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Introduction

Before using this software package you need a license to use it. See Licenses.

To achieve a quick install go to the following page, Instruction Sheet, print it and follow its instructions.

This section explains what bcdDocuments is, how document production and workflow management is achieved. There is a brief introduction to each of the Assistants which help you use the program. There is an outline of hardware and software requirements.

Concepts and the terms are introduced. Do not be concerned if you encounter unfamiliar terms. They will become familiar in the following sections. Repetition is used intentionally in this manual to assist new readers.

An analogy may help. We can apply a recipe to ingredients to make a meal expressing this as

recipe + ingredients = meal.

In bcdDocuments a document template is a recipe for making a document. The template contains bookmarks like [client's name here] and [telephone number here]. The document template is not yet a document to give to a client as it lacks real data. When making documents bcdDocuments takes a document template and fills it with data, producing a document. For the analogy we express this process as

document template + data = document.

In bcdDocuments an application is a template or recipe for performing a job for a client, typically involving document production and tracking other tasks in an event list. Tracking tasks is referred to as workflow management. The events listed in the application have dates due and done and staff members assigned as responsible for the event. When the recipe for the job is applied to a job for a client a client matter or matter is set up. For the analogy we express this process as

application + data = matter.

So

bcdDocuments can cooperate with other programs and databases. bcdDocuments is an OLE Automation server and client. Other programs may get data from the bcdDocuments database and insert data into it. This is discussed in the bcdDocuments Automation section.

In This Chapter

Basic concepts

Document production

Workflow management

Customization

Data

Assistants

Hardware and software requirements

Purchasing and licenses

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Basic concepts

bcdDocuments is a document production, workflow management and template management package. It is a toolkit, not a ready to run program. Users will need to obtain to build document templates, lists of events and/or applications before gaining the benefits of

Typically a document is made for a client of a firm whereas workflow management is a quality assurance or management exercise inside a firm. Documents made can be used internally or for external agencies or clients and workflow management can be done to satisfy external requirements such as an ISO Standard. bcdDocuments can be used for document production alone or workflow management alone or for both together.

Document production is automated by putting data you specify into document templates you make. Your own formatting or house style for documents can be retained. The process is more competent than a "mail merge" in several ways. The process is made simple by the use of several assistants. Document production can involve pulling in other documents or clauses each of which may require data, to any depth. Data can be taken from data about your company, your client, the task being performed, or the document being made. The process can be organized into sets of documents made from common data. By grouping common processes into applications with events and documents, jobs for clients can be monitored for the completion of each event.

Workflow Management is thereby integrated. Tasks, such as producing a document are assigned to staff. Due dates, alarms and a wide range of reports on progress allow you to keep track of business processes. The diagram below is one view of the bcdDocuments document production.

MS Word is the document engine. The bcdDocuments database keeps data about your site, clients and matters (jobs). Reports present items of interest and concern for staff and management.

Workflow management is implemented in bcdDocuments by making templates of events to be performed as part of a job for a client, called a client matter. Events have due and done dates, staff responsible for the event and an event can be triggered by a parent event. Reports are available for the status of events for a matter of for the events assigned to staff members. Typically this workflow management is a quality assurance exercise or management visibility tool for your firm. The diagram below is a view of bcdDocuments workflow management.

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Introduction

Document production

Workflow management

Customization

Data

Assistants

Hardware and software requirements

Purchasing and licenses

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Document production

bcdDocuments will be helpful to you make documents efficiently if your firm regularly makes similar documents for clients or internal use. The program automates the production of single documents and sets of documents, grouped into applications.

Document production or assembly can be done with or without workflow management. The document templates of the firm can be used and shared for document production.

Firms using bcdDocuments have made applications for property purchases, sales and refinancing; for debt collections; for dispute settlement; for court documents and for export/import documentation.

A single document, such as a Trust Deed or a Will can be made and specific details for the document can be pulled into the document in different ways, such as getting it from your client database or having it typed in as the document is made.

