Glossary of Terms

application

An application is a recipe or template for doing a matter (a job or task) for a client. When used with data it becomes a matter. The matter is used to make documents and track events.

The relationship between applications, clients and matters is expressed as the shorter bcdDocuments equation
Application + Client = Matter
or
(template for doing a job) + (client data) = matter (job) for client

Applications are made and edited from the Assistants - Applications menu.

application & matter

An application is a template for a matter.
A matter is made from an application.
A matter has a client and real data.
An application has places for a client and data.
A matter is an instance of an application.

archive

Clients and matters can be archived. They remain in the database and cannot be used until restored.

When a client or matter is archived it is not available for selection or editing. Archived clients cannot be edited or have new matters. An archived matter cannot be opened, and its events do not feature in event reports.

Objects are archived using the Archive Assistant at menu Assistants - Archive/Restore - Archive.

A client or matter which has been archived can be returned to active status by restoring it. Archive and restore are reverse operations whereas deletion is not reversible.

The benefit of archiving an object is to remove it from view. If the object is later required it an be restored.

assistant

Assistants are windows and instructions helping you make and maintain objects of the bcdDocuments system. The assistants are found in the Assistants menu item. There are assistants for:

Applications
Archive and Restore
Clients
Client-Matters
Default Data
Documents
Event Types
Export and Import
Global Data Sets
Non-Working Days
Pick-Lists
Sites
Staff

automation

OLE Automation is a standard by which programs such as bcdDouments and MS-Word can talk to each other. In bcdDocuments it refers to a set of services that bcdDocuments provides to other Windows programs so they can read and write to the bcdDocuments database.

The list of services available is here.

bcdDocuments equation

The shorter bcdDocuments equation is

Application + Client = Matter, or
(recipe for doing a job) +
(client data)
= (job for client, when data is added)

The longer version is

Application + Site + Non-Working Day Set +Client+ [Data defaults] + [Performer defaults] = Matter, or
(recipe for doing a job) +
(our site data) +
(non-working days for our region) +
(client data) +
(defaults for matter data, if any) +
(default assignments for event performers, if any)
= (job for client, when job data is added)

The items in [ ] indicate these are optional.

The equation is an indication of the process bcdDocuments follows when making a matter. It is not important to understand this equation; it may be useful. Eventually you should recognize the items listed in the equation.

bcdQuickDocs

There are two menus for the program. The standard one allows access to all features and functions of the program although some users can be restricted. A simpler work menu is available for users who need only the ability to

insert a new client or edit client data,
open a matter for a particular client,
open a matter in several ways,
insert a new matter,
open existing client matters and make matter documents or edit events,
make or use event reports, or
manage windows.

This menu is simpler to navigate than the Admin menu.

bookmark

Bookmarks are used in MS Word. Here bookmarks are used in MS-Word document templates as place holders for data. When a document is made from a template the bcdDocuments bookmarks are replaced with data or another document. Documents may contain MS-Word bookmarks which are not bcdDocuments bookmarks; these are not changed by bcdDocuments.

bcdDocuments bookmarks look like bmTEXTCClientShortName07. This bookmark refers to a single paragraph of TEXT in the client database at the field named "ClientShortName". Generally bookmarks look like bm<TYPE><Source><FieldName><Terminator> where

<TYPE> is one of TEXT (refers to a single paragraph), FILE (refer to a file), MEMO (refers to one or more paragraphs);
<Source> is one of C (refers to the client database), M (matter database), S (site database);
<FieldName> is the name of the field in its database;
<Terminator> begins with a 0 (zero) or a z (only for bookmarks representing Pick Lists) and this first letter indicates
the previous letter was the end of the FieldName.

Example: bmFILEMFencingCovenant012 refers to a file name in the matter database whose field name is FencingCovenant.
Example: bmDocList71z08 refers to a document list whose internal identifier is 71.

Bookmarks for parties look like bmPARTY_NAME_3_8. These bookmarks are used to manage gender-plurality constructions in documents. NAME is the name of a party. The trailing numbers are for internal use. When such a bookmark is encountered it is replaced with an item from the gender-plurality set it represents, the gender-plurality type being determined by the gender-plurality type of the party NAME as set in the matter.

client

A client is a person or organization registered in the client database for whom your firm performs services. For example, a client might be a person or firm paying your firm to perform services; or an authority, such as a government agency or senior partner in your firm, requiring your department to provide it with information; or any other party.

