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Converting to bcdDocuments

bcdDocuments helps increase quality and efficiency in making documents and tracking work. Quality can increase as the program reduces operator actions. Efficiency can increase as fewer steps are required to make documents and monitor progress of tasks.

Your current document making and monitoring processes are converted into bcdDocuments processes. This conversion is straightforward and set out in this chapter.

There are two types of conversions.

For every document you make in bcdDocuments there will be one or more document templates. If you make a document with optional sub-documents, you can a template for each optional sub-document.

Document conversion concept

The conversion is done once. The "make" process will be done each time you want to make or remake a document. The document template is an MS Word ordinary document so it can be edited at any time from bcdDocuments using the Document Assistant.

In This Chapter

Convert a document

Inserting fields using assistants

Registering new document templates

Making a document template

Convert a business processes to an application

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Convert a document

A document can be converted to a document template suitable for use in bcdDocuments. Starting with any document or document template, use the bcdDocuments program menu Maintenance - Worksheets to print the following page. These instructions may be helpful.

Scan the document with your eyes looking for data that was inserted. This data will later come from sources available to bcdDocuments. A source will be one of:

Code

Data source

Storage

"A"

Matter data

a field defined in an Application

"C"

Client data

a field defined in the Client database

"D"

Typist entry at document creation

only in a document after it is made

"L"

a List

a list item

"M"

an external source know to a Macro

any store accessible to the Macro used to retrieve it

"S"

Site data

a field defined in the Site database

After scanning the document review your decisions and make any corrections.

You now have a document conversion sheet to make the Client, Site and Application data fields, Pick Lists, Macros, and requests for data inside documents.

Before a document template can be made the data fields required by the document template mus be in place in the Client, Site and Application databases. So it may be beneficial for you to do this conversion process for several documents now..

If you are intending to make an application, in which a set of documents are to be converted, we suggest you perform this conversion process for all documents in the set.

The next step in converting documents is to use the Client Assistant, the Site Assistant, and if you are making an application, the Application Assistant to insert data fields required by the documents into the respective databases.

See Also

Converting to bcdDocuments

Inserting fields using assistants

Registering new document templates

Making a document template

Convert a business processes to an application

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Inserting fields using assistants

This inserts fields required by the documents you are converting, into the Site and Client Database. If you are making an application you will make the application and insert fields for it. If you want help in making a list of the fields required for each database please use bcdDocuments menu Maintenance - Worksheets to print a copy of each worksheet.

Use the worksheets as you want. They are not necessary but should help you taking first steps.

The Client Field and Site Field worksheets can be used to list the fields required for the client and site databases. Then you could refer to these sheets as you enter fields into the Client and Site databases.

It is usual to experiment with the Client, Site and Application Assistants. Do not be too concerned about getting entries perfect in your initial attempts. Mistakes can be deleted or edited.

As applications use events, stages and documents, the Application Worksheets allow you to list the events, stages and documents for your application. For a first round of converting a document it will be simpler to convert a single document and later return to make an application.

The next step is to register a new document template using the Document Assistant.

See Also

Converting to bcdDocuments

Convert a document

Registering new document templates

Making a document template

Convert a business processes to an application

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Registering new document templates

Document templates need to be registered with bcdDocuments, so they can be found when needed. Use the Document Assistant to register a document. For this exercise a document template will be made which is not part of an application, so the "No application" radio button is selected.

DocAsst_RegisterNoApp

From this opening screen select "No application" and press [Next]. On the following screen pressing the [+ Ins New] button inserts and registers a new document into bcdDocuments.

DocAsst_RegisterNewDoc

The new MS Word document you register can be an entirely new document or an existing document making use of its content and formatting. When you make a new document it will be made as a new MS Word document and stored in a directory under the document template directory. When you start with an existing document a copy will be placed in a directory under the template directory and you may modify this copy which then becomes your bcdDocuments document template. Select the [New] or [Existing] option from the following window.

DocAsst_RegisterNewDoc02

On selecting [New] the program will suggest a new file name and allow you to change the selected name. On selecting [Existing] you may select an existing MS Word document, which will be copied to a directory under the document template directory. A copy of an existing document can then changed to a bcdDocuments template. An advantage of starting with your existing document is its formatting and content can be preserved giving you continuity across the conversion process and a smaller conversion task.

The template just registered can be made into a bcdDocuments template when the data fields it requires have been entered. See Insert Fields Using Assistants

After your document template is registered select that document template in the grid shown above and press the button to prepare and open the template. Opening the template here is necessary as document template is prepared for use by being informed of the data fields it may use. Each time the document template is opened it is prepared so recently added data fields will be available to the template.

The next section discusses how to modify a template for use in bcdDocuments document creation.

See Also

Converting to bcdDocuments

Convert a document

Inserting fields using assistants

Making a document template

Convert a business processes to an application

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Making a document template

Making a document template may proceed as follows:

When the template has been prepared and opened in MS Word this bcdDocuments toolbar is present in MS Word. In Word2010 and 2013 the toolbar is in the ADD-INS menu as a custom toolbar. bcdDocs Toolbar

The first button on the left, toolbar_01 , is used to insert bookmarks for data into templates. First position the MS Word cursor in the template where you want a data item to be inserted, them press this button. The dialog box below appears.