A set of documents, such as those required when a client buys or sells property can be made sequentially and specific details for the document can be pulled into the document in different ways, such as pulling it in from your client or matter database or having it typed in as the document is made.

Automating document product reduces repetitive typing and with reasonable care should reduce errors. The ability to quickly and correctly assemble documents is a key benefit of bcdDocuments. So document production quality should increase.

Data requirements are explained in Converting to bcdDocuments. The diagram below shows a way to view the document production process in bcdDocuments.

document_production

Documents are made from document templates, which are standard MS Word documents (not DOT or DOTM files) containing bookmarks indicating where data is to be placed, where items from pick lists go, where text asked for is placed and where selected clauses, which are other document templates, are inserted. These document templates are formatted using MS Word and retain the format you give them through document assembly. Because document templates can be inserted into document templates, the assembly process can manage the construction of complex documents. During assembly MS Word macros can be run to perform assembly tasks. Other files, such as spread sheets and images can be inserted into documents. Any document task done manually to make a document can be done automatically using bcdDocuments.

The types of data used by the bcdDocuments database are:

Each of these types of information are stored in a database and/or pulled in when you produce a document. The Site, Client and Matter database information is entered once and re-used as required. It may be edited at any time.

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Introduction

Basic concepts

Workflow management

Customization

Data

Assistants

Hardware and software requirements

Purchasing and licenses

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Workflow management

Workflow management can be applied in bcdDocuments by making a workflow template called an application. The workflow part is in the events of an application. An event may be the production of a document, opening a web page or setting a done date for the event. An application may include document production and event tracking, or one without the other. Workflow management can be done with or without document production. Usually both are together.

Document production can be used for one document or for a set of documents associated with a job for a client or matter, whereas workflow management is used to track a set of events. Applications are templates for jobs and contain events and documents and can be grouped into one or several stages. ( application + data = matter )

As part of a matter, bcdDocuments tracks events, including which staff are responsible for each event within a matter. It also provides reports and graphs.

Reports include

  • Events by staff member
  • Overdue events by staff member
  • Matters by staff member
  • Document status

Graphs include

  • Matters by application
  • Documents made by weekday
  • Matters by registration month
  • Events (Tasks) by staff member (see below)

Matters are created by associating a client with an application. The events of the matter may be assigned to a staff member. Each event has a due date. A visual alarm is shown if the event is not completed by the due date.

bcdDocuments produces reports and graphs as management tools to see the progress of individual matters, types of matters and staff.

An example of a graph showing the event load per staff is below.

Events per Staff

See Also

Introduction

Basic concepts

Document production

Customization

Data

Assistants

Hardware and software requirements

Purchasing and licenses

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Customization

bcdDocuments can serve a variety of organizations. Organizations and individual users can customize their use of the program.

The data fields used in bcdDocuments to store information can be configured for your firm's needs. You decide how many fields you need in each category and what properties they have. See Data and Performer Defaults, Manage client data fields and Manage site data fields for more detail on this type of customization.

Document templates used in the document production process are developed by you in MS Word. The extensive formatting tools available within MS Word allow you to ensure your documents retain your "house style". See Making document templates for more detail on this type of customization.

The appearance of the bcdDocuments program can be altered to suit individual user preferences. Grids contain columns and the width and order of these columns may be adjusted. The settings of these columns and windows can be saved on a per user, per window basis. Not only can individual users set up bcdDocuments to suit them, but one user can set up the different windows with different settings to suit the requirements of different parts of the program.

For example, User A might have a certain preference for window position and size and/or column width and order in the Application Assistant, and a different preference for window size and column width and order in the Client Assistant. User B could have preferences that differed further. Use the Window - Save form settings to save the shape of the selected form for the current user. The next time the window is opened by this user the form will have he same shape. Or use Windows - Restore form settings to restore the form shape to the last saved settings.

Reports may also be customized per user, in terms of what they are ordered by and what details should be included or excluded.

