Numbering Dos and Don’tsDon’ts

• Don’t use built-in Word stylesDon’t use built-in Word styles

• Don’t base a new style on NormalDon’t base a new style on Normal

• Don’t use automatic update for stylesDon’t use automatic update for styles

• Use Use outline (multilevel)outline (multilevel) numbering numbering

• Do allow outline numbering to control Do allow outline numbering to control indentsindents

• Make sure styles in inserted templates Make sure styles in inserted templates match main templatematch main template

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The ProblemThe Problem• When producing a package of Word When producing a package of Word

documents using HotDocs INSERTS, documents using HotDocs INSERTS, sometimes you want:sometimes you want:– different header/footer for each documentdifferent header/footer for each document– re-pagination starting with page 1re-pagination starting with page 1– different marginsdifferent margins

• Without following the steps here, HotDocs and Without following the steps here, HotDocs and Word puts the Word puts the parentparent template’s footers in template’s footers in allall docsdocs

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The Solution, Step 1The Solution, Step 1

• Place a next-page Place a next-page sectionsection break in break in parent template parent template beforebefore INSERT INSERT

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The Solution, Step 2The Solution, Step 2

• INSERT child template, using HD INSERT child template, using HD INSERTINSERT

• At the INSERT Field dialog box select At the INSERT Field dialog box select “Keep header/footer of inserted “Keep header/footer of inserted template”template”

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The Solution, Step 3The Solution, Step 3• To re-start page numbering, go to the To re-start page numbering, go to the ParentParent template and Format Page template and Format Page NumbersNumbers

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The Parent TemplateThe Parent Template

• This is what the parent template This is what the parent template should look like:should look like:

Footers/Headers in Inserted Footers/Headers in Inserted Templates:Templates:The Assembled Inserted DocumentThe Assembled Inserted Document

• This is what the inserted assembled This is what the inserted assembled document should look like:document should look like:

Footers/Headers: Other Footers/Headers: Other IssuesIssues

• Same as PreviousSame as Previous

• Variables in headers and footers are processed Variables in headers and footers are processed first with respect to a default interviewfirst with respect to a default interview

QuestionsQuestionsandand

CommentsComments