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Custom Field Type: Special – MS Word Merge

10,134 bytes added, 18:14, 4 December 2018

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~~This field type provides the ability to dynamically create an MS Word document from underlying [[SmartSimple]] data.~~ __TOC__

~~The feature works as follows:~~==General Description==* Any MS Word document can be used, up This field type provides the ability to ~~and including MS Word 2007 documents.~~ * You can use a normal Word document (doc or .docx), or you can use Word templates (.dot or .dotx).* You must first dynamically create ~~a document which includes the~~ an MS ~~Word Form Fields to be populated by SmartSimple. Each Form Field must be provided with a name (called a '''Bookmark''' in MS Word). This name will be used to link the form field on the~~ Word document ~~to a Standard or Custom Field within~~ from underlying [[SmartSimple]]data.

Configuring a Word Merge in SmartSimple is a three-step process:

~~==To add~~ # Create the MS Word document that will be used as the template. (See [[Adding Form Fields to a MS Word Document~~:==~~]] for instructions.)~~MS Word 2000-2003:~~* From the '''View''' Menu select '''Toolbars''' and enable # Upload the ~~'''Forms''' Toolbar~~* Click in your Word document ~~wherever you wish~~ to ~~insert~~ a ~~Form Field~~[[SmartFolder]]. (See [[Uploading Word Merge Document to a SmartFolder]] for instructions.)* On the Forms Toolbar click on the first button # '''This page describes how to ~~insert~~ create a ~~Form~~ Custom Field ~~into your document: [[Image~~Type:~~FormsToolbar.gif]]~~* RightSpecial -~~click on~~ MS Word Merge custom field that maps the ~~Form Field and select Properties. Then provide a name for~~ SmartSimple fields you wish to merge to the ~~field in the Bookmark section~~Word template.'''

<u!--~~MS Word 2007~~{{ FieldOptions }}</uspan>-->* Click on the Menu button and select '''Word Options'''<!--{{ AppearMandatory }}* In the '''Popular''' selection ''Show Developer Tab in the Ribbon''{{ ToolTip }}* Click in your Word document wherever you wish to insert a Form Field.* On the Developer Menu select the '''Legacy Tools''' icon which is in the Controls section<span class="mceNonEditable template" id="bs_template:~~2007Forms.gif]]~~* On the Legacy Forms menu click the first icon to insert a Form Field.* Right@@@TPL3@@@" data-bs-~~click on the Form Field and select Properties. Then provide a~~ name ~~for the field in the Bookmark section.~~=" HideFieldForNewRecord" data-bs-type="template" data-bs-id="3">{{ HideFieldForNewRecord }}

{{ OptionsTab }}~~When the document~~{{ AppearMandatory }}<span class="mceNonEditable template ~~is ready it must be uploaded to a [[Smart Folder]].Once it has been uploaded take note of the ID of either~~ * The file ID, which can be obtained by hovering your mouse over the file link * The the folder ID, which can be obtained by right" id="bs_template:@@@TPL7@@@" data-bs-name="DisableFromGlobalSearch" data-bs-type="template" data-bs-~~clicking on the folder link and selecting Properties~~id="7"><brspan class="mceNonEditable template" id="bs_template:@@@TPL7@@@" data-bs-name=" DisableFromGlobalSearch" data-bs-type="template" data-bs-id="7">~~[[Image~~<brspan class="mceNonEditable template" id="bs_template:@@@TPL6@@@" data-bs-name=" DisableFromGlobalSearch" data-bs-type="template" data-bs-id="6">~~The folder ID is the resourceID. For example if the URL is~~<~~pre~~span class="mceNonEditable template" id="bs_template:@@@TPL6@@@" data-bs-name=" DisableFromGlobalSearch" data-bs-type="template" data-bs-id="6">~~http~~{{ DisableFromGlobalSearch }}</~~smart.smartsimple.org~~span></~~s_editresource.jsp?resourceid=67159~~span></~~pre~~span>-->~~the Folder ID is 67159~~<!--==Value Storage==<brspan class="mceNonEditable template" id="bs_template:@@@TPL8@@@" data-bs-name="ValueStoresTo" data-bs-type="template" data-bs-id="8">{{ ValueStoresTo }}

