51
Section 4: Assemble a Text or Form Document
21
Tip: You can also prevent
HotDocs from prompting to
save documents when
closing the assembly
window by making a selec-
tion at the HotDocs
Options dialog box. In the
Document Assembly
folder, clear Prompt to
save document when
closing assembly
window.
When the assembly window closes, HotDocs may ask if you want to save the
assembled document. If you already sent the document to the word processor or
HotDocs Filler, or saved it in a file, there is no need to save the assembled document
again. You can select Don’t ask me about saving again and click Don’t Save to
prevent HotDocs from asking each time you close the assembly window.
This section describes the buttons that appear by default at the End of Interview
dialog. The buttons available will vary according to the type of document you are
assembling. Also, depending on your work preferences, you can select which
buttons will appear at the End of Interview dialog. (See , “Customize the End of
Interview Dialog” on page 22.)
Review Unanswered Questions
If you skip questions during the interview, HotDocs will display a message at the
End of Interview dialog indicating how many questions are unanswered. Normally,
you should answer each of these questions before proceeding.
To return to unanswered questions in the interview
1.
At the End of Interview dialog, click Go to the first unanswered question
in the interview to return to the place in the interview where the first unan-
swered question appears.
2.
Click the Next Unanswered Dialog button in the navigation bar to navigate
to each subsequent unanswered question in the interview.
3.
When all questions are answered (as indicated by icons in the interview out-
line), click the Next Unanswered Dialog button to display the End of
Interview dialog.
View an Assembled Form Document
After you complete an interview, you can view the assembled form document at the
Form Document tab.
To view an assembled form document
1.
At the End of Interview dialog, click View the assembled form document at
the Form Document tab. The assembly window changes to display the form
document.
2.
Optionally, if you want HotDocs to notify you of any overflowing answer fields
when it displays the form document, select check for answer overflow.
52
22
Send a Text Document to the Word Processor
After you complete an interview, you can view the assembled text document in your
word processor.
To send a text document to the word processor
Tip: Pressing F11 will also
send the document to the
word processor.
At the End of Interview dialog, click Send the assembled document to the
word processor. The word processor appears, showing the completed docu-
ment.
Tip: This dialog box only
appears if Display unan-
swered warning before
saving documents is
selected in the Document
Assembly folder of
HotDocs Options.
Note
If there are any unanswered questions, a dialog box may appear giving you the option
of returning and answering these questions. You can ignore this option and still send
the document to the word processor, but be aware that some of the answers may be
missing and information in the document that relied on this information may be incor-
rect.
While you are assembling a document, you can change an answer in one location
and that change is applied throughout the document. However, once you save a
document, it is separated from HotDocs and no longer functions as an automated
form. This means you must manually locate and change each answer that needs to
be modified. If you must change answers in an assembled document, it is recom-
mended that you reassemble the document using the original answer file and make
your changes during assembly.
Paste an Assembled Text Document into an Existing
Document
You can paste (insert) an assembled text document into an existing word processor
document. For example, if you have an existing contract, you can assemble a
document containing additional terms to the contract and paste those new terms
into the existing document.
To paste an assembled text document into an existing document
1.
In your word processor, open the document into which you want to paste the
assembled document.
2.
Place your cursor at the location in the document where you want to paste the
assembled document.
3.
At the End of Interview dialog, click Paste the assembled document into the
open word processor document. The word processor appears, showing the
assembled document inserted into the existing document.
Customize the End of Interview Dialog
The buttons available at the End of Interview dialog will vary according to the type
of document being assembled. Additionally, you can choose which buttons will
71
Section 4: Assemble a Text or Form Document
23
appear at the End of Interview dialog and what happens when you click the
Finish button in the navigation bar. For information about which buttons are
available, refer to the HotDocs Help.
To choose which options appear at the End of Interview dialog
Tip: You can also click
Options at the Tools
menu.
1.
At the End of Interview dialog, click Choose which buttons are displayed
on this dialog. The HotDocs Options dialog box appears showing the End of
Interview folder.
Tip: Buttons will be included
only if they are selected and
if they are relevant to the
current interview. For
example, HotDocs will
display the
Go to the
first unanswered
question in the interview
button only if there is at
least one unanswered
question in the interview.
2.
In the End of Interview Buttons group, choose which buttons you want on the
End of Interview dialog by selecting the corresponding check box.
To define how HotDocs should finish an interview
1.
At the End of Interview dialog, click Choose which buttons are displayed
on this dialog. The HotDocs Options dialog box appears showing the End of
Interview folder.
2.
In the Finish Interview Action group, select an option for text and form docu-
ments as explained in the following table:
Now, whenever you click the Finish button in the navigation bar, HotDocs will
perform the action you specified.
Save an Answer File
By saving your answers in an answer file, you can reproduce exact copies of a
document, or assemble other documents that ask the same questions. You can access
saved answer files using Answer File Manager. (For more information about answer
files, see the HotDocs Help.)
