Law Office Computing - Resources - Software Tips

SOFTWARE TIPS - HotDocs

Start Simple, Use HotDocs Often

Implementing a change in the way your office creates legal documents usually meets some resistance from co-workers and perhaps, management. To win them over quickly, begin automating simple documents that you and your co-workers use everyday. Automating simple documents first allows quick and painless experimentation and broader use while you gain the skills necessary to tackle the bigger projects.

Plan your Projects

Too many HotDocs template developers charge into a project with only a vague idea of what should result. If carefully planned, many HotDocs templates can use a single component file or set of answers to produce different documents for the same case, client or matter. Planning ensures that you’ll get a better end product. One way to do this is to review your template before you begin automating it to identify which pieces of information should be substituted with HotDocs variables. Print out a hard copy of the document or markup a copy in your word processor. As you markup the document, specify different things, such as the type of variable you will use, the variable name and how the variable should be grouped with others in a HotDocs dialog. To ensure consistency across an entire project, provide markup for all of the templates in a specific project before you begin automating.

Develop a HotDocs Variable Naming
Convention and Stick To It

Whether you name a HotDocs variable "Client Name" or "Name of Client," be consistent. This eliminates many of the problems new users encounter with duplicate variable names and increases the value of your templates and document automation projects.

Use Answer Files

Instead of filling a HotDocs form and discarding your input, save it. You can use the data later to reproduce an identical document, create documents from other templates in the same practice area, quickly modify a spelling error or make other data modifications without re-typing everything.

Use IF Statements

While some use HotDocs simply for merging names and addresses into a document, the real power of document automation comes into play when you capture your decision making in the template. Using optional ("Do you want the survivorship clause?") and conditional (IF «Marital Status = "Married"» expressions will automatically include or exclude words, sentences, paragraphs, pages and even other templates.

Use Keyboard Shortcuts

If you need a quick variable reference when in a computation or script field, just type two right facing angle brackets (>>) or two left facing angle brackets (<<). These will automatically convert into HotDocs variable brackets (« »). To type HotDocs chevrons directly in the template, turn "NumLock" on, hold down the Alt key and type 0171 (opening chevron) or 0187 (closing chevron) on the keypad.

Using the COUNTER function

When repeating a variable, the COUNTER function keeps track of the number of the repeated variable and may also be formatted. For example, the following simple instruction «REPEAT Names:a, b and c»«Child Name» is my «COUNTER: ninth» child«END REPEAT» results in "Billy is my first child, Bobby is my second child, Judy is my third child and Jennifer is my fourth child."

Use Inserted Templates

When you have a need for the same header, signature block or disclaimer in a number of different templates, use an inserted template. This template within a template feature of HotDocs allows you to maintain the text and formatting in one template, but have it included in many different templates.

Insert the Answer File Name in Your Template

Some users like to reference the answer file name and path in the footer or reference page of a document. To do this, just insert any variable in the template, then simply type the "Answer File" keyword between the HotDocs chevrons. For example: «ANSWER FILE». The result in the assembled document will be something like c:\Program Files\HotDocs\Answers\Names.ans.

Take Advantage of the HotDocs Subscriber List

Need help building HotDocs templates, or understanding certain features? The HotDocs e-mail discussion list is a valuable resource. Other experienced HotDocs users are ready to help you succeed. Join the HotDocs Discussion List at www.capsoft.com.

Your help is always appreciated. If you have a tip that you would like to submit, please e-mail it to us, and include your name, telephone number, and the program to which your tip applies.