{{ CFPermissionsTab }}-->

==Set Up: Creating the Field==

===Setting the Values===

Now that the Word document to be used as the template [[Adding Form Fields to a MS Word Document|has been created (step 1)]] and [[Uploading Word Merge Document to a SmartFolder|uploaded to a SmartFolder (step 2)]], you can now proceed to step 3: creating the MS Word Merge custom field that will be used to dynamically populate the document.

==* In the '''Values''' section, the form fields you created on the MS Word ~~Merge~~ document are now assigned by name to the associated [[SmartSimple]] FieldNames or [[Custom Field ID|Field IDs]]. The syntax is ''Mergefield ==~~You can now create the MS Word Merge custom~~ @SmartSimple field name@;'' where ''Mergefield'' is a Bookmark you have assigned to a Form Field in [[~~SmartSimple~~Adding Form Fields to a MS Word Document|step 1]] ~~that will be used to dynamically populate the document~~.

: ''Examples:'': ''signatory=@me.fullname@;'':: or: ''datesigned=@#565346#@;'': [[Image:~~WordMerge1~~WordMergeValues.png|link=]]* Each ''Form Field'' on the MS Word Merge Document should be represented on a different line in the MS Word Merge Field '''Values''' section, and each line must end with a semi-colon.* The variables used for the '''MS Word Merge''' are the same as for a [[Web Page View Field]] and can be found at [[Web Page View Field Variables]].* Only fields containing text can be used for the Word Merge. Please note that you cannot use image fields, file fields etc.* [[Rich Text]] fields are not suitable for including in MS Word Merges because of the additional encoding to support formatting.* The sequence is not important, as the variables are matched using the bookmark name.** The only exception is when SmartSimple variables are merged to a Word table; the table references must be at the bottom of the list of '''Values'''. See [[Including Tables in a Word Merge Document|this page]] for instructions on configuration.* You can assign more than one field from SmartSimple into a single MS Word form field, and include other text and characters:*: ''time=@starth@:@startminute@ @startpmam@;'' would display in this format: '''"12:35 pm"''' in the time form field*:: or* ''contractdetails=@duration@ with a monthly fee of $@monthlyfee@;'' would result in '''"24 months with a monthly fee of $200"''' in the contractdetails form field* You can include '''' in front of variables that may not be present to ensure nothing is displayed, rather than the variable name.** An example would be ''monthlyfee=@monthly fee@;''* You can include HTML code embedded within tags. The SmartSimple Word Merge engine will apply the HTML formatting to the value before merging to the Word document.** Note that HTML code will only function when merging to a single record, not for the [[Exporting List View Results to Microsoft Word|batch merge mode]].** Example:

~~The values section can be completed in two ways:~~<pre>bookmarkname=</pre>[#(?object=activity)#]

* The value can be assigned by name to the Form field{| style="width: 100%;"|-!|#!|Date!|Details|-| style="width: ~~Byfirstname~~10%;"|~Index~| style="width: 40%;"|| style="width: 10%; ~~the Form Field value is set to the [[User~~"|$Activity Details$|~~user]]'s first name by referencing the @me.firstname@ variable.~~}<pre>;</pre>* ~~The value~~ * You can ~~be assigned by position~~ use the following special characters in this section to control the ~~Form field: @#468535#@;~~ output on the ~~third form field value will be set custom field ID @#468535#@. '''Note'''~~MS Word Merge document: ~~Field references are semi-colon delimited.~~*** ^p = Line break*** ^t = Tab

===Custom Field IDs===You can ~~also add data to one or more existing tables~~ use the Extract IDs and Display Field Names links in the ~~resultant MS Word document if you have multiple records that you need~~ section to ~~include~~display associated Field IDs and Field Names. * In the example above the first table (identified by position and referenced as table_1) is set to the records associated with the [[~~Entity~~Image:Extract.PNG|~~entity~~link=|400px]] '''See [[Custom Field IDs]] for more information.'''