To
Do This
Send all assembled
text documents
directly to the word
processor
Select Send assembled text documents to
the word processor and close.
Preview all assem-
bled text documents
at the Document
Preview tab of the
assembly window
Select Proceed to the Document Preview
tab.
Send all assembled
form documents
directly to HotDocs
Filler
Select Send assembled form documents to
HotDocs Filler and close.
Display all assem-
bled form docu-
ments at the
F
orm
Document tab
Select Proceed to the Form Document tab.
57
24
To save an answer file
Tip: If you are working with
an existing answer file, any
changes you have made are
saved.
1.
At the assembly window, click the Save Answers button. The Save Answer
File dialog box appears.
2.
At the Type drop-down list, select an answer type.
XML answer (.ANX) files allow the answers to be used in other HotDocs
interviews. The XML format also allows them to be used to deliver infor-
mation to a database, third-party application, or Internet site.
Standard answer (.ANS) files allow the answers to be used in other
HotDocs interviews.
Tip: Use clear, consistent
naming
conventions, so you can
more easily locate answer
files for later use.
3.
Provide a file name, title, and optional description for the answer file. This
information will appear in Answer File Manager.
4.
Click OK. The answer file is saved.
View a Summary of Questions or Answers
You can generate a brief summary of the questions and/or answers that are used in
a completed document. You do this by viewing the Question Summary or Answer
Summary for a given document.
A Question Summary shows an outline of dialogs and questions. You can print
Question Summaries to use as questionnaires. An Answer Summary presents both
the questions and the answers used to assemble a document. This provides a context
for the answers without requiring you to read the entire document, and it can be an
effective format to keep printed copies of your work.
To view a Question or Answer Summary
Tip: To hide or show the
summary tabs, select (or
clear) Question Summary
Tab or Answer Summary
Tab in the View menu.
At the assembly window, click the Question Summary or Answer
Summary tab. The assembly window changes to show the selected
summary.
Print a Completed Document
Many projects require you to print copies of your completed documents.
To print a document
1.
At the assembly window, click the Document Preview tab (for form templates,
the Form Document tab). The assembly window shows a preview of the docu-
ment.
2.
Click the Print Document button on the toolbar. The document is sent to
the specified printer.
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34
Section 4: Assemble a Text or Form Document
25
Open a Saved Document
After completing a document and saving it, you can later edit the document in the
appropriate application:
Text documents are saved as word processor files (.DOC, .WPD, or .RTF). To
edit these files, you must use a word processor.
Form documents are saved as HotDocs form files (.HPD or .HFD). To edit
these files, you must use HotDocs Filler.
Note
Once a document is saved, it no longer functions as an automated template. If you
want to change an answer, you must manually locate each place that answer appears
in the document. Also, if the answers you change were part of a calculation, you must
manually recalculate the results. If you must change answers in an assembled docu-
ment, it is recommended that you reassemble the document using the original answer
file and make your changes during assembly.
To open a saved text document (.DOC, .WPD, or .RTF format)
1.
Open your word processor.
2.
Select Open (File menu).
3.
Browse to the saved document and click Open.
To open a saved form document (.HPD or .HFD format)
1.
Open HotDocs Filler by selecting Start > Programs > LexisNexis HotDocs
Player > HotDocs Filler
.
2.
Select Open (File menu)
3.
Browse to the saved document and click Open.
22
26
Section 5: Directly Fill a Form Document
Tip: To learn more about
using HotDocs form tem-
plates, see the HotDocs
Help. To access the HotDocs
Help, select HotDocs Help
from the Help menu, or
press F1.
Overview
In most cases, completing form documents is exactly like completing text
documents—a series of questions appear and you enter your answers. However,
because the underlying text in a form template is static (meaning, it doesn’t change),
there are some tasks that are unique to completing form documents, such as
handling answers that don’t fit in the allotted space, as well as the ability to enter
answers directly on the face of the form (rather than using the pre-designed inter-
view). (For more information on working with form templates, see the HotDocs
Help.)
Use Direct-Fill Assembly for a Form Template
At times, you may choose to complete a document by entering your answers while
viewing the document at the Form Document tab. In fact, some
LexisNexis Automated Forms require you to fill the form using this method.
45
Section 5: Directly Fill a Form Document
27
Note
While entering answers directly at the Form Document tab may seem quicker and
easier, often important information about the answers you are entering only appears
when you are viewing the Interview tab. Because of this, it is recommended that,
where possible, you use the Interview tab.
To enter answers directly on the form
Tip: You can also create a
new field at the Form
Document tab by clicking
the
Select Tool button,
and then drawing the field
on the document. To enter
text in the new field, click
the
Fill Tool button. The
field and text will be saved
in the current document,
but the answer will not be
saved in your answer file
and the field will not appear
in other documents assem-
bled from the same tem-
plate.
1.
At the HotDocs library window, select a form template and begin assembling
the document. (See “Section 4: Assemble a Text or Form Document” on page
15.)
2.
If it’s not selected automatically, click the Form Document tab. The assembly
window changes to show the form document and the answer fields.