InsertBookmarkDialogBox

Using this dialog box select the item you want to insert. With an empty document we inserted two lines of text, shown below, without the text in [ ] brackets.

Placing the cursor one space beyond the first colon, open the dialog box, select "TEXTCClientShortname ..." and press [Insert Standard Bookmark]. Placing the cursor one space beyond the second colon, open the dialog box, select "TEXTCClientPhBus ..." and press [Insert Standard Bookmark]. The result is a simple document template, part of which is shown below.

SampleBookmarks

The bookmarks entered are used during document creation. When this template is used to make an Invoice.doc document for a client the client's ClientShortName will be substituted for the bookmark. The client's PhBus will be substituted for the second bookmark.

The encoded text, such as bmTEXTCPhBus02, can be read to understand the bookmark.

In this example standard bookmarks were inserted. The dialog box can also be used to insert

See Also

Converting to bcdDocuments

Convert a document

Inserting fields using assistants

Registering new document templates

Convert a business processes to an application

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Book Contents

Book Index

Convert a business processes to an application

When making applications bcdDocuments is a toolkit, not a ready to run program.

After making applications bcdDocuments is a ready to run program which can use applications to make matters which in turn make documents and perform events.

Firms will need to invest time and effort to build document templates, lists of events and/or applications before gaining the benefits of higher quality documents, fast document production, and tracking and reporting of client matters or jobs.

In the previous sections you have converted documents into bcdDocument document templates.

The next step is to convert a business process into an application, or at least to make an application.

Applications are templates or recipes for performing a task for a client. A client can be any party, such as a "paying client" or an "authority requiring information". Applications uses document templates grouped into stages and events organized as parent and child events. Documents are made from the document templates by inserting Site, Client, Matter, document and macro data. The events of a matter can be tracked and reported on.

Making an application which is closely modeled on a business process you have or want is the purpose of this exercise.

If this is your first attempt we suggest you use the Maintenance - Conversion worksheets to print worksheets helpful in organizing a conversion or the first time making of an application.

Maintenance_Worksheets

The following steps should take you in sequence through making an application.

  1. Place the documents to be used in a group. Include documents to be used in document pick lists and as documents to be inserted. Use a paper copy of disk copy as you wish.
  2. With your eyes scan each document and note the data required by each document on the Document Conversion Worksheets, at least one for each document. The items to be listed are data fields, lists, macros and document data.
  3. Using the Document Conversion Worksheets enter field requirements for the Client, Site and Application data fields on the Client Fields Worksheet, Site Fields Worksheet, Application Worksheet - Data Fields pages.
  4. Using the Document Conversion Worksheets enter Text, Memo and Document lists required on the Pick Lists Worksheets.
  5. Using the Document Conversion Worksheet enter the macros required on the Macros Worksheets.
  6. Using you knowledge of the tasks to be performed for the process being made or converted, use the Application Worksheet - Events pages to enter the events to be tracked. Enter also which events are primary, their child events and the way in which a child event is triggered from its parent.
  7. Iterate and revise the previous steps. In most attempts at performing these tasks as we often make errors of judgment and of transcription. So several iterations will likely be required to get to a copy of the Worksheets you judge as correct.
  8. If you are working in a team conduct a review of your preliminary design and after the review revise your Worksheets.
  9. Using the Client Assistant enter the new data fields for clients.
  10. Using the Site Assistant enter the new data fields for sites.
  11. Using the Document Assistant register the documents required by the application. If you have existing documents you may want use these and modify them, or you may start new document templates. Open and prepare each document template using the OpenTemplate button and insert the bookmarks for Site and Client data. The bookmarks for Application or Matter data are not yet available to be inserted.
  12. Using the Application Assistant enter the data fields required by the application. You should have marked them with an "A" on the Document Conversion Worksheets and later transcribed them to the data fields page on the Application Worksheet.
  13. Using the Document Assistant open and prepare the application's documents and insert the data bookmarks for Matter data. Also insert any document entry data, identified on your Document Conversion Worksheets with a "D". These are inserted by pressing the "Insert Text" button on the dialog box in MS Word used when inserting bookmarks. See the picture in Inserting bookmarks in templates.
  14. Working with the Pick Lists Worksheet, use the Pick List Assistant to make the Text, Memo and Document pick lists required in the application.
  15. Return to the Document Assistant, open and prepare each document template of the application and insert the pick lists listed in your Document Conversion Worksheets.
  16. Working with the Macros Worksheet, use whatever tool you have to develop the macros required for the application. We use MS Word's Menu Tools - Macros - Visual Basic Editor for this task.
  17. Return to the Document Assistant, open and prepare each document template of the application and insert the macros required for each document and listed on the Document Conversion Worksheets.
  18. Test the application. Make a test client, a test matter for the client and make all documents in turn, reviewing the documents and the event structure.
  19. Cycle testing and corrections until you notice no errors. Then have other team members test the application.

See Also

Converting to bcdDocuments

Convert a document

Inserting fields using assistants

Registering new document templates

Making a document template