See Window Menu for more detail about this level of customization.

There are two menus for the program. The standard one allows access to all features and functions of the program. Either menu can be selected at any time using the Maintenance - use bcdQuickDocs menu or the Maintenance - use bcdDocuments menu. The simpler menu is available for operators who need only the ability to:

When the simpler menu is in effect the program name changes to bcdQuickDocs.

The first time an operator uses the program the bcdDocuments full menu is used. Thereafter the program starts with the menu last used by the operator. The menu may be changed at any time without restarting the program. The advantage of using the bcdQuickDocs menu is it requires less learning. New operators may start with this menu and as they become familiar with the program, eventually shift to using the other menu, if required.

See Also

Introduction

Basic concepts

Document production

Workflow management

Data

Assistants

Hardware and software requirements

Purchasing and licenses

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Data

This page explains how bcdDocuments uses data, which is grouped into site, client, matter and macro data. Pick lists are used as data inserted into documents.

In bcdDocuments data is used in several ways. We first list the kinds of data or information we use and say why we use it.

Later, in the conversion section, we explain how to convert an existing document making process into a bcdDocuments process.

Site Data

Site data is information about your firm at a particular site or location. If your firm has one office you will likely have one site. If you have offices in several cities and share bcdDocuments across a network you could have have one site for each city. If you have several offices in one city and share bcdDocuments across a network you may have a site for each office. The program is configurable to your needs. Documents made at different sites may want their address listed in documents from their site, hence the use of site data. An office at one site may produce documents for an office at another site by changing the site from which site data is taken.

In configuring the program for your needs you use the Site Assistant to define what data about your firm will be made available to documents. For example you might want make available

Using the Site Assistant you could insert fields named

The POBoxNo, FaxNo, MainTelephoneNo could be Text Fields, meaning any data placed in them would occupy one line. Long lines are permitted containing thousands of characters. A feature of a Text Field is that when its data is inserted into a document there will be no paragraph marks in the inserted data. As addresses are usually presented as several lines the StreetAddress could be a Memo Field, meaning several lines of data can be entered. When data from a Memo Field is inserted into a document it will be inserted to as many paragraphs as was entered as data.

Data fields are of type Text, Memo or File.

File type data is the path (name and location) of a file to be inserted into a document. File type data is used as a file path, where a document is inserted immediately or in a pick list of documents where one document is selected for insertion from among several.

When making documents you may have a clause or document which is inserted without choice in five other larger documents. A "Standard Terms and Conditions" documents is an example. You could make a data field

and each document requiring the Standard Terms will have them pulled in as the larger document is made. When you change the standard terms you need only do it in one document and the change automatically propagates to all other documents including it. When the terms are included they are included without choice.

You may also make documents which require operator decisions as to what clause to bring into a larger document being made. This can be handled using a pick list of documents or with a data field and a macro.

A list of items, even though the list may be of site related data is made available through lists not connected with a particular site. Using the List Assistant you could make a text list, a list of single lines of text, for the partners at a site. A list of bank names could be available as a text list. A list of files of clauses for a special topic could appear as a file list. This list would consist of names of files which when selected would pull the contents of the file into the document made.

After a site is registered using the Site Assistant, the site's data can be entered, also using the Site Assistant.

Site data is made available to single documents made for clients and to sets of documents which are grouped together in applications and made as part of a client matter.

Client Data

Client data is information about your clients which can be made available to documents you make. For example, you might want to make available a client's

Using the Client Assistant you could insert fields named

When a client is registered using the Client Assistant, the client's data can be entered, also using the Client Assistant.

Client data is made available to single documents made for clients and to sets of documents which are grouped together in applications and made as part of a client matter.

Matter Data

Matter Data is information about a matter or job being performed for a client.

Matter data is available to each document in a set of documents grouped together in an application and made as part of a client matter.

If an application required data fields such as

then using the Application Assistant you could enter data fields for the application as

as a Memo field and two text fields, respectively.