3.
Select a field. The field changes color.
4.
Enter an answer, either by typing your answer or by selecting an existing option.
5.
Press Tab to move to the next field, or use the mouse to select another field.
Note
When you select certain fields, they may turn gray, not allowing you to type in the
field. Instead, you can click the
Answer Wizard button that appears to the right
of the field. This will display a pop-up window where you can answer the variables
needed to calculate the answer for that field.
57
28
Resolve Answer Field Overflow
When you type an answer in a field, HotDocs compares the size of the field and the
length of the answer. If an answer uses more space than is available in that field, you
are prompted to resolve the overflow.
During direct-fill assembly at the Form Document tab, HotDocs automatically
checks each field when you move to another field. HotDocs also checks for any
unresolved answer overflows when you save or print a document. In addition, you
can manually check for answer overflow at any time. (For more information about
answer field overflow, see the HotDocs Help.)
To check for and resolve answer field overflow
1.
With the Form Document tab displayed, choose Check for Overflow (Tools
menu). HotDocs begins checking answer lengths.
2.
If an answer is too long, the Overflow Status dialog box appears. Make adjust-
ments as explained in the following table:
Work with an Addendum
The default addendum appearance may not be consistent with your project stan-
dards.
To
Do This
Edit the answer to
make it fit the field
Click Edit, and then change the answer.
Resize the field to
make it fit the
answer
Click Resize, and then change the size of the
field.
Override the field
type and edit the
answer
Click Override, and then change the answer.
(Answers typed in overridden fields are not
saved in the answer file. Instead, the
original answer is saved in the answer file.
The original answer will also be used if it’s
required for answering other questions, such
as calculations.)
Shrink the font size
until the answer fits
or the minimum font
size is reached
Select Shrink the answer to fit in the field.
If the answer is still too large for the field,
you must select another option to resolve
the overflow.
Send the entire
answer to the
addendum
Select Send the answer to the addendum .
(See the next section, “Work with an Adden-
dum.”)
Resolve the overflow
later
Click Ignore.
61
Section 5: Directly Fill a Form Document
29
You can change the addendum items and references, as well as the fonts, spacing,
headers, footers, page numbering, and page formatting. You can also choose to
format the addendum as a pleading paper. (For additional information about
changing addendum properties, see the HotDocs Help.)
To change the addendum format
1.
At the HotDocs library window, select a form template and begin assembling
the document. (See “Section 4: Assemble a Text or Form Document” on page
15.)
2.
At the assembly window, click the Form Document tab.
3.
Click Document Properties > Addendum (File menu). The Addendum Prop-
erties dialog box appears.
4.
Make changes as described in the following table:
To change the reference and label text for a specific field’s addendum
item
1.
At the Form Document tab, select the field and click Properties (Field menu).
The Properties dialog box appears.
2.
At the Overflow tab, type text in the Cross-reference text box to specify the text
that appears in the form field when the answer is sent to the addendum.
3.
Type text in the Addendum label text box to specify the text that appears next
to the answer in the addendum.
To
Do This
Include header or
footer text in the
addendum
Type the desired text in the Header text or
Footer text field.
Control the align-
ment of the header
or footer text
Select an option from the Alignment drop-
down list in the Header properties or Footer
properties group.
Control the height of
the header or footer
Change the Height setting in the Header
properties or Footer properties group.
Specify the
addendum page
margins
Specify the margin settings in the Page
margins group.
Control the distance
between labels and
answers
Change the setting in the Indentation field.
Specify the
addendum as a
pleading paper
Select Number lines to format as pleading
paper. HotDocs places line numbers in the
left margin of the addendum.
31
30
Section 6: Use Answer File Manager
Tip: To learn more about
managing answer files, see
the HotDocs Help. To access
the HotDocs Help, select
HotDocs Help from the
Help menu, or press F1.
Overview
When you save an answer file, HotDocs adds the file to Answer File Manager. Using
Answer File Manager, you can manage and use your answer files more easily.
Answer File Manager automatically tracks all the answer files you create. You can
also add answer files you receive from other sources. You can modify the properties
of these answer files by modifying their file names, titles, locations, and
descriptions.
Answer File Manager tracks the history of when each answer file has been used.
Also, at the Contents tab, you can view the answers currently saved in each file.
The Sort and Find features in Answer File Manager can help you locate answer files.
To rearrange the order in which the answer files appear, click the Sort button,
and then select a sorting option. To search for a specific answer file, select the Find
check box, and then type the text for which you are searching. HotDocs filters the
list of answer files to show only those that contain that text in their titles or descrip-
tions.
Add Existing Answer Files to Answer File Manager
When you create an answer file, HotDocs automatically adds it to Answer File
Manager. If you receive answer files from other sources, you must manually add
those answer files to Answer File Manager. While using Answer File Manager, you
can organize your answer files into folders as well as modify the properties of the
answer files.
When you receive answer files that others have created, you must manually add
them to your Answer File Manager.
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