With a little pre-planning, you can reduce a lot of the data entry involved when similar elements are used within the same project or from one project to the next. This can range from simply pre-entering common text in a particular product type to re-using entire designs in franchise design situations.

A prototype specification is a specification, either in a project or in the FF&EZ Library, that has been pre-filled with some of the information that is typical of a particular type of product (for instance, "typical" notes, prompts for special information needed for fabrics, etc.). Prototype specifications in the FF&EZ Library can actually be marked as a "prototype" and used as a basic template for all products of that type, either automatically when creating an object, or as part of a special import command, called the Template option, when adding or editing a new specification.

A prototype object is an object that is pre-loaded with place-holder specs for the specifications you will eventually select. A prototype room is a room that has been pre-populated with objects that meet a particular functional objective, and can range from a room full of prototype specs and objects to a fully detailed room that meets the standards of a hotel brand.  Finally, a prototype project is an entire project that can be either cloned in its entirety or has been set up for the purpose of importing its pieces (rooms, objects and/or specs) into a new project as needed.

The prototype approach takes advantage of several features of FF&EZ:

• The FF&EZ Library can include specs marked as prototype templates for use with the specification Import and Template options (below). Further, prototype templates can be flagged with the Spec ID prefixes (such as "CHR" or "FAB") with which they are associated (see next).
• When Adding a new object on the Object Screen, a placeholder spec with a prefix matching a Library prototype will automatically import that template for the new spec. This can be used to automatically add prompts (like "Repeat:") and boilerplate to certain types of product specs.
• On the Specification List screen, you can import a specification with Add> Import (to create a new spec) or Edit> Import (to update, complete or replace an existing one). Specs can be imported from the Library or from any other FF&EZ project. This includes when you are using a New button while adding a new spec "on the fly" while adding components to an object.
• In the same way as the general Import works, its sibling on the Specifications screen, the Template option, quickly imports a prototype template directly from the FF&EZ Library. It can also simply append boilerplate to your existing entry.
• On the Object List screen, you can import an object, including any specs attached as components, using Add> Import. This includes situations where you are adding a new object "on the fly" while creating room content on the FF&E Worksheet.
• Since you can clone projects and import rooms into new projects, it is possible to create "skeleton" projects and rooms already populated with prototype objects that only need detailing. You can import an entire room by using the Add> Import option on the Rooms List screen.

Given these points, below are the basic parts of a prototype-based approach to creating either a "live" project or a prototype project. Note that this is essentially just a better-planned and ultimately more efficient version of the worksheet-oriented approach.

1. Decide on a scheme for the descriptions (and IDs if applicable) used for prototype specifications. 
2. In the library, create prototype specifications (templates) for the most common components you plan to include in a project. This specification should include a generic label in the "Type" field such as "Chair prototype" and any typical notes that might appear in the "Additional Description" field. In the same field, you should also include any typical items of information that would be needed for this product. For instance, in a prototype fabric spec, you might put "Pattern: ; Repeat:" at the top of the description field as a reminder that this information is needed. Remember, though, that you don't need a prototype spec for every spec you might need, just those that might have different typical notes or other "ingredients."  
3. Begin creating your room contents in the FF&E Worksheet. Whenever you need to create a specific object for a room for which an existing detailed spec isn't available, be sure to allow FF&EZ to add a "placeholder" spec for the main product and, if applicable, for a secondary component like fabric. If the prefix of a Spec ID ("CHR," "COM," etc.) that you provide matches the prefix list of a library prototype, FF&EZ will use that prototype to create the placeholder. Alternatively, if there is no match based on the Tag or Spec ID but you know of an appropriate spec format that could be imported, select the "Attach existing spec" option and use the New button to bring up the spec screen in "add" mode so you can manually import that spec with the Import or Template option.
4. Print a working master. Go to the FF&E Worksheet and print one of the reports that show objects, their locations and their components (the Object Detail Report being the obvious choice). You will now have a set of worksheets showing what specs are needed. Be sure to make a note of which objects might need to share the same components (for instance, same chair frame with different fabrics).
5. Detail the specs. Since a prototype project can be a "skeleton" project, a semi-detailed "generic" project or a fully detailed one (i.e., one set up for a hotel brand), the amount of detail you enter in this step can vary considerably. There are two approaches to finishing your project: 

Open the Specifications List form and edit each spec. In this approach, you simply treat the specification list as a "to-do" list, either in Spec ID, Description or Vendor order, and begin detailing the information needed according to the needs of the project.

       OR

Use the FF&E Worksheet as a guide to prioritize product selection. Since the Worksheet can be organized by location, by object or by vendor, you can use it as a more powerful "to-do" list to work on the specs for a specific area, product type or vendor while the FF&E Summary shows you all the related components needed to complete each object. To edit any items, double-click it in the FF&E Summary area (see "Shortcuts" for specifics about this). This will display the editing screen and return you to the worksheet when you save that item (or cancel). As always, editing a specification or object used throughout the project only needs to be done once.

Obviously, not every type of specification will benefit from this approach, so feel free to mix it with the other two methods.