Pick Lists

Pick Lists are lists of items as Text, Memos or Clauses (Documents) which are made available to any document being made. A pick list is inserted into a document template. When a document is made from the document template you are presented with the list and asked to pick one of the items for inclusion in the document. Pick lists are made using the Pick List Assistant.

Document Data

When making a document template using the Document Assistant you may insert a bookmark into the template which has the effect of asking for information when a document is being made from the template. The information would be inserted into the document where the bookmark was. This technique allows data to be inserted into a document and is document data.

Macro data

When making a document template using the Document Assistant you may insert a bookmark into the template which has the effect of running a macro when a document is made from the template. The macro be any Word Basic or VBA (Visual Basic for Applications) macro. The macro can be any macro accessible from within MS Word on the machine first making the document template and later making a document from the document template. Such macros give you options for performing tasks to format and insert data into your documents being made.

See Also

Introduction

Basic concepts

Document production

Workflow management

Customization

Assistants

Hardware and software requirements

Purchasing and licenses

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Assistants

Assistants help you perform major tasks. They organize tasks sequentially. You follow the instructions and fill in the details as requested. The information will then be stored and retrieved when you make a document or otherwise use the package.

bcdAssistantsMenu

Access to assistants depends on a staff member's type. When a staff member is registered to use bcdDocuments they are assigned a user type. Those of type "Standard User" or higher type may use the Client and Client-Matters Assistants. Those of type "Manager" or higher type may use all assistants.

Documents (Docs)

Use the Documents Assistant to manage documents. This includes defining which documents are included in an application, and all settings for those documents.

Applications (Apps)

Use the Application Assistant to create applications customized to your needs. This includes defining the stages and events within an application and creating the document templates that are part of that application.

Matter Data

Applications are templates for making matters, where data is used. Some firms use common data. To use common matter data consider using application data sets with the Matter Data Assistant.

Matter data frequently used can be prepared once and used in many matters.
Event assignments to staff frequently used can be prepared once and used in many matters.

Applications are templates for Matters. They may have events and use data. Events have performers. This assistant allows you to have sets of data for an application (named data defaults) and sets of performer assignments (named performer defaults) for its events. When a matter is created, such defaults may be included in the matter. These are selected for a new matter before it is made.

Global Data

To use common data that is a mix of matter, site or client data, consider use global data sets with this Global Data Assistant.

Non-Working Days (Non-Work)

Across administrative districts working days vary; these are used in date calculations such as "21 working days from 1 January." Use the Non-Working Days Assistant to manage the Non-Working Day sets for your organization.

Pick Lists

A pick list provides a selection of choices for users to select from when they are producing documents. These include Client, Document, Memo and Text Pick Lists. Use the Pick List Assistant to manage these lists.

Clients

Use the Client Assistant to manage clients. This includes defining the fields that describe the clients and managing the actual details of specific clients.

Staff

Use the Staff Assistant to manage staff registration in bcdDocuments.

Sites

Use the Site Assistant to manage sites. This includes defining the fields that describe the sites and managing the actual details of specific sites.

Archive/Restore (Archive)

Use the Archive/Restore Assistant to archive or restore from archive a client or a matter.

Export

Applications can be exported from one installation of bcdDocuments to another with the agreement of the exporter. Use this Export Assistant package an application or group of applications into an export package.

Import

Applications exported from one developer or bcdDocuments site can, with the agreement of the exporter, be imported as applications at another site. The Export Assistant is used to import applications.

See Also

Introduction

Basic concepts

Document production

Workflow management

Customization

Data

Hardware and software requirements

Purchasing and licenses

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Hardware and software requirements

Software Requirements Summary

Client PCs must be using Windows XP, Win 7, Win 8.x, Win 10 or above and have MS Word (Word 2003 or later) installed. Database and File servers must support Windows clients. Database servers must have the Firebird database engine version 2.5.3 or later installed. If a network is used TCP/IP protocol must be present.