The data kept for each client is determined by your firm by specifying the client data fields using the Assistants - Clients menu.

client-matter

A Client - Matter is a Matter for a client. See Matter.

clone

An application may be cloned to make a second application identical to the original application. The clone may be modified without affecting the original application. All parts of the original application are copied into the new application. Use cloning if you want to modify an existing application into a new application and keep the original one.

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data set

A data set is a set of data that can be applied to a matter. There are matter, performer and global data sets.

Applications specify their data by having data fields. When a matter is made from its application the fields can be filled with real data. For example an application may have a field for TelephoneNumber. When used in a matter the number 555-1234 in this field is real usable data for a matter.

See Also

application

application & matter

archive

assistant

automation

bcdDocuments equation

bookmark

client

client-matter

clone

data set - global

data set - matter

data set - performer

date calculator

daygap

default performer set

delete

done date

due date

due method

edit masks

event

event list

event lists

event type

field

form settings

gender-plurality set

gender-plurality type

hot event

hot matter

interface

locks

matter

missing data

mscal

non-working day set

nothing document

order

parent event

party

PDF

pick list

pick list item

presentation order

primary event

replication

restore (from an archive)

run_bcdDocuments

secondary event

site

stage

status

task list

template

user

user type

VBA

bcdQuickDocs

data set - global

Data sets which can be applied in any matter are global data sets.

Applications have data fields. When a matter is made using the application the matter data is for the fields of the application. If you many matters from an application and the matters have common data this is a case for a For example, if your application is "sale of an apartment" and your matters represent the sale by a common seller to different buyers. The data for the common seller could be a named default data set.

To avoid entering common data for each matter you may make a default data set for an application. A default data set consists of some or all the data for an application. When a matter is made from an application you may select any of the application's default data sets and when the matter is made the data from the default data set will be copied into the matter data. There may be many default data sets for an application.

In this bcdDocuments promotes efficiency.

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Book Index

data set - matter

A matter data set is a data set that can be applied to a matter.

These start life as an Application Data Set and are made at menu Assistants - Matter Data - Application Data Set. Applications have data fields. The fields of the set are specified and then filled with data. The resulting data set can be inserted into a matter of the application.

For example, and application for bankruptcy has seven data fields for a district court DCName, DCTel, DCPOBoxNum, DCClerk and three others. These are made into a Matter Data set. In this data set you may enter values for district courts. Suppose there are 23 district courts you make matters from from this application. Then you could make 23 such data sets and insert them into matters you make. When you make a matter with this application you are now more efficient, saving time and avoiding errors.

See Also

application

application & matter

archive

assistant

automation

bcdDocuments equation

bookmark

client

client-matter

clone

data set

data set - global

data set - performer

date calculator

daygap

default performer set

delete

done date

due date

due method

edit masks

event

event list

event lists

event type

field

form settings

gender-plurality set

gender-plurality type

hot event

hot matter

interface

locks

matter

missing data

mscal

non-working day set

nothing document

order

parent event

party

PDF

pick list

pick list item

presentation order

primary event

replication

restore (from an archive)

run_bcdDocuments

secondary event

site

stage

status

task list

template

user

user type

VBA

bcdQuickDocs

Previous Topic

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Book Index

data set - performer

An application may have events. An event may have a performer; the staff member who is responsible for performing the event. A performer set is a list of events with performers or staff assigned to each event. Performer sets can be inserted into matters.

These start life as an Application Performer Set and are made at menu Assistants - Matter Data - Application Performer Set. Applications may have events. The events of the set are given performers. The resulting performer set can be inserted into a matter of the application.

For example, and application for bankruptcy has five events Ev1, Ev2, Ev3, Ev4 and Ev5. These are made into a Matter Performer set by giving each event a performer or staff member. In any matter of the application you can insert this performer set. The staff listed in the set are then responsible for Ev1, ..., Ev5.

