Prepare to Automate the Templates

Once the templates in your set are marked up, you should think about the following things before you begin the actual automation process:

Decide if you want to share component files. If there are common variables across most of the templates, you may consider pointing each template in your set to a shared component file. Then, when you make a change to a shared component, (for example, if you change a prompt or resource text, the change will appear in all templates that use that component.) (See Use One Component File for Multiple Templates.)

It’s a good idea to point all the templates that will share a component file to the shared component file before you start creating components in the templates. That way, they are saved directly in the shared component file and are ready for use when you automate other templates.

Identify boilerplate text. If there is boilerplate text in the templates, consider saving that text in a separate template file and then dynamically inserting that template in each template that requires it. (Examples of boilerplate text include captions, signature blocks, and so forth.) Then, when you need to make a change to the text, you only need to make it in one file.

Create common document styles. If automating a Microsoft Word template, make good use of styles. Ultimately, this will help retain formatting throughout your templates. The Microsoft Word Help file contains a lot of useful information on using styles.

Set HotDocs Options. As you prepare to automate your templates, there may be some custom settings you want applied to all new templates you create. For example, if your templates will be used with HotDocs Server, you can specify a setting that enables all new templates you create for use with HotDocs Server.

To view a list of settings you can change, at the HotDocs template library, choose Options (Tools menu) and then open the Template Development folder. (See HotDocs Options)