You may have many phrases or blocks of text that you want to use multiple times in a form, or across multiple forms. isurv WorkSmart features a Phrasebook to save you time and effort in repeating these phrases.

The Phrasebook contains a library of common RICS phrases, and also features the ability to create your own phrases.

There are three ways to insert a phrase into a form.

1. Phrasebook

Position the cursor at the point you want to insert the phrase and double-click the phrase in the phrasebook. Or just drag and drop the phrase to the place you want to insert it.

2. Hotcode

In the text box, enter an equals sign followed by the hotcode for the phrase e.g. =B1.1 and press return.

3. Quicktext

In the text box, enter an equals sign follwed by the quicktext e.g =personal and press return.

Note that when using hotcodes or quicktext, you must enter the text in one attempt, without using backspace or clicking elsewhere in the form, or the entry will not be recognised.

Some phrases require additional information to be specified, which will be requested via a pop-up box when you add the phrase. Fill out the required text or select the required option from the drop-down menu to complete the phrase.

Searching for phrases

You can search for a phrase by entering a search term in to the search box at the top of the phrase box. It has a 'search while you type' function that will start presenting you with results as you type. You can search for phrases or parts of phrases, hotcodes or quick text references.

You can add your own phrases to isurv WorkSmart that can then be used again by yourself and other users sharing your account. There are two ways to add a phrase.

The options menu:

• Click Options then Phrasebook.
• Select the type of form you want to create a phrase for from the drop-down list.
• Enter a Hotcode for your phrase. This is a selection of letters and numbers. We suggest you use a code related to the section of the form it will be used in, for example E11.3. When completing your form, entering = followed by the code will insert the phrase.
• Enter Quicktext for your phrase. This is a short piece of text that, when completing your form, entering = followed by the text will insert the phrase.
• Enter the section of the form the phrase should apply to.
• Enter the phrase text.
• Click Add to add the phrase to your phrase book.

Adding a phrase from within a form:

• If you decide while completing a form that you're likely to want to use a certain phrase again, you can it to the Phrasebook directly from the form.
• Highlight the text you want to use as a phrase.
• Click Convert text to phrase in the text editor toolbar.
• Check the phrase and form section are correct.
• Check the Hotcode generated for your phrase. This is a selection of letters and numbers. We suggest you use a code related to the section of the form it will be used in, for example E11.3. When completing your form, entering = followed by the code will insert the phrase.
• Enter Quicktext for your phrase. This is a short piece of text that, when completing your form, entering = followed by the text will insert the phrase.
• Click Save phrase to add the phrase to your phrase book

How to edit a phrase

• Click Options then Phrasebook. Click Edit next to the phrase you want to edit.
• Make the required changes.
• Click Save.

How to remove a phrase

• Click Options then Phrasebook.
• Click Remove next to the phrase you want to delete.
• Follow the on-screen prompt.

How to edit a phrase

• Click Options then Phrasebook. Click Edit next to the phrase you want to edit.
• Make the required changes.
• Click Save.

How to remove a phrase

• Click Options then Phrasebook.
• Click Remove next to the phrase you want to delete.
• Follow the on-screen prompt.

Any phrases that you set up in the phrasebook will be available to all users on your account. For more information on inviting users to join your account, see People.