If you will be using bcdDocuments on a network you may have:

Many Client PCs

Requires an MS Windows operating system, from Windows XP, Vista, Win 7, Win 8, Win 10 or later.

A Program and File Server

May be Windows or Linux or any operating system supporting Windows clients; it may be the same as the Database Server.

A Database Server

May be Windows, Linux or other operating system supporting Windows clients and for which there is a Firebird database engine installation. It may be the same as the Program and File Server.

Find out more about the Firebird database engine. There are Firebird installations for several operating systems including Windows (32 and 64 bit), Linux (32 and 64), MacOS X (64) and others.

A client PC is typically the Windows PC staff use for making documents and using the workflow management parts of bcdDocuments. Each client PC must have MS Word installed before work with bcdDocuments.

A Program and File Server will serve the main program and files to client PCs, serve document templates to client PCs and receive constructed documents from client PCs. Serving program files to client PCs is typically a small task after each client has run bcdDocuments once. After that the program server task is to ensure each client has the latest program files. The file server task is to supply document templates to client PCs when they want to make a document and to receive constructed documents.

The Database Server give client PCs requested data, receives data entered at the client PCs does database tasks such as sorting and finding data.

These servers can generally be the server you now use or an MS Windows workstation.

See the Installation section for the installation instructions.

Memory and Processor Speed

The speed of bcdDocuments in making documents is faster if its use does not require your client PC to use disk memory. Making documents is faster if there is enough RAM or high speed memory in the PC so that MS Word and bcdDocuments can operate in fast memory, not disk memory. Document making is faster if network speed is faster as making a document involves loading a template and saving the manufactured document. These two factors are usually more important that processor speed.

To increase document production speed, without considering operator efficiency, do the following:

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Introduction

Basic concepts

Document production

Workflow management

Customization

Data

Assistants

Purchasing and licenses

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contact: sales@beldingcd.com

See Also

Introduction

Basic concepts

Document production

Workflow management

Customization

Data

Assistants

Hardware and software requirements

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Hotkey shortcuts

Several forms of the program can be accessed using shortcuts or hotkey combinations.

Shortcut keys

Program area or task

Ctrl+A

open matter by Authors

Ctrl+C, V, X

Windows Copy, Paste, Cut of selected text

Ctrl+I

open matters by client (I)

Ctrl+L

open aLL matters

Ctrl+M

make a new Matter

Ctrl+O

make One document

Ctrl+R

open a Recent matter

Ctrl+T

make a new clienT

Ctrl+W

switch to Word

Ctrl+Y

open one of mY recent matters

Ctrl+Alt+C

Cascade all windows

Ctrl+Alt+H

Horizontaly tile windows

Ctrl+Alt+V

Vertically tile windows

Ctrl+Alt+I

mInimize windows

Ctrl+Alt+S

Save the current form's settings for the current user

Ctrl+Alt+R

Restore the current form's settings for the current user

Ctrl+Alt+D

Delete the current form's settings for the current user

Alt+F4

Close the program

Ctrl+F4

Close current window

Alt+S followed by keypress

Enter the Assistant submenu

P

aPPlication assistant

R

archive/Restore assistant

C

Client assistant

M

client-Matter assistant

T

daTa and performer defaults assistant

D

Document assistant

E

Event types assistant

N

Non-working day assistant

I

pick list assistant (I)

S

Sites assistant

F

staFF assistant

H

Help on assistants

Standard MS Windows conventions for other hotkeys apply. Whenever a control name or label displays a letter underlined, such as "Name", the edit control named can be activated by key press Alt+<Letter underlined>, such as Alt+N. In several places in bcdDocuments tabs of edit controls are labeled or named, for example, "1. Tab Name". These tabs can be activated by, for example, key combination "Alt+1".

See Also

Introduction

Basic concepts

Document production

Workflow management

Customization

Data

Assistants

Hardware and software requirements

Purchasing and licenses