Figure 3-27, Default Answer Sets
Default Answers menu choices in Figure 3-27 allow you to specify the answers displayed when questions are asked by the program. This includes answers for global
questions, questions for each volume, and supplemental questions. You can also use this menu to import another user's default answers. This is useful when different users must work on the same computer or support multiple attorneys.
Default Answers are answers that automatically appear as the proposed answer when a question is first asked. If the default answer which appears is the correct answer, then you do not have to type or select the answer. You just accept the default answer and continue on to the next question. If not, simply make a different selection or type in the answer you want.
Many questions will often have the same answer, such as the attorney’s name and bar number. You can save a tremendous amount of time and effort by setting default answers, and ProDoc makes the process of setting answers extremely easy.
NOTE: The procedures in this section do not apply to setting default answers for Firm
Information fields, such as firm's name, address, phone/fax, email address and Web site.
Click the Firm Information in Answers link to see how to set default answers for these items.
You can scroll through the questions in a volume and set default answers for any of the questions. From the Main Menu, click Customize ® Default Answers. This brings up the Default Answers drop down menu where you can select Global, Volume or Supplemental Questions. Global questions apply to all volumes, Volume questions apply to a specific volume (such as Family Law), and Supplemental questions are questions which you have added to a volume. For example, selecting Global Questions brings up a Set Default Answers window like the one shown in Figure 3-28. Setting default answers for Volume and Supplemental questions (if any) is done in the same manner.
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Figure 3-28, Set Default Answers for Global Questions Window
To create default answers, follow the steps below. The procedure is the same for Global, Volume and Supplemental questions, with one exception: for Volume and Supplemental questions, you must select a volume before seeing the questions.
1. Select the desired Default Answer Set using the drop down arrow. After selecting the set, you can scroll down and pick questions, or click Find to enter words to find one time or many times.
NOTE: We recommend that you concentrate first on establishing defaults for your primary set. Then, when you feel that your primary set is firm, create optional sets by first copying your primary set or another user's primary set. This will save you from having to make double entries.
2. Double-click the question you want to answer, or click the question and click Update Default Answer.
3. In the window that appears, double-click the answer, or click it and click OK. You can also click OK to accept the highlighted answer. If the answer is a fill in the blank, type the answer or use a QuickText entry to answer it.
4. Repeat until you've set up all the default global answers you'd like to use.
After you've created a default answer for a question, a check mark will appear in the box next to the question in the Set Default Answers window. You can use the Find button to find a particular question. To update a default answer, highlight the question and click the Update Default Answer button. To delete a default answer, highlight the question and click the Remove Default Answer button.
Another way to set default answers is to do it during document assembly. Many users find it much easier and more convenient to set default answers this way. To do this while assembling documents:
1. Begin document assembly and work through the procedures to the question phase.
2. Select or type the answer you want to set as a default answer.
3. Click the Set as Default Answer button.
4. Select Yes on the confirmation window.
From that point forward, every time that question is first asked during document assembly, the default value will be displayed. This only changes if it is preempted by an answer you gave during a prior assembly session using the same case, or by a default answer calculated by ProDoc. To change the default answer, repeat the above steps. Also note that default answers are stored in the default answer sets. If you save answers in an optional set, the answers will only appear when you assemble documents while using the optional set.
Creating Default Answer Sets
This menu choice allows you to create a new default answer set or add a set created by another user. This is useful in many situations that arise when different users must work on the same computer or support multiple attorneys. From the Main Menu, click Customize ® Default answers® Default answer sets. A window similar to Figure 3-29 appears.
Figure 3-29, Default Answer Sets Window
This window allows you to create optional sets of default answers which you can pick from a drop-down list to use during an assembly session. For example, if a secretary prepares documents for three attorneys, a default answer set could be created for each attorney.
This doesn't change the default answer set that appears automatically during an assembly session. For help on choosing which set appears by default, see Assembly Session Settings .
The PRIMARY SET is the set containing all default answers that were entered before any optional sets were created. You can click the New button to create a new set, the Change button to change the name of the highlighted set, and the Delete button to delete the highlighted set.
To create a new set, click the New button. A Default Answer Set Name dialog window appears, similar to Figure 3-30. Note that if you are working in ProDoc for the first time on a new installation, there are no other user sets to copy.
Figure 3-30, Adding a Default Answer Set
This browse window lists all of the default answer sets you can copy and use.
The New and Change buttons add new sets and change the names of existing sets, while the Delete button removes a default answer set from your list of sets.
Type in the Set Name, click the drop-down box to choose which Existing set to copy, then click the OK button. Your Primary Set and any added new sets will now appear in the Default Answer Set window and will be available for use when you begin assembling documents.
Using Default Answer Sets. You specify which default answer set to use for an assembly session when you reach Step 4 of the Starting Document Assembly window. If optional default answer sets exist, the window will contain a Default Answer Set drop-down box. Select the set you want to use from choices in the drop-down box. If no optional default answer sets exist, the window will not contain a Default Answer Set drop-down box, and the PRIMARY SET will automatically be used.
Specifying the Default Answer Set for Assembly Sessions. If you've added any optional sets, you can specify the one that appears by default during an assembly session. Click Customize ® Options, then click the Assembly Settings link on the left side of the Options and Settings window. Select the set
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you want to appear automatically from the drop-down list in the first field. You can still use any available set during an assembly session.