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Questions
Purpose: After document selection and before the
document is sent to the word processor, questions with default answers are
presented for review and modification. The default answers are from the data tables
for the company selected in the company tabs
Overview: There are a variety of formats for
answers, from a standard textbox to quick fill boxes, pull down lists, and
multiple answer grids. Most questions
are self explanatory. After the
question phase, the document is sent to the word processor where it can still be
modified prior to printing and/or saving it to the Saved Documents
Table. While in the word processor it
can also be saved in an RTF file format.
The example above asks the question, “What is the date of the first board of
directors’ meeting?" A pull-down
list of director meeting dates is provided to choose from. The date of the first meeting is from the
Director Meeting form and it is automatically displayed as the default answer
for the selected company. If there is
no default answer or you can not change the date, it is because the meeting
date was not entered on one of the meetings form. Meetings are organized by date and all
related data are tied to the meeting dates. If you want to create a document for a date that is not in the
database you can continue answering the question until the word processor appears where you can make any changes that might
be needed including the date.
The question above asks, “Who are
the vice-presidents of the corporation?” Because
there are multiple options for the vice-presidents, a list
of everyone associated with the company is displayed. The
directors currently listed on the Officers and Directors
form are the default answers. The
default answer can be changed by clicking on a selected checkbox
to uncheck it. New directors can be
added by checking the checkboxes next to their names to mark
them.
A record of past vice-presidents is not tracked in the database. The same holds true for all officers,
directors, and shareholders. Documents
created in this application and are saved to the Saved Documents file do no
change with time. When newly created
documents are saved to disk, the entire document is saved. It is not just a template with links to
data files. For this reason documents
can be stored in the database for as long as the database is maintained
without concern for changes in the data. Changes on the data
forms will not affect saved documents.
The question here is “What is the address of the meeting
place?” If the default answer is
modified, which is the current information in the data files, a SAVE button
appears so changes can be saved back to the data files.
New records, such as adding a company or person, cannot be
created or deleted while in the Questions sequence.
Related Information:
Company Name: Name of the company that was selected on the Resolutions
form and it is the company that the document will be created for. The name of the company will appear at the
top of the document and everywhere else the company name is called for in the
document.
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Document Title: Name of selected document on the Resolutions form. This is the title of the document that is
in the process of being created.
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Question: One of the questions that needs to be
answered to complete the document.
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Default
Answer: Many questions have default answers from the
data tables. If the default answer is
changed and the answer is one that should be saved to a data table, such as a
change in the name of the company’s secretary, a SAVE button appears so you
have the option of saving the change to the underlying data table. In some situations there may be a default
answer where a change should not be saved to the underlying data table, like
the name of an officer that a memorandum is being sent to. In these situations, a SAVE button will not
appear.
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Next Button: Navigate to the next question by pressing the Next
button. In most cases an answer does
not have to be given to a question to move to the next form. At the last question on a form the caption
on the Next button changes to Finished. If questions have been left unanswered the document will be displayed
in the word processor with blank lines in place of the answers. The blank lines can be modified or left as
is and the document can be saved as an RTF file.
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Back Button: Return to prior
questions by pressing the Back button. This can be done any time prior to the Finished button being pressed.
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Cancel Button: Press to cancel
the questioning process. Data is not
saved or changed.
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Check Boxes: In
the example a check box format is used on the last form. Click on the checkbox
to check or uncheck it.
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Address: Long addresses are displayed as shown in
the last example.
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