Using Tables to Store and Access Static Information in Selection Variables

In this article:

• Creating Tables 
• Building Selection Variables Using Tables 

Table models provide quick access to static information that is used throughout your Builder system. Specifically, a table is a reusable list of information that doesn’t change based on the client or matter you are working with. For example, you could create a table of states/regions/cities along with their postal abbreviations and local government offices. You can then pull information from this table to use in selection-type variables. 

Other examples of tables you might create include a table of attorneys at your firm (which could include names, phone numbers, hourly rates, etc.), gender (which could include gender types and associated pronouns), and so forth. 

Creating Tables 

You can create a table of information that can be used across your Builder system. 

To do this: 

1. View the Builder Online Workspace. (See Accessing the Builder Online Workspace for help.) 
2. Click the Designer tab. The Designer page appears. 
3. In the Elements list (left side of the page), click Add a new element. The New Element window appears. 
4. Enter a Name for the table model. 
5. Select Table from the list of options.  
6. Click OK. Options for building the table appear in the main area of the page.  
7. In the first column, enter the data you want stored in the template. For example, if you want a list of all attorneys in your firm, add each attorney name on its own row.  
   TIP: To quickly add a new row, press Enter after you’re finished adding the information for the current row. You can also click Add row.
   
   If you have an external spreadsheet that has the information you want to copy to your table, click Add column to add the same number of columns to the table as is available in the spreadsheet. You can then copy and paste the data from the spreadsheet into the table. 
8. Repeat step 7 for each column of additional information.  
9. Once all the data is added to the table model, click the three-dot icon in the column heading and complete any of the following optional steps: 
   • Set key: Use this column to determine what data users will see in the interview.  
   • Rename: Use this to assign a new name to the column. 
   • Sort A to Z: Use this to sort the table in alphanumeric order based on the contents of this column (lowest to highest). 
   • Sort Z to A: Use this to sort the table in reverse alphanumeric order based on the contents of this column (highest to lowest). 
   • Delete: Use this to delete the column and its contents.  
10. When finished making changes, click the Save icon.  

Building Selection Variables Using Tables 

Once you’ve created a table, you can use it to "seed" your list of options in a selection variable.  

To do this: 

1. In the Builder Online Workspace, select the catalog where you want to create or edit the variable that will use the table data.  
2. Create or edit the selection variable. (See Creating Builder Variables for help.) 
3. In the main section of the page, view the details of the selection variable.  
4. Under Select from, select A table.
5. Click the Option Source drop-down list and choose the table you want associated with this variable.
6. Select any other formatting options for the selection variable.  
7. When finished editing the variable, click the Save icon.  

   Next, you can insert the variable in the template.  

8. Edit your template file. (See Editing a Builder Template Filefor help.)
   NOTE: You may need to click the Refresh icon in the Word Designer to update your variable list.
9. Select what options you want presented in the interview:
   • To use the options in the key column, select the variable and click the ellipses icon. Then choose Insert content to Document. The variable is inserted in the template.
   • To use the options in any column other than the key column, click the expand icon next to the variable name. Then click the ellipses icon next to the specific options you want to use and choose Insert content to Document. The variable is inserted in the template.  
     TIP:  You can choose from other options in this menu that change the way the data will be inserted. For example, you can format the answer to appear a specific way, or you can insert the variable conditionally.
10. Save both the template file and the changes you made in the Word Designer when you are finished making changes.