Using the Grammar Variable Editor

The Grammar Variable Editor is similar in appearance and function to the Condition Editor. This editor allows you to select the words to use as grammar variables and set the parameters for how they are to be applied in your correspondence.

When you enter content in a paragraph, the system recognizes words that are defined as potential grammar variables, which are pairs of associated words. Potential grammar variables are indicated with a dotted underline.

Show me an example.

In letter templates, only grammar variables within the paragraph content control can be set. Grammar variables cannot be set within the free flow text content control.

Each grammar variable has one or more alternate pairs of grammar options and each pair displays as one item in a menu in the Word pane. Right-click a potential grammar variable and select Additional Actions from the menu to set the grammar option. If a grammar variable has more than one pair of options associated with it, all choices display in the menu.

Setting Grammar Variables

The Grammar Variable Condition Editor allows you to define the parameters by which a grammar variable is converted to text in rendered letters. For example, you can set a condition to convert the is/are grammar variable to are in a return that includes multiple taxing authorities.

To set grammar variables, do the following:

1. Select to edit a paragraph in the Paragraph Library or in a letter template.
2. In the Word pane, do one of the following:
   1. Locate an existing potential grammar variable, indicated by a dotted underline in black font. Grammar variables that have already been set display in green font.
   2. Enter new text that the system recognizes as a potential grammar variable.
3. Right-click a potential grammar variable and select Additional Actions from the menu.

Note: If the Additional Actions option is not listed in the menu, in Microsoft^® Word, go to File > Options > Proofing > AutoCorrect Options, and enable the Grammar Variable action.

4. Select a Set as Grammar Variable option from the menu. If a word has more than one pair of options, all choices display. The Grammar Variable Editor displays.

The paragraph displays in the area above the Condition Builder grid with the selected grammar variable shown in green font. If the paragraph contains other potential grammar variables, only the selected grammar variable displays in green font. Grammar variables must be selected individually from the smart tag to be edited or set.

5. Begin by dragging a keyword or form from the left navigation panel to the Condition Builder grid. Click the and up and down arrows to expand and collapse sections on the navigation panel.

Explain the components in the left pane.

Component	Description
Keywords	Keywords are displayed in a list and can be dragged into the condition. Only keywords matching the year and product of the element display in the list.
Keyword Search	You can enter either a partial name or full name to search. The folders in the library that contain a match to the criteria you entered are expanded and the matching content is highlighted yellow.
Forms	Forms are filtered by tax authority (For example, Federal or California) with Federal being the default. The Forms pane will populate with the appropriate list. The forms list is derived from the government forms list in Tax and will have the same order as the forms list in the condition editor. The forms list will contain both the short and long name of each form with the short name as part of the form's definition.
Tax authority	Federal and state tax authorities that, when selected, list the applicable government forms.
Pre-built Conditions and Expressions	Not used for grammar variables.
Preview Pre-built Conditions and Expressions	Not used for grammar variables.

1. In the Keywords section, enter a partial or full name in the box provided, and then click. A list of similar keywords displays.
2. Select a keyword from the list.
3. In the Forms section, select a tax authority from the list.

6. Set the expression for the condition using the operators and commands. You can also right-click a desired element and select to cut, copy, and paste.

Explain the components in the right pane.

Component	Location	Description
Parentheses ( )	Condition Builder grid	Parentheses are used in compound conditions to group operands. They define the sequence or priority in which criteria is evaluated. Criteria in parentheses are evaluated before criteria outside of parentheses. To use multiple parentheses (( )), insert a blank line above and below an expression to enter an additional open and closed parentheses. Click inside a parenthesis column to add or remove a parenthesis.
Keyword / Form	Condition Builder grid	Displays the element selected from the navigation panel in step 5.
Operators	Condition Builder grid	< Less than > Greater than = Equal to <> Not equal to <= Less than or equal to >= Greater than or equal to IN Use IN when an identifier can have multiple conditions requiring the same set of coding to be performed. The multiple conditions are enclosed in parentheses and each condition is separated with a comma. NOT IN The logical NOT IN is used to check for the opposite of the condition following it. Exist Present (used with forms). Form expressions must be followed by Exist or Not Exist. Not Exist Not Present (used with forms). Form expressions must be followed by Exist or Not Exist.
Variable / Date / Keyword / Expression	Condition Builder grid	Depending on the type of keyword, you can enter data, drag a keyword, add an expression, or select data, such as a date from a calendar. A list is available when a selected keyword has specific data. For example, filing status has a numeric value assigned to each status type (For example, 1 - single or 2 - married filing joint). In this case, the applicable data displays in a list.
Logical Operators	Condition Builder grid	AND The logical AND is used in combining multiple criteria to form one complex condition. AND requires that both lines of criteria be met. OR The logical OR is used to evaluate different alternatives in a complex condition. OR requires that either line of criteria be met.
Insert Line	Below Condition Builder grid	Adds a line above the selected or current line in the grid.
Delete Line	Below Condition Builder grid	Removes the selected or current line from the grid.
Delete Condition	Below Condition Builder grid	Removes the selected condition from the grid.
Preview Condition	Below Condition Builder grid	Displays a preview of the selected condition when it is saved. The preview cannot be edited.

7. Select to mark the condition as a default that can be reused, if needed.
8. Click Save to save your changes. When you save your changes, the Cancel button changes to Close.
9. Click Close to return to the Correspondence Manager window. The content set as grammar variables displays in green font.
10. Save the paragraph or letter template.

Clearing Grammar Variables

Editing and Copying Grammar Variables

Explain a grammar variable condition.

The following example explains the condition for the grammar variable are that is found in a lead paragraph for the 1040 Individual Cover Letter.

• Paragraph. Enclosed are the original and one copy of your [Current Year] income tax returns and [Next Year] estimated tax vouchers, as follows...
• Keyword Used in Condition. The keyword used in the condition for this grammar variable is in the Miscellaneous > Federal > Main Form > Fed Only Flag category in the Keyword Library
• Condition Statement. kwd["Miscellaneous"."Federal"."Main Form"."Fed Only Flag"] <> "X"
• Condition Evaluation. This keyword value is set to not equal "X," indicating federal and at least one state are present in the return. For this condition, when the value is not equal to "X" and the condition is evaluated as true, then "are" would be used in the paragraph. When this keyword is set equal to "X," this indicates only federal is present in the return. If the keyword value is equal to "X," the condition is false and "is" would be used in the paragraph.