See Also

application

application & matter

archive

assistant

automation

bcdDocuments equation

bookmark

client

client-matter

clone

data set

data set - global

data set - matter

date calculator

daygap

default performer set

delete

done date

due date

due method

edit masks

event

event list

event lists

event type

field

form settings

gender-plurality set

gender-plurality type

hot event

hot matter

interface

locks

matter

missing data

mscal

non-working day set

nothing document

order

parent event

party

PDF

pick list

pick list item

presentation order

primary event

replication

restore (from an archive)

run_bcdDocuments

secondary event

site

stage

status

task list

template

user

user type

VBA

bcdQuickDocs

date calculator

The date calculator is a window available in the Events tab of matters. In this area the event grid has cells with dates done and due. It allows you to select a date for insertion into the due date cell or the done date cell. It also allows you to calculate a date for insertion into either of these cells. Date calculations are made using the current non-working day set. "Select the data which is 30 working days from the 1st of July" is an example of a date calculation requiring a non-working day set.

daygap

The daygap between an event and it parent is the number of days after its parent's due date, on which the event is due. If the daygap is a negative number then the event will be due before its parent, if its parent has a due date. A daygap can be specified in working days or calendar days. Working day calculations are made using the non-working day set of the matter.

default performer set

Applications may have events. When a matter is made from an application with events staff members may be assigned to the events. The staff member assigned to an event is the performer of the event.

Rather than assign individual events to staff members after a matter is made you can preassign an application's events in a default performer set. When a matter is made from an application you can select a default performer set for the application which would be copied into the matter. An application may have many default performer sets.

In this bcdDocuments promotes efficiency.

delete

An object such as a client or matter or application can be deleted. Deletion is not reversible. Once an object is deleted it has been removed from the database and cannot be retrieved. It may be re-entered.

Clients and matters can be archived and when needed they can be restored. Archiving removes an object from view but does not delete it.

done date

The done date or date done of an event of a matter is the date on which the event was completed.

due date

The due date or date due of an event is the date by which the event should be completed. An event is marked as being done by having a date entered in the date done column for the event.

Events which are overdue are marked with a color in the alert column of the event.

Events are shown in the matter in which they appear in an event grid which has columns and rows.

Events appear in applications as a specification, where they do not have due or done dates. In applications events are introduced and edited using the Assistants - Apps menu.

Events appear in matters as a task to be done and they may have due and done dates. In matters events are edited using the matter event grid which is opened using one of the Matter menus.

due method

Events can have parent events. The due date of the child can be triggered by a date of its parent.

The due method of a child event is the method by which the due date of the child event is set following a change in the due or done date of its parent event. There are three due methods. The child's due date is set according to one of:

1. from the due date of its parent,
2. from the done date of its parent, or
3. from the earlier of the due and done date of its parent.

The parent event used is said to trigger the child's due date.

The due method is one of three parts of the relationship between an event and its parent event. The other two parts are

1. the daygap between the child's due date and the triggering date of its parent, and
2. whether the daygap is measured in working days or calendar days.

edit masks

An edit control is a place where text is entered in the program. An edit control may have an associated Edit Mask. These are sequences of text acting as special codes which determine what text the control will accept. The details of Edit Masks are in the chapter on edit masks. Here only an example is given.

If an edit control accepting client numbers has an edit mask whose first part is ">LL00" the the edit control would accept only text like "AB12". It would not accept "ab12" or "12AB" or "1A2B" or "ABC12".

event

An event is a task to be performed as part of a matter. In a matter and event may have a staff member assigned to do it and may have a due date. An event should be done by its due date.

Events are defined as part of an application. Events are the subject of reports and can be reported on in several ways. An event may have one parent event and many child events.

Events are entered into applications using the Assistants - Application menu, on the third page of this assistant, under the Events tab.

Event reports are made using the Reports - Event reports menu.

event list

see event lists.

event lists

An event list is a list of events of an an application. They are made in the application assistant and are used in the events window of the matter area.

Event lists belong to applications. Matters of applications having event lists can use the event lists to make active or inactive the events referred to in the event list.

In a matter an event list may be selected. The events in the event list will be events of the Matter. Once an event list is selected you may
1. make the events in the event list active,
2. make the events in the event list inactive, or
3. toggle between active and inactive the events of the event list.

In this bcdDocuments provides efficiency.

event type

An event type is a description of one kind of event your firm uses. Their use are optional but helpful as events may be reported by event type. You make your own event types with short suggestive names.