===Smart Folder/File ID===You must also specify the either the Field ID or File ID (as described [[~~Smart Folder~~Uploading_Word_Merge_Document_to_a_SmartFolder|in the previous step]] ~~ID where~~ ) of the ~~documents are located or the file ID~~MS Word document. [[Image:FileID.PNG|link=]]

*** If you specify the ~~[[Smart~~ Folder]] ID , all documents in the folder will be displayed in a ~~dropdown~~ combo-box upon initiating the Word merge ~~and the~~ . The [[User|user]] can ~~choose~~ select the document that he/she wishes to create.***:: ''Useful if you have several different versions of a document to be generated from the same underlying data''*** If you specify the ~~Document~~ File ID ~~then~~ , that specific document will be ~~created.~~* Once configured, you click used as the ~~button associated with~~ template for the MS Word ~~Merge and the document will be dynamically created and the [[SmartSimple]] data added.~~* The document can then be saved locally. '''Note''': the [[User|user]] will need to use the MS Word Save As feature as the document will be read-onlymerge.

==Generating the Document==*** In order to generate the document when viewing or editing a record you simply click the button associated with the MS Word Merge.***: ''If a Folder ID was specified in the [[Custom Field]] settings you will be prompted to select which document should be used.''*** The document will be dynamically created and the [[SmartSimple]] data added.*** '''Note'~~Uploading an~~ '': If the [[User|user]] wishes to edit or retain the document he/she may need to use the MS Word ~~Merge document to a custom field~~'''Save As''' feature. Some [[Browser|browsers]] may cause it to be read only initially.*** Remember to check the size of the file, header and footer pictures may interrupt the document to merge.

~~Documents created in this manner are "disconnected" from~~ ==Field Options==All common options: [[Custom Fields - General Information #General_Settings|General Settings]] [[Custom Fields - General Information #Role Field Permissions and Status Field Permissions|Permissions & Availability]] [[Custom Fields - General Information #Classic Options|Classic Options]] For further information, please refer to [[~~SmartSimple~~Custom Fields – General Information]]. If Options listed below are specific to this particular field type. * '''Value''' - Allows the form fields you ~~wish to upload~~ created on the MS Word document are now assigned by name to the associated [[SmartSimple]] ~~you~~ Field Names or [[Custom Field ID|Field IDs]]* '''Custom Field IDs''' - You can use ~~one of two techniques:~~* Login the Extract IDs and ~~upload~~ Display Field Names links in the ~~document~~ section to display associated Field IDs and Field Names.{{ButtonLabel}} For Word Merge fields, the ~~appropriate single or multiple file field~~default label is "Open".* ~~Use~~ '''SmartFolder / File ID''' - Here you can specify the either the Field ID or File ID (as described [[~~SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In~~Uploading_Word_Merge_Document_to_a_SmartFolder|~~plug-~~inthe previous step]] ~~to automatically attach~~ ) of the MS Word document ~~to a specified single or multiple file field, without directly logging into the system~~.

~~'''SmartDoc plug-in document uploading:'''~~==See Also=={{WordMergeLinks}}

* To use the [[SmartDoc for Microsoft Word Integration|SmartDoc]] [[Category:Plug-~~In|plug-in]] to upload a Word document you need to specify the field that should be used to store the document.~~* The field name is set in the MS Word merge field type - [[Custom Field]] setting.* Once the document has been completed off-line, the [[User|user]] selects Upload Document in MS Word and the document will be uploaded and attached to the field.* You will need to download and install the latest version of the [[SmartDoc Ins for Microsoft ~~Word Integration|SmartDoc]] [[Plug-In|plug-in~~Office]]. ~~[[Category:Enhancements]][[Category:Custom Fields]]~~{{CustomFieldPageFooter}}

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Nancy Sabo

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Custom Field Type: Special – MS Word Merge

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