Managing roles in a document, matter or business is one of the most rewarding aspects of creating intelligent documents. Developing methods to standardize roles and the means to automate the process can save enormous amounts of time and save boatloads of potential errors. This video demonstrates one way to manage large numbers of entities is a document, each with their own role.

Transcript:

Creating a will document often involves identifying and organizing various parties such as executors, beneficiaries, and trustees. To facilitate this, a questionnaire can be added to the document, followed by a grid that categorizes these parties according to their roles. The grid can be set up with columns for full names and checkboxes to indicate whether a person is an executor or a beneficiary.

For demonstration purposes, a basic list can be created to show the executors, using checkboxes to filter and display only those who are assigned the role of executor. A similar process can be followed for beneficiaries. This allows for the creation of sublists that only include the names of individuals with the corresponding role checked.

To test the functionality, names can be inputted with their respective roles marked. For example, John Doe as an executor and Jane Smith as both an executor and a beneficiary. When the form is filled, it will display the names in the order they were entered, which may not always be desirable.

To gain more control over the order in which names are listed, roles can be managed at the beginning of the questionnaire rather than in the grid. Questions can be added to ask who the executors are, with smart answers set up as dropdowns that source names from the grid. This allows for multiple executors to be selected in any order, independent of the order they were inputted in the grid.

This method provides flexibility, which is crucial when the same list of names is used for different roles or when a specific order is required for different sections of the document. For instance, executors might need to be listed in one order, beneficiaries in another, and trustees in yet another.

By linking the executors' answer to the grid, even though additional information like addresses or social security numbers may not appear in the executors' answer, all related data is accessible. This includes any pronouns or other details that are part of the grid, ensuring that comprehensive information is available for each party listed in the will document.

^{video: 6:19   tags: buyer, seller, checkbox, list, singular, plural}