Manage Markup Fields in the Document

As you mark up a HotDocs Model, you may want to distinguish between markers and the actual text of the document. For example, you may want to mark fields using specific colors. There are two ways to do this—by using the HotDocs Markup Tools, or by using the built-in features of Word.

Using the HotDocs Markup Authoring Tools

HotDocs Markup Tools are included as part of the HotDocs ribbon, helping you better manage the markup fields in the document. For example, you can apply color to the different fields, as well as hide field properties that aren't essential for reviewing the document. You can also use the toolbar to draft a test document, so you can see what kind of interview the document produces.

You can use the following buttons in the toolbar to complete your different tasks:

Button Name	Description
Apply Color	Applies color to the different fields in a HotDocs Model. Variable fields are colored using blue, If fields using green, and Repeat fields using maroon. Using color like this can help you distinguish between markup and the actual text of the document. (To apply color to a selection of text within the document, select the text before clicking the button.) When you click the Apply Color button, the tool also applies Word's Hidden property to the text. This makes it so you can click the Hide Clutter button and hide these properties. This can make the document more readable, particularly when you need to review it.
Hide Clutter Show Clutter	Hides the properties of a variable (such as formats and other styles) that aren't necessary for you to review the document. (Click here for an example.) (To hide clutter in a selection of text rather than the entire document, select the text before clicking the button.) To view the full markup language again, click Show Clutter.
Select Field	Highlights the block of text merged using an IF field or a REPEAT field. This helps you identify all of the text affected by the instruction. If you click Select Field once, it will select just the immediate section of the instruction (for example, the first part of a multi-part condition). If you click the button twice, it will select the entire instruction.
Draft Document	Lets you view the HotDocs interview that is created by the HotDocs Model.
Options	Lets you view whether the HotDocs Model uses an embedded component file. (When you convert a HotDocs template to a HotDocs Markup, HotDocs embeds the component file in the document so that it can retain its properties. Clicking this button helps you know if this is the case. If you want to delete the embedded component file, click Remove.) (See Create HotDocs Model from Template)
Help	Opens the HotDocs Model Help file.

Using the Features of Microsoft Word

As you mark up the document, you may find that the number of properties you need to specify for a variable field, conditional field, or repeat field makes the field hard to read and understand, especially for someone unfamiliar with markup. You may also have a difficult time distinguishing between mark-up fields and document text. The following describes some things you can do using tools in Microsoft Word to make this process of managing your markup easier.

Keep Properties from Appearing in Markup Fields

To keep the information appearing in markup fields to a minimum, you have several options:

• Place the field properties in hidden text: Once you have assigned all of the properties to the field, apply the hidden text property to the field property. (To do this, highlight the text you want to hide and choose Font (Format menu). At the Font dialog box, select Hidden in the Effects group.) To view the hidden text, click the Show/Hide ¶ button in the Word toolbar.
• Place the field properties in footnotes: Once you have assigned all of the properties to the field, move the text to a footnote. (See the Microsoft Word help for instructions on creating footnotes.)
• Place the field properties in variable tables at the end of the document: You can create tables at the end of the document where you define the properties of the variables you use in the document. See Define Field Properties for an explanation of how to do this.

Apply Color to Markup

The markup examples used in this help file use blue to identify variable fields, green to identify conditional text, and maroon to identify repeated text. While color is not mandatory, it is much easier to see markup in a HotDocs Model when color has been applied.

To apply color using the built-in features of Word, select (or highlight) the text to be colored, choose Font (Format menu), and select the font color. Or, after selecting text, use the Font Color button on the Word Formatting toolbar.