Event types are made and edited using the Assistants - Event Types menu.
Reports for Events are made using the Reports - Events reports menu.

One firm uses the following event types:
COND meaning the event is a condition to be met
DOC meaning the event is production of a document
GEN meaning a general event
SETT meaning the event is a property settlement

field

A field is a storage place in a Client, Application or Site database table.

In bcdDocuments you specify the data to keep for sites, clients, and applications. This is done using the assistants for sites, clients and applications. For each of the site, clients and applications data tables, their fields must be specified before data can be put into the tables.

form settings

Form settings are the dimensions of windows, and columns within grids. They can be set for each window and grid, per user.

gender-plurality set

A gender-plurality set is a set of words, suffixes, prefixes surrounded by the "|" character and made useful by bcdDocuments in making documents. For example for the third person possessive pronoun (in English) the gender-plurality set is:
|its|its|their|her|his|

The gender-plurality types are
Corporate singular,
Corporate plural,
Persons plural,
Female singular,
Male singular.

The set is packaged inside the "|" characters. Each set is like "|Corporate singular|Corporate plural|Persons plural|Female singular|Male singular|". These sets are embedded in document templates as the document variable for a Party bookmark. When a matter document is made from the template the gender-plurality of the party is used to pick one option from the set and this option is inserted into the document in place of the bookmark.

For example, a bookmark [bmPARTY_CORP_4_5] might appear in a document template. For a matter the "CORP" party is specified as Corporate plural. At the place and time the bookmark was inserted into the template its gender-plurality set was selected as "|its|its|their|her|his|". When a matter document is made the bookmark is replaced with "its".

gender-plurality type

A gender-plurality type is the nature of a party referred to in a document with respect to its gender and whether it is singular or plural. In English, the available gender-plurality types in bcdDocuments are:
Corporate Singular,
Corporate Plural,
Persons Plural,
Female Singular, and
Male Singular

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hot event

An application may have events. Each event may have date due and data done properties. An event becomes hot if it is overdue, meaning its date due is past and its data done is empty. Events may have staff responsible from them. Hot events may be reported per staff member.

See Also

application

application & matter

archive

assistant

automation

bcdDocuments equation

bookmark

client

client-matter

clone

data set

data set - global

data set - matter

data set - performer

date calculator

daygap

default performer set

delete

done date

due date

due method

edit masks

event

event list

event lists

event type

field

form settings

gender-plurality set

gender-plurality type

hot matter

interface

locks

matter

missing data

mscal

non-working day set

nothing document

order

parent event

party

PDF

pick list

pick list item

presentation order

primary event

replication

restore (from an archive)

run_bcdDocuments

secondary event

site

stage

status

task list

template

user

user type

VBA

bcdQuickDocs

Previous Topic

Book Contents

Book Index

hot matter

Hot events are overdue events. Hot matters are those with hot events.

See Also

application

application & matter

archive

assistant

automation

bcdDocuments equation

bookmark

client

client-matter

clone

data set

data set - global

data set - matter

data set - performer

date calculator

daygap

default performer set

delete

done date

due date

due method

edit masks

event

event list

event lists

event type

field

form settings

gender-plurality set

gender-plurality type

hot event

interface

locks

matter

missing data

mscal

non-working day set

nothing document

order

parent event

party

PDF

pick list

pick list item

presentation order

primary event

replication

restore (from an archive)

run_bcdDocuments

secondary event

site

stage

status

task list

template

user

user type

VBA

bcdQuickDocs

interface

An interface, in bcdDocuments, is software inside bcdDocuments which provides access to Properties and Methods of the interface. The name of the interface gives an indication of the topic addressed, such as the Clients interface. The Properties and Methods allow another program to, for example, insert new clients or edit existing client data.

locks

Locks can be placed on matters, a client's data and applications so that when one operator is using a matter or editing a client's data or an application another operator cannot use the matter or edit the client's data or application. The bcdDocuments default setting is to use these locks. A site may elect to not use them by using the ConfigManager program to turn some or all locking off. When a matter, or a client's data or an application is locked for editing they can still be used by bcdDocuments for all purposes except editing. If a second operator attempts to edit a locked object a message on the second operator's screen will say the object is locked, which operator owns the lock, when the lock was placed and what PC is being used for editing by the lock owner. Managers may use the ConfigManager program to remove any or all locks.

matter

A matter is a job to be performed for a client according to the documents and instructions of the application defining the matter.
This is expressed as: Application + Client = Matter. See bcdDocuments equation.
Matters are made using the Matters - New menu.

missing data

When making a document from a document template, data may be pulled into the document from several sources: matter data, client data and site data may be pulled in. If the required data is entirely missing or is blank then bcdDocuments will display it missing data form inviting you to enter the data then. If you enter the missing data it will be placed in its proper database and in the documents under construction.

