GENERIC MULTI-DOCUMENT LAW PRACTICE SYSTEM for WordPerfect 4.2 (c)1987 - Richard T. Rodgers S H A R E W A R E P I T C H This may well be the first piece of "shareware" (a/k/a "User- Supported Software" or also "Freeware") you have ever seen. If so, you might have some vague notion of it being both "free" (which certainly casts doubt on its real-world value) and "tainted." In my opinion, it is neither. I've copyrighted this effort, and I'm keeping the copyright in my hot little hands. This is my system, but I encourage you to use it. Accordingly, I hereby grant you a license to use it to your heart's delight. You may copy it and give it to your associates, mother-in-law, and even (if you're really crazy) to your competitors. But this license is granted to you upon two (2) immutable conditions and with one (1) additional precatory request: IMMUTABLE CONDITION #1 If you elect to distribute this system to any person, firm, corporation or other legal entity, you must convey it in its present form (ie, exactly as I have created it). This includes all my copyright notices (unchanged), files on this disk (unchanged), and the entire (unchanged) README.1ST file which you are reading right now. [Obviously, it's OK to change this system so it will run as you want it in your office. It's designed to be changed, and I encourage you to change and use it to help you deliver legal services more effectively. But if you want to pass along your discoveries to a colleague, just be certain s/he gets this entire Generic Practice System Disk - and not your changed version of it.] IMMUTABLE CONDITION #2 If you elect to distribute this system pursuant to IMMUTABLE CONDITION #1, you must convey it for no more than US$6.00 which you may charge only for the ostensible purpose of defraying your own production and distribution costs (such as postage, handling, and charges for the floppy disk (or other media) itself. Such charge will not constitute consideration paid me for the license assumed by your transferee to use this program (I'm not charging anyone for that license, remember?). BIG PRECATORY REQUEST Comes now the pitch.... IF you like this system; and, IF you actually use it in your law practice or other business, THEN, won't you please send me US$25.00 for my efforts in developing it for you? That's it? Yes, that's it. There's no legal requirement that you pay for your use of this system. At worst, it's a "moral obligation." You'll certainly feel better if you pay something for it. And I'll feel better of you if you do. Furthermore, your check will allow my Baby Brother Joey to have his operation (so he can run and play like the other kids); there will be great karma in the universe; Republicans and Democrats will be able to lie down together (although, admittedly, neither will ever get much sleep), law schools will stop churning out more lawyers, etc., etc. etc. And if you do fork over the $25.00, I just might send you the latest version of this system (which, undoubtedly will add a whole new dimension to the word "magic"). And if I ever get around to creating it, I'll also send you my "Generic Complex Document Generator System" which currently exists only in my head but possibly could be forced out with proper inducement. How's that? Richard T. (Rick) Rodgers Lawyer and Professor of Law P. O. Box 1027 Buies Creek, NC 27506-1027 USA SYSOP - Frolic & Detour BBS for Lawyers 919-893-5206 (1200bps, 8 bit words, 1 stop bit, no parity) ABA/Net - ABA1401 June 17, 1987 GENERIC MULTI-DOCUMENT LAW PRACTICE SYSTEM for WordPerfect 4.2 (c)1987 - Richard T. Rodgers PURPOSE There are four basic types of word processing tasks within a law office: First-time final drafts of unique documents (a consummation devoutly to be wished, but infrequently achieved). Example: a thank-you note. Unique documents which are revised at least once before reaching their "final version" state. Example: an appellate brief. Complex, but largely boilerplate, single documents. Example: a will (which is "assembled" into a unique document from a large collection of pre-recorded blocks of text). Multi-document projects which inevitably contain the same information in the "blanks" within each document. Example: a residential real estate closing, which frequently requires a score of documents all reciting the name and address of the Buyer, Seller, property location, purchase price, loan amount, etc. The enclosed files constitute GPS, a Generic Practice System for WordPerfect 4.2 users. GPS addresses with novel simplicity the process of completing multi-document projects (ie, Type #4 above) within a law practice. INTRODUCTION There are six (6) catagories of files within this system: MENU.1ST - contains the text which appears on the screen when you see the system's Menu INPUT.MVL - contains the prompts which extract the actual variable data from the user. ALTM.MAC - the macro which invokes the Main Menu. ?MENU.MAC - macros which respond to the various choices the user may make from the Menu. In this case, the "?" represents the letters "I", "D", "E", "C", "R" and "Q" or the numbers "1" through "20", inclusive. Also in these *.MAC files, you'll find one called "MENU.MAC" file (used when the user just presses instead of making a proper menu selection. All told, there should be 28 files with the extension of ".MAC" (including ALTM.MAC and MENU.MAC). ?.DOC - the "primary" merge documents. In this case, the "?" represents the numbers "1" through "20" inclusive. All told, there are twenty (20) separate document files. README.NOW - which, of course, is what you're reading right now. Each file has a purpose, so don't any of them (even if you don't expect to use some of them). While the demo will work fine if you'd prefer to run it off a floppy disk, I nevertheless suggest you begin by placing all these files into a subdirectory on your hard disk named "GPS." The DOS command: COPY A:*.* C:\GPS will do nicely (assuming you've already created a subdirectory named "C:\GPS"). By way of elaboration, I put all my data (word processing files, spreadsheet files, etc.) in a subdirectory I have named "WORK." To help organize the stuff more, I have created subdirectories within that subdirectory. In this scheme of things, I've put all the GPS stuff in a subdirectory with a full pathname of "C:\WORK\GPS". This is a suggestion - not a requirement. GPS should work anywhere on your hard disk; it does, however, prefer to work in its very own subdirectory (so try not to put anything unrelated to the system in there with it!). The enclosed files will serve both as a demonstration and as a template from which you may build your own practice system in WordPerfect 4.2. DEMONSTRATION AND TUTORIAL I suggest you plan to run this demo at least twice. Once just to watch it work and the second (and subsequent times) to see what's really going on. To run the demonstration: Load up WordPerfect and move into the GPS subdirectory. [NOTE: From here on out, first-time users should read only the "main points" starting (as the above paragraph does) with arabic numerals; the COMMENTARIES and other stuff under the "main points" are explanatory materials you'll appreciate later - but, for now, let's just get the thing running....] . . . . . . . . . . Once you see WordPerfect's "clean screen", press to view the GPS menu. NOTE: the command will always (well, almost "always") bring you this Main Menu. So when in doubt - or whenever you're looking at a blank screen - try mashing to get a clue about what you should do next. Remember, "M for Menu!" . . . . . . . . . . COMMENTARY: Actually, is a macro which resides in the \GPS subdirectory - it's not some magic coding change I've made to WordPerfect itself. invokes WordPerfect's MERGE function in which the file "MENU.1ST" is the "primary file"; and, in this case, there is no secondary file. After you've quit running GPS, you might want to take a look at MENU.1ST (simply by using WordPerfect to "Retrieve" it from the subdirectory). In this document, you'll find: the Menu text (which appears on the screen while GPS is running) between the ^O markers; a ^C command near the bottom of the text to pluck off the user's keyboard response; and, the MERGE command to run a macro which has as its first character(s), the keys pressed by the user; and, last four (4) characters the letters "MENU." This macro and the file MENU.1ST is really the trickiest part of the whole GPS system. Once you understand it, you can consider yourself an advanced WordPerfect user/programmer. Press "" and then " in response to the "Your Choice ==> " prompt at the bottom of the Menu Screen. This will let you enter information about a new case. Answer the next series of questions quickly (accuracy won't be too important for the moment - this is a demo, not a final exam!) and don't forget to press when you finish typing your response to each question (ie, DON'T use the key!) When finished with the questions, you'll be prompted for a File Number; please respond by typing "1234" and ""; the system will return to the Main GPS Menu. . . . . . . . . . . COMMENTARY: Actually, this response runs the macro named "IMENU.MAC." IMENU.MAC clears the screen and then runs WordPerfect's MERGE function in which INPUT.MVL is the primary file and there is no secondary merge file. [In case you were wondering why I used the "MVL" extension, it stands for erge ariable ist.] After you've quit running GPS, you might want to take a look at INPUT.MVL (you will find this by using WordPerfect to "Retrieve" it from the subdirectory). You'll find this: Enter Seller's Name [then press F9] Enter Seller's Street [then press F9] Enter Seller's City, ST ZIP [then press F9] Enter Buyer's Name [then press F9] Enter Buyer's Street [then press F9] Enter Buyer's City, ST ZIP [then press F9] Enter Purchase Price [then press F9] Enter Closing Date [then press F9] Enter Broker's Name [then press F9] Enter Broker's Street [then press F9] Enter Broker's City, ST ZIP [then press F9] Enter Lender's Name [then press F9] Enter Lender's Street [then press F9] Enter Lender's City, ST ZIP [then press F9] Enter Amount of New Loan [then press F9] INPUTOUT When making your own practice systems, you will simply replace the above described bold-printed (sample) prompts with your own prompts. As far as I can tell, there's no limit on the number of "questions" you can ask. But do try to restrain yourself, however. What you want here are your system-wide "global" variables (ie, the ones which occur within several of the documents you'll be placing in the system - or which occur several times within one document in the system). Remember that WordPerfect has another way to pluck off the "unique" (ie, "once-in-a-system") variable(s) you may put in an individual document; more about that later. For the beginners to this system, this (and the installation procedures listed below) is all you need to know. But if you just can't go to sleep tonight without knowing how all this works, read on.... The "[then press F9]" part of the prompt is there simply to give your operator a clue to use the key instead of the key when s/he has finished answering the question. WordPerfect requires as the keystroke to end a merge field (when merging, the more familiar key has a separate function altogether...). Remember that WordPerfect's MERGE function will display the stuff between the ^O codes at the bottom of the screen as an "input prompt." These won't show up later or affect the running of the system in any other way. And also remember that WordPerfect's MERGE function uses the ^C code for "onsole input"; in English, this means "operator to type something here ==>!" The ^V^R^V is a funny combination of stuff, too. The ^V is a "switched mask" in which everything between the first ^V and the next ^V is left alone during the MERGE operation (the first ^V switches this function "ON" while the second ^V switches it off - the "meat between the bread" gets left alone). The net effect of the ^V^R^V here is to pass the ^R (ie, the "meat") through the MERGE process. Just inspect the results of this process by looking at the secondary MERGE file this process produces - you'll see why this is important. Finally, there's the ^GINPUTOUT^G statement. This is a command to run a macro called INPUTOUT. This one is the most complex macro in the system and its job is to: Prompt the operator for a file number; Save the "answers" the operator has entered to the questions presented in the file number specified; Clear the screen; and, Return to the Menu. This ain't as easy as it sounds (it does sound easy, doesn't it?). If you really want to know what it does, you may inspect every keystroke in it with the Macro Editor program (which is bundled in the WordPerfect Library offering). And so that's how WordPerfect can be trained to extract information and then plunk it into a user-named secondary file which is ready to MERGE with any (properly configured) primary document you may create. Frankly, the process is a little crude (messy screens, no error-trapping of the user's keyboard responses, etc.); the remarkable thing about it is not that WordPerfect doesn't do this well - the incredible thing is that it does it at all! [Does anyone remember Dr. Johnson's dog?] If you want to improve this process, try using the NOTEBOOK program in WordPerfect's Library system (or, even better from the user's standpoint, write your own computer program [al a' my RESPA Resolver]). All this gets us back to the Menu. If you're not there for some reason, press . . . . . . . . . . . COMMENTARY: From here you can: Get a irectory of the files you've created. This is another macro (named "DMENU.MAC") which prompts WordPerfect's