Difference between revisions of "Custom Field Type: Special – MS Word Merge"
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− | This field type provides the ability to dynamically create an MS Word document from underlying [[SmartSimple]] data. | + | '''MS Word Merge Field''' - This new field type provides the ability to dynamically create an MS Word document from underlying [[SmartSimple]] data. The feature works as follows: |
− | + | * Any MS Word document can be used, up to and including MS Word 2007 documents (DOCX, DOTX). | |
− | * Any MS Word document can be used, up to and including MS Word 2007 documents | + | * You must first create a document template which includes standard MS Word Form fields matching the names of the [[SmartSimple]] [[Variables|variable]] names that you wish to reference. |
− | + | * Once complete, the template is uploaded to a [[Smart Folder]]. | |
− | * You must first create a document which includes | + | * You then create the MS Word Merge custom field in [[SmartSimple]] that will be used to dynamically populate the document. |
+ | The values section can be completed in two ways: | ||
− | + | * The value can be assigned by name to the Form field: Byfirstname=@me.firstname@; the Form Field value is set to the [[User|user]]'s first name by referencing the @me.firstname@ variable. | |
− | + | * The value can be assigned by position to the Form field: @#468535#@; the third form field value will be set custom field ID @#468535#@. '''Note''': Field references are semi-colon delimited. | |
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− | + | You can also add data to one or more existing tables in the resultant MS Word document if you have multiple records that you need to include. | |
− | + | * In the example above the first table (identified by position and referenced as table_1) is set to the records associated with the [[Entity|entity]]. | |
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+ | You must specify the [[Smart Folder]] ID where the documents are located or the file ID. | ||
− | + | * If you specify the [[Smart Folder]] ID all documents in the folder will be displayed in a dropdown upon initiating the Word merge and the [[User|user]] can choose the document that he/she wishes to create. | |
− | + | * If you specify the Document ID then that specific document will be created. | |
− | + | * Once configured, you click the button associated with 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-only. | |
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− | + | '''Uploading an MS Word Merge document to a custom field''' | |
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+ | Documents created in this manner are "disconnected" from [[SmartSimple]]. If you wish to upload the document to [[SmartSimple]] you can use one of two techniques: | ||
+ | * Login and upload the document to the appropriate single or multiple file field. | ||
+ | * Use the [[SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-in]] to automatically attach the document to a specified single or multiple file field, without directly logging into the system. | ||
'''SmartDoc plug-in document uploading:''' | '''SmartDoc plug-in document uploading:''' | ||
− | * To use the [[SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-in]] to upload a Word document you need to specify the field | + | * To use the [[SmartDoc for Microsoft Word Integration|SmartDoc]] [[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 | + | * 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 for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-in]]. |
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[[Category:Enhancements]][[Category:Custom Fields]] | [[Category:Enhancements]][[Category:Custom Fields]] |
Revision as of 14:14, 28 April 2009
MS Word Merge Field - This new field type provides the ability to dynamically create an MS Word document from underlying SmartSimple data. The feature works as follows:
- Any MS Word document can be used, up to and including MS Word 2007 documents (DOCX, DOTX).
- You must first create a document template which includes standard MS Word Form fields matching the names of the SmartSimple variable names that you wish to reference.
- Once complete, the template is uploaded to a Smart Folder.
- You then create the MS Word Merge custom field in SmartSimple that will be used to dynamically populate the document.
The values section can be completed in two ways:
- The value can be assigned by name to the Form field: Byfirstname=@me.firstname@; the Form Field value is set to the user's first name by referencing the @me.firstname@ variable.
- The value can be assigned by position to the Form field: @#468535#@; the third form field value will be set custom field ID @#468535#@. Note: Field references are semi-colon delimited.
You can also add data to one or more existing tables in the resultant MS Word document if you have multiple records that you need to include.
- In the example above the first table (identified by position and referenced as table_1) is set to the records associated with the entity.
You must specify the Smart Folder ID where the documents are located or the file ID.
- If you specify the Smart Folder ID all documents in the folder will be displayed in a dropdown upon initiating the Word merge and the user can choose the document that he/she wishes to create.
- If you specify the Document ID then that specific document will be created.
- Once configured, you click the button associated with 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 will need to use the MS Word Save As feature as the document will be read-only.
Uploading an MS Word Merge document to a custom field
Documents created in this manner are "disconnected" from SmartSimple. If you wish to upload the document to SmartSimple you can use one of two techniques:
- Login and upload the document to the appropriate single or multiple file field.
- Use the SmartDoc plug-in to automatically attach the document to a specified single or multiple file field, without directly logging into the system.
SmartDoc plug-in document uploading:
- To use the SmartDoc 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 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 plug-in.