In this sense bcdDocuments allows "just-in-time" data entry.

mscal

The Microsoft calendar control is in file mscal.ocx. This ActiveX control can be used by a macro supporting bcdDocuments.

non-working day set

A non-working day set is a named list of dates used in making date calculations such as "determine the date which is 15 working days from today".
To perform this calculation a list or set of working days is required. As there are usually more working days in a year than non-working days, the non-working days are easier to list than the working days. So non-working day sets are used to allow such date calculations to be performed.

There may be many non-working day sets used in bcdDocuments. Typically there are as many non-working day sets as there are legal jurisdictions in which your firm operates.

Non-working day sets are made and edited using the Assistants - Non-Working Days menu.
Non-working day sets are used when making a matter by the Client-Matter assistant. When a date calculation for working days is required in the matter the calculation is done using the non-working day set for the matter.

nothing document

Any document listed in a document list whose name contains "Nothing" will, when inserted, cause nothing to be inserted. So documents named "InsertNothing.doc" or "Nothing.doc" when inserted from a document list will cause nothing to be inserted, no matter what they contain.

order

The order in which bookmarks are processed when a document is made from a document template is discussed in Bookmark processing. The order in which items are presented in grids or lists is called presentation order.

parent event

An event of an application is a parent event if it has a child event. A parent event and child event are related as follows. The setting of the due date or done date of the parent event causes the due date of the child to be set. This relationship is discussed in the "due method" glossary entry.

party

A Party can be inserted in an application to manage gender-plurality constructions in documents made for matters. When a matter is made using the application, each party can be assigned a gender-plurality type of
Corporate plural,
Corporate singular,
Persons plural,
Female singular, or
Male singular.
For example, an application for lease of a property might have parties Lessee and Lessor. If Acme Property leased a building to Helen Margaret Jones then, in the matter for this transaction, the Lessee would be of type Female singular and the Lessor of type Corporate singular.

PDF

PDF is an acronym for Portable Document Format, a specification for documents developed and maintained by Adobe Systems Incorporated. PDF documents are read using Adobe Acrobat Reader, which is supplied free, under conditions, by Adobe. bcdDocuments can make MS-Word documents into PDF documents.

pick list

In bcdDocuments a pick list is either
a list of documents,
a list of memos (each being one of more lines of text), or
a list of single lines of text.

A member of a pick list is am item of the list.

Lists are used in making documents. When a list is presented the document maker may pick an item from the list for insertion in the document.
Pick lists are made and edited using the Assistants - Pick List menu.

pick list item

A pick list item is a member of a pick list.
Pick list items are inserted into pick lists using the Assistants - Pick List menu.

presentation order

Things or items presented in grids or lists may be presented in a order which you can change. This order is called the presentation order. Items in a pick list have a presentation order as do events in an application, data fields of an application, and data fields for clients.

primary event

A primary event is an event with no parent event.
Events are made primary using the Assistants - Application menu on the page where events are managed. Press the [ MakePrimaryEvent ] button on the lower toolbar to make an event into a primary event

replication

Replication is a technology used to keep two or more copies of a database up-to-date with each other. There are several replication solutions that can be used to have two or more bcdDocuments databases stay up-to-date among themselves.

restore (from an archive)

Clients and matters which have been archived but not deleted can be restored. Items are restored using the Restore Assistant at menu Assistants - Archive/Restore - Restore.

Restore and archive are reverse operations whereas deletions are not reversible.

run_bcdDocuments

The program run_bcdDocuments is part of the bcdDocuments set of programs. This program resides only on the program's file server. Ii is used as follows.

The file server has a source folder where run_bcdDocuments.exe and other program files are initially placed. These are the main program files. The source folder is where updates for the package are placed.