directory to give a list of the files in the GPS subdirectory which have no extensions (ie a DIR of *. filenames); note that all the system files have extensions, so everything without an extension must be stuff the operator has added to the directory (ie, the merge information for your cases). Moral: don't screw up this system by using extensions on your operator- inputted filenames! dit the responses you previously inputted. This macro does nothing more than call up a previously created secondary "client data" file so that your operator can use WordPerfect to edit and then re-save it. By now, you should have guessed (1) this was done with a macro and (2) the macro's name. lear the screen, so you can get out of the MERGE system and use WordPerfect to do whatever you'd like while remaining in the C:\WORK\GPS subdirectory (or whatever subdirectory you're in). Ditto on what does this magic.... eturn to the previous directory. For example, if the full pathname of your "active" directory is C:\WORK\GPS, running this command will move you to the next subdirectory "up" in the DOS tree (ie, C:\WORK). Ditto, again. uit to DOS. Actually, this will take you out of WordPerfect but, depending on how you've set up your system, not necessarily back to the C> DOS prompt. If you're using the Library system, you'll probably wind up back at its Menu. Ditto, again. Press <1> and to prepare the sample "Buyer's Employment Letter." In response to WordPerfect's "Secondary File?" prompt, type in your recently typed file's number, 1234. NOTE: If you want to try using some data I've pre-prepared for you (instead of using your earlier responses), type DEMO. . . . . . . . . . . COMMENTARY: Now we're into a new type of system. The macro in this case is 1MENU.MAC and it begins a MERGE in which a document named "1.DOC" is the primary document. Then the macro pauses in response to WordPerfect's "Secondary File?" prompt. Here's where you enter the number of the file you wish to use as your merge variables ("secondary file", in WordPerfectese). Once you enter this, the macro continues by beginning the actual MERGE process. Type "John" in response to the prompt "Salutation" which appears at the bottom of the screen - and remember not to use the button (we're merging!). Note that this "salutation" is a piece of information which you haven't previously entered into WordPerfect. While you're looking around, also note that the Buyer's Name and Address somehow got put into this letter without you doing anything. Such is the magic of merging.... . . . . . . . . . . COMMENTARY: Now we're adding "unique variables on-the-fly" while the "global variables" (which we put into the secondary file named [in this case] 1234) are placed automatically in the document via the MERGE function. To see how this is done, you'd better look at the primary document 1.DOC. The secret is in the line, Dear Salutation, Dear Salutation, If you don't understand what this does, please go review the WordPerfect 4.x User's Manual on page Merge-41. Also please remember that you could run another macro at the end of this merging process. Why would you do that? Maybe to force the operator to print the letter when it's finished merging, or to save it in a Correspondence Log (or in a "work-in-progress" subdirectory), or to go to the Library's Calendar program to log up a "Reply Expected" date, or to return to the Main Menu, or .... Press to get back to the Main Menu. . . . . . . . . . . Now, just to show off - and to demonstrate the speed of document production once you've set up the merging process, print the Seller's Employment Letter (by pressing 2, of course). Note that this system can do this same dance with a total of 20 documents (even though I've only really given you the first two as practice samples [and the rest of the documents are only dummies]). . . . . . . . . . . COMMENTARY: By now, you should have figured out how this works. When you select #1 from the Menu, you're actually doing a MERGE in which a file called 1.DOC is the primary document and the user's keyboard reply determines the filename of the secondary document (remember that the filename is the user's file number in this system). And when you select #2 from the Menu, you're actually doing a MERGE in which a file called 2.DOCis the primary document (and, of course, the user's keyboard reply again determines the filename of the secondary document). Select #3 from the Menu and you get 3.DOC as the primary MERGE document, #4 gets you 4.DOC, etc. Pretty simple, huh? END OF DEMONSTRATION - TUTORIAL INSTALLATION