0
edits
Changes
no edit summary
The feature works as follows:* Any MS Word document can be used, up to and including MS Word 2007 documents . * You can use a normal Word document (DOCXdoc or .docx), DOTXor you can use Word templates (.dot or .dotx).* You must first create a document template which includes standard the MS Word Form fields matching the names of the [[Fields to be populated by SmartSimple]] [[Variables|variable]] names that you wish to reference.* Once complete, the template is uploaded to Each Form Field must be provided with a name (called a [[Smart Folder]]'''Bookmark''' in MS Word).* You then create This name will be used to link the form field on the MS Word Merge custom field in document to a Standard or Custom Field within [[SmartSimple]] that will be used to dynamically populate the document.
==Adding Form Fields to a MS Word Document:=====MS Word 2000-2003:===* From the '''View''' Menu select '''Toolbars''' and enable the '''Forms''' Toolbar* The value can be assigned by name Click in your Word document wherever you wish to the insert a Form field: Byfirstname=@meField.firstname@; * On the Forms Toolbar click on the first button to insert a Form Field value is set to the into your document: [[User|userImage:FormsToolbar.gif]]'s first name by referencing the @me.firstname@ variable.* The value can be assigned by position to Right-click on the Form Field and select Properties. Then provide a name for the field: @#468535#@; in the third form field value will be set custom field ID @#468535#@. '''Note''': Field references are semi-colon delimitedBookmark section.
''In general, the variables used for the '''Uploading an MS Word Merge ''' are the same as for a [[Web Page View Field]] and can be found at [[Web Page View Field Variables]] ===Including Tables===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.''For example: all Level 2 Activities related to a custom Level 1 entity''* In the example below the first table (identified by position and referenced as table_1) is set to the records associated with the [[Entity|entity]].[[Image:WordMergeTable.PNG]]* In the MS Word document you must create a table with the relevant number of columns. The table should only include a single row with the column headings (the heading do '''not''' have to match the fieldnames within SmartSimple.)* You do '''not''' have to create form fields within the table. New rows will be created automatically and populated with data in the order specified in in the MS Word Merge Custom Field '''Values''' section.* The table you create in MS Word for the example above would look like this:[[Image:WordTable.PNG]] ===Custom Field IDs===You can use the Extract IDs and Display Field Names links in the section to display associated Field IDs and Field Names.<br>[[Image:Extract.PNG]]''This is for information only. Data in the Custom Field IDs section does not control any behaviour.'' ===Smart Folder/File ID===You must also specify the either the Field ID or File ID (as described [[#Upload to SmartFolder|above]]) of the MS Word document.<br>[[Image:FileID.PNG]]* If you specify the Folder ID, all documents in the folder will be displayed in a combo-box upon initiating the Word merge. The [[User|user]] can 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 File ID, that specific document will be created. ==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''': If the [[User|user]] wishes to edit or retain the document he/she may need to use the MS Word '''Save As'''feature. Some [[Browser|browsers]] may cause it to be read only initially. ==Uploading the MS Word Merge Document to a Custom Field==The document created when you click on the MS Word Merge button is "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.<br />-or-* Use the [[SmartDoc for Microsoft Word Integration|SmartDoc Plug-In]] to automatically upload 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 for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-in]] to upload a Word document you need to specify the field within SmartSimple that should will be used to store the document. It can be either a [[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple File]] field.* The field name is set in the MS Word merge field Merge Field type - [[Custom Field]] setting.[[Image:StoreTo.PNG]]* Once the document has been completed off-line, the All [[Custom Field Type: Link – Single File|Single File]] and [[UserCustom Field Type: Link – Multiple Files|userMultiple File]] selects Upload Document in fields on the same level as the MS Word and the document Merge field will be uploaded and attached to available in the field'''Value Stores To''' combo box.* You Each user will need to download and install the latest version of the [[SmartDoc for Microsoft Word Integration|SmartDocPlug-In]] to take advantage of this feature.<br>Once the MS Word Merge document has been generated as described [[#Generating the Document|above]] the [[user]] can edit the document and/or save it locally if desired. <br>Selecting the '''Upload Document''' button on the [[Plug-InSmartDoc for Microsoft Word Integration|plug-SmartDoc]] toolbar inMS Word will cause the document to uploaded to [[SmartSimple]]and attached to the designated field.
[[Category:Enhancements]][[Category:Custom Fields]][[Category:Plug-Ins]]