Each client PC has a client target folder, such as C:\Program Files\bcdDocuments, where the client's copies of the main program files are kept. The default client target folder can be changed, client PC by client PC, by using the ConfigManager.exe program.

run_bcdDocuments diag

1. A client PC runs the bcdDocuments program by running run_bcdDocuments.exe from the source folder. That is, the program is executing on the client, but its file location is on the source folder.

2. When run_bcdDocuments.exe is run it examines the main program files in the client target folder and compares the to the main program files in the source folder. Any newer files in the source folder are copied to the client target folder.

3. After copying any files, if this is required, the run_bcdDocuments program causes the bcdDocuments.exe program in the client target folder to execute and run_bcdDocuments itself exits, its job has been completed.

When new files are released to upgrade bcdDocuments they should be placed in the source folder. The run_bcdDocuments.exe program is the tool which copies the newer files to each client PC's client target folder. To effect this automatic updating of client PCs, each client PC should run bcdDocuments by running run_bcdDocuments.exe.

secondary event

A secondary event is an event with a parent event. Such an event has its due date set from a date of its parent.
Events are given parents using the Assistants - Application menu on the page where events are managed. In the event grid select the event to be made a secondary event, in its "Parent event" column choose the name of the event you want to be the parent of the selected event.

site

A site is a set of data about your firm. Typically a site is a location at which your firm conducts business. The data referred to describes the location.The data for a site is specified using the Assistants - Site menu. Data for a site is entered and edited using the Assistants - Site menu.

When documents are made as part of a matter for a client the information about your firm automatically inserted in the document are taken from the site associated with the matter.

This is expressed in the long version of the bcdDocuments equation as
Application + Site + Non-Working Day Set + [Data defaults] + [Performer defaults] = Matter.

stage

A stage is a grouping of document templates in an application and matter. If an application has any documents they are grouped under one or several stages. An application has document templates it must have a least one stage.

Stages are typically used to group documents related by content or by the typical order they are made in the life of a matter. Stages are made and edited in the Assistants - Application menu. In an application and in a matter stages are groupings of document templates.

status

Several objects in bcdDocuments have a status: applications, clients, matters, sites, non-working day sets, default data sets, and default performer sets each have a status. The values of status are: TEST, ACTIVE, ARCHIVED, CLOSED and MISSING. Only those objects with a status of TEST or ACTIVE can be used or edited. Only staff members with type TESTER or higher can user objects whose status is TEST.

task list

A task list for a staff member is a list of events which are assigned to that staff member, part of an active matter and not yet done. Task lists can be made using Reports - Event reports selecting one staff member on the Who page, "Events due in the date range but but not done" on the What page and any date range on the When page. See Event reports.

template

In bcdDocuments a template may be thought of as a recipe for doing or making something.

A document template is a document containing bookmarks and is used to make other documents. Not all documents are templates.

In bcdDocuments a document template is an MS Word document which has been saved by the bcdDocuments' Document Assistant. The Document Assistant places information into the document so it can be used by bcdDocuments to automatically insert data about your firm, your client, the work package or matter being performed or information requested from the operator.
An application is a template for a matter. So an application is a matter template. Applications are made and edited using the Assistants - Application menu.

user

A user is a staff member registered in bcdDocuments. Each user has a user type. Staff using bcdDocuments must be registered before they can use the program under their network login name.

user type

Each staff member registered as a user in bcdDocuments has a user type. This type determines which parts of the program the staff member may access.

The user types and their access are:
None - the staff member may not use the program.
Performer - the staff member may use the program to edit matters and may make reports.
Standard - Performers who may make matters, clients and edit matter, client and site data.
Testers - Standard users who may use objects whose status is TEST, and may delete matters and clients.
Managers - Testers who may also make applications and use all the assistants, but who cannot insert or delete users.
Super Manager - A Manager who may insert and delete users.
Administrator - A Super Manager. The last remaining Administrator cannot be deleted.

VBA

Visual Basic for Applications (VBA) is one of Microsoft's language for macros. It is used by MS-Office application builders to write software to performs tasks in the programs in MS-Office, in particular in MS-Word. bcdDocuments manages its interaction with MS-Word using VBA macros contained in the file named bcdDocs.dot or bcdDocs.dotm This file is password protected. All code in this file is owned by and copy-righted to Belding Computing Devices.