PROCEDURE Please follow these five steps to convert my generic sample system to your practice: STEP ONE - Hard Disk Setup make a new subdirectory on your hard disk into which you will later place your new running system. In this regard, I suggest (but do not require) that: all your work be in an area whose full pathname is C:\WORK (keep programs such as WordPerfect and all other stuff out of this area - consider this space yours alone and you'll find daily hard disk BACKUPs to be a little easier to do...); your practice systems be in subdirectories located below \WORK; and, you assign these subdirectories very short names (ie, so that the full pathname of a Residential Closings system might be named C:\WORK\RC). Copy everything from this GPS system into the new subdirectory. STEP TWO - Forms Creation Determine what practice area in your office you wish to systemize first; [Suggestion: try something relatively simple which requires many separate documents into which essentially the same information is placed. Typical examples of "simple multi-document systems" include corporate formations, debt collections, and (perhaps) residential real estate closings.] Collect all the forms you routinely use in this practice area. When determining whether to include a form in the system, remember The 10% Rule (ie, if you use the form less than 10% of the time, don't include it). The object is to keep your system simple and easy for others to use, not to create an "All the Law That's Fit to Print" behemoth that no one but you can fathom; Spend some time re-writing these forms to make them more "generic" and structurally consistent. Use the same margins, pitch and font settings throughout (set all these parameters at the beginning of the document - don't rely on the WordPerfect system defaults [some clown may change them...]). And try using "hereinafter referred to in the neuter singular as 'the GRANTOR'" instead of the number-and-gender-specific "Party of the First Part", etc. In sixteen years of law practice, I've never had a client complain about this little literary "trip to the vet." In other words: CLEAN UP YOUR DAMN FORMS BEFORE YOU COMMIT THEM TO A SYSTEM!! The more time you spend doing this, the happier you and your staff will be with the results of your joint labors. 'Nuff said.... Organize your "cleaned and preened" forms into some kind of progression or other logical order and then rename them accordingly as 1.DOC, 2.DOC, 3.DOC, 4.DOC, etc.; Copy your "cleaned and preened" forms into the new subdirectory (NOTE: the copy process will "over-write" the sample and dummy forms I've placed in the collection of GPS files - that's fine!). STEP THREE - Create Your Main Menu Retrieve MENU.1ST as a standard WordPerfect document and then change the prompts in it so that they appropriately identify what your newly organized and renamed documents are. Save this edited document (which will replace my sample system with your efforts). STEP FOUR - Establish Global Variables List Identify the items of information which appear more than once throughout your collection of forms (ie, more than once in one document or more than once throughout your entire collection of forms). These are your "global variables." Maintain a list of them as you review and edit your collection of forms; and, Organize your "global variables" and then insert them into my INPUT.MVL file, overwriting (using WordPerfect's "typeover" feature) the sample data I've put there. STEP FIVE - Put Variable Names into Forms Go back over each form you have stored in the system: make the "global" variables called for in each document "point to" the appropriate "global" variable you've created in your edited INPUT.MVL file (ie, make sure that ^F1 in the secondary document really corresponds with the ^F1 you've put in your primary (form) documents); if you want the date automatically added to your documents, use the ^D feature; and, whenever you encounter a "unique variable" in a form, change it in your document so that it works like the Dear Salutation, example in my sample 1.DOC. Run the system and see how it works! Re-read the Shareware Pitch at the beginning of this document. Won't you please consider: registering your use of this system and sending in the requested $25.00; and, sending me a copy of what you've developed with this system (or any modifications you've made to it)? THANKS!! Richard T. (Rick) Rodgers P. O. Box 1027 Buies Creek, NC 27506-1027 voice -(919)-893-4111 (ext. 2551) data -(919)-893-5206 (300/1200bps, 8 bit word length, 1 stop, no parity)