Difference between revisions of "Uploading Word Merge Document to a SmartFolder"

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Configuring a Word Merge in SmartSimple is a three-step process:
 
Configuring a Word Merge in SmartSimple is a three-step process:
 
# Create the MS Word document that will be used as the template. (See [[Adding Form Fields to a MS Word Document]] for instructions.)
 
# Create the MS Word document that will be used as the template. (See [[Adding Form Fields to a MS Word Document]] for instructions.)
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# Upload the Word document to a [[SmartFolder]]. (See [[Uploading Word Merge Document to a SmartFolder]] for instructions.)
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# '''This page describes the second step, uploading the Word template to a SmartFolder.'''
 
# Create the [[Custom Field Type: Special - MS Word Merge|Special - MS Word Merge]] custom field that maps the SmartSimple fields you wish to merge to the Word template.
 
# Create the [[Custom Field Type: Special - MS Word Merge|Special - MS Word Merge]] custom field that maps the SmartSimple fields you wish to merge to the Word template.
  
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When the document/template is ready it must be uploaded to a [[Smart Folder]]. Once it has been uploaded take note of either:
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----
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* The file ID, which can be obtained by hovering your mouse over the file link<br />
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<BR><BR>
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==Uploading the Document==
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# Navigate to the [[SmartFolder]] to which you would like to upload the Word template.
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# Click on the "Browse..." button next to "Upload File" at the top of the right-hand frame.
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# In the File Upload screen, navigate to the Word template, select it and click the "Open" button.<br />
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# Click the "Upload" button.
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The screen will refresh. The file has now been uploaded to the SmartFolder.
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 +
Detailed instructions on uploading documents to SmartFolders are located on this page: [[Uploading a File – Step by Step]].
 +
 
 +
 
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==Obtaining the File ID / Folder ID==
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Once the Word document has been uploaded, you must obtain the file ID.
 +
 
 +
* The file ID can be obtained by hovering your mouse over the file link to the uploaded document<br />
 
[[Image:SmartFolder-FileID.png|link=|400px]]<br />
 
[[Image:SmartFolder-FileID.png|link=|400px]]<br />
 
''The File ID in this case is'' 97559
 
''The File ID in this case is'' 97559
 
<br />-or-
 
<br />-or-
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* The folder ID, which can be obtained by hovering your mouse over the folder link (see below) or by right-clicking on the folder link and selecting Properties:<br>
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* The folder ID can be obtained by hovering your mouse over the folder link (see below) or by right-clicking on the folder link and selecting Properties:<br>
 
[[Image:SmartFolder-FolderID.png|link=|700px]]
 
[[Image:SmartFolder-FolderID.png|link=|700px]]
 
<br>The folder ID is the resourceID. For example, if the URL is
 
<br>The folder ID is the resourceID. For example, if the URL is
 
<pre>grants.smartsimplebk.us/s_editresource.jsp?resourceid=94616</pre>
 
<pre>grants.smartsimplebk.us/s_editresource.jsp?resourceid=94616</pre>
 
then the Folder ID is 94616
 
then the Folder ID is 94616
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 +
==File ID versus Folder ID==
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 +
The file ID or Folder ID that you have taken note of will be used in the third step, [[Custom Field Type: Special - MS Word Merge|creating the Special - MS Word Merge custom field]] that maps the SmartSimple fields you wish to merge to the Word template.
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 +
* If you specify the Folder ID in the Word Merge field, all documents in the folder will be displayed in a combo-box upon initiating the Word merge. The user can select the document that he/she wishes to create. This is useful if you have several different versions of a document to be generated from the same underlying data
 +
 +
* If you specify the File ID in the Word Merge field, that specific document will be used as the template for the Word merge.
  
 
==See Also==
 
==See Also==
 
{{WordMergeLinks}}
 
{{WordMergeLinks}}
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[[Category:SmartFolders]]

Latest revision as of 09:09, 21 August 2013

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

  1. Create the MS Word document that will be used as the template. (See Adding Form Fields to a MS Word Document for instructions.)
  2. This page describes the second step, uploading the Word template to a SmartFolder.
  3. Create the Special - MS Word Merge custom field that maps the SmartSimple fields you wish to merge to the Word template.



Uploading the Document

  1. Navigate to the SmartFolder to which you would like to upload the Word template.
  2. Click on the "Browse..." button next to "Upload File" at the top of the right-hand frame.
  3. In the File Upload screen, navigate to the Word template, select it and click the "Open" button.
  4. Click the "Upload" button.

The screen will refresh. The file has now been uploaded to the SmartFolder.

Detailed instructions on uploading documents to SmartFolders are located on this page: Uploading a File – Step by Step.


Obtaining the File ID / Folder ID

Once the Word document has been uploaded, you must obtain the file ID.

  • The file ID can be obtained by hovering your mouse over the file link to the uploaded document

SmartFolder-FileID.png
The File ID in this case is 97559
-or-

  • The folder ID can be obtained by hovering your mouse over the folder link (see below) or by right-clicking on the folder link and selecting Properties:

SmartFolder-FolderID.png
The folder ID is the resourceID. For example, if the URL is 

grants.smartsimplebk.us/s_editresource.jsp?resourceid=94616

then the Folder ID is 94616

File ID versus Folder ID

The file ID or Folder ID that you have taken note of will be used in the third step, creating the Special - MS Word Merge custom field that maps the SmartSimple fields you wish to merge to the Word template.

  • If you specify the Folder ID in the Word Merge field, all documents in the folder will be displayed in a combo-box upon initiating the Word merge. The user can select the document that he/she wishes to create. This is useful if you have several different versions of a document to be generated from the same underlying data
  • If you specify the File ID in the Word Merge field, that specific document will be used as the template for the Word merge.

See Also

To set up a Word merge:

Advanced Word Merge Features Include:

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