Document Assembly
Forms

HotDocs Pro 5.0, the developer version of the HotDocs document assembly program, includes all the features of regular HotDocs and then some. Pro can help you create and distribute HotDocs templates for multiple users as well as create templates from graphical forms (such as scanned images of IRS forms).

Pro uses two features in particular -- Auto-Assemble Files and Auto-Install Files -- to ease implementation of multi-user templates. Auto-Assemble Files are compressed files contain-ing a HotDocs template and related files. When users run an AutoAssemble file with HotDocs, the files are uncompressed into a temporary directory and HotDocs begins assembling the document or form.

Auto-Install Files are also compressed files containing a library of HotDocs templates. When HotDocs encounters an Auto-Install File, it automatically installs a new HotDocs library or updates templates in an existing library. Auto-Assemble and Auto-Install Files can be placed on the Internet, your firm's intranet or your network server. Users can then access them using their local copy of HotDocs.

I experimented with an Auto-Assemble file downloaded from the Internet. I couldn't figure out at first how to get it to work. I finally decided to read the manual (if all else fails, read the directions, right?). It turns out, you have install the HDA file into a library first. Once I did that, it worked just fine.

HotDocs Pro includes several new developer features, including Form Wizards and Field Wizards. Form Wizards are attached to form templates to run a dialog box during assembly. Field Wizards allow you to attach field-specific help for users, such as a pop-up tables and pick lists. Both provide developers greater control over the look and feel of the dialog boxes.

To help users complete the forms, you can now attach help references from Folio infobases, Windows help files and HTML pages to your dialog boxes. Pro 5.0 also lets you configure templates so that, after they gather data from a user, the data can be uploaded to a designated URL as if it had been entered on a standard HTML form. The data can then be stored, analyzed or used to produce duplicate documents or forms. You can also now attach WordPerfect or Word macros to templates. Called Post-Assembly Macros, these macros will execute additional instructions after users complete their document assembly within HotDocs.

The base of Pro 5.0 is HotDocs 5.0, which also includes new features. In the 32-bit version, you can include a URL reference in a HotDocs library. When you click the Assemble button, your browser will download the document or form and HotDocs will begin assembling it (during installation, HotDocs is added as a helper application to your Web browser).

Users of 5.0 can now also fill a field in a graphical form directly by clicking on the field using HotDocs Filler. And they also have the option of tabbing from field to field instead of using dialog boxes; however, forms created with earlier versions of HotDocs or forms that have Field Wizards attached may force users to wade through some dialog boxes first before allowing them to tab between fields.

HotDocs 5.0 has improved the way it handles field overflows. Before, your only option was to send overflow data into an addendum; now, you can re-size the field, adjust the font size or re-type the answer to make everything fit.

Although simple templates can be created with ease, the more sophisticated features of HotDocs Pro will take some learning. Many people will be able to prepare simple templates right after installing the program and doing the lessons provided in the Learning manuals. However, most will need to study the manuals and experiment with some of the more advanced features before being able to create truly advanced templates. The manuals are excellent at explaining each of the features available, but, unfortunately, they don't always explain how to put everything together.

Another problem with HotDocs 5.0 is that you can't import PDF files directly. Conversion may be necessary depending upon the fonts used in the PDF file. PDF files are everywhere on the Net, particularly on the IRS forms Web site. This inability to use PDF files directly is a serious limitation. There are ways to work around this problem, but they often involve additional software or hardware, such as a scanner or OCR software. However, I understand that Capsoft may start offering conversion services, albeit for a price, and may post commonly used PDF files (IRS forms, for example) on its Web site.

Templates for All: HotDocs Pro 5.0 is a powerful document assembly tool for any firm where sharing forms is imperative.

It was also cumbersome when dictating some citations. For example, I can dictate "section 43 point 1 parens 1 parens a parens i" to my secretary and get back "§Ý43.1(1)(a)(i)." However, with NaturallySpeaking I have to dictate "section symbol 43 point 1 no-space left paren 1 right paren no-space left paren alpha right paren no-space left paren india right paren." Whew, that's a mouthful!

Another problem I encountered was that I had to reboot whenever I exited NaturallySpeaking after dictating into WordPerfect. My computer always became unstable.

Although NaturallySpeaking Professional includes a lot of nice features, I question whether anyone really has a need for all the add-ons, especially when you consider the $995 price tag.

I already have the WordPerfect 8 Suite, and I can easily add legal words to NaturallySpeaking's standard vocabulary (even with the "Personal" edition included with the WordPerfect 8 Legal Suite), so they may not be worth that much more. However, if you need voice activated macros and multiple vocabularies, then you can always purchase the Professional Edition and save yourself around $300.

Overall, NaturallySpeaking is a useful, but not yet indispensable, tool for your law office. Before buying, consider carefully which features you really need and purchase accordingly.

Keyboard Free?: Dragon NaturallySpeaking Professional lets you dictate even the most obscure legal terms, but at a cost.

$399 and up

Reviewed by Richard C. Belthoff, Jr., partner, Grier, Belthoff & Furr, Charlotte, N.C.

Oct/Nov '98 Issue

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Updated 09/19/01
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