Changes

Custom Field Type: Special – MS Word Merge

6,120 bytes added, 18:14, 4 December 2018

no edit summary

~~[[File:PlayingCard-MSWord-Ks.jpg|thumb|150px|Click [http://www.smartsimple.com/images/customfield/cards.html here] to peruse our selection of custom fields.]]~~__TOC__

==General Description==This 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 (.doc or .docx file extensions) or Word template (.dot or .dotx file extensions) can be used. * You must first create Configuring a Word ~~document which includes fields to be populated by~~ Merge in SmartSimple~~. Each Word field must be provided with a name (called a ''Bookmark'' in MS Word).~~* The Word document is ~~then uploaded to~~ a ~~[[SmartFolder]].~~* The MS Word Merge custom field will then be created, which will include field mapping, matching SmartSimple fields to the fields in the Word document.* Word documents can then be created at the click of a button.three-step process:

~~{{FieldOptions}}~~# Create the MS Word document that will be used as the template. (See [[Adding Form Fields to a MS Word Document]] for instructions.)~~{{ButtonLabel}}~~# Upload the Word document to a [[SmartFolder]]. (See [[Uploading Word Merge Document to a SmartFolder]] for instructions.)~~{{AppearMandatory}}{{LabelAboveField}}{{HideFieldForNewRecord}}~~# '''This page describes how to create a Custom Field Type: Special - MS Word Merge custom field that maps the SmartSimple fields you wish to merge to the Word template.'''

~~When the document/~~<!--<span class="mceNonEditable template ~~is ready it must be uploaded to a [[Smart Folder]]. Once it has been uploaded take note of either~~" id="bs_template: * The file ID, which can be obtained by hovering your mouse over the file link@@@TPL1@@@" data-bs-name=" AppearMandatory" data-bs-type="template" data-bs-id="1">{{ AppearMandatory }} ~~[[Image~~{{ ToolTip }} ~~''The File ID in this case is'' 97559~~<~~br /~~span class="mceNonEditable template" id="bs_template:@@@TPL4@@@" data-bs-name="HideFieldForNewRecord" data-bs-type="template" data-bs-id="4"><span class="mceNonEditable template" id="bs_template:@@@TPL4@@@" data-bs-orname=" HideFieldForNewRecord" data-* The folder ID, which can be obtained by hovering your mouse over the folder link (see below) or by rightbs-type="template" data-bs-~~clicking on the folder link and selecting Properties~~id="4"><brspan class="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" HideFieldForNewRecord" data-bs-type="template" data-bs-id="3">~~[[Image~~{{ HideFieldForNewRecord }}<br/span>~~The folder ID is the resourceID. For example, if the URL is~~<~~pre~~/span>~~grants.smartsimplebk.us~~</~~s_editresource.jsp?resourceid=94616~~span></~~pre~~span>~~then the Folder ID is 94616~~<br/span><br/span><br/span>

{{ OptionsTab }}{{ AppearMandatory }}{{ DisableFromGlobalSearch }}-->==Set Up: Creating the ~~MS Word Merge~~ Field==~~You~~ ===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 ~~create~~ proceed to step 3: creating the MS Word Merge custom field ~~in [[SmartSimple]]~~ that will be used to dynamically populate the document.~~ [[Image:WordMerge1.png]]~~* In the '''Values''' section: , the form fields you created on the MS Word document are now assigned by name to the associated [[SmartSimple]] Field Names or [[Custom Field ID|Field IDs]]. The syntax is ''Mergefield = @SmartSimple field name@;'' where ''Mergefield'' is a Bookmark you have assigned to a Form Field in [[Adding Form Fields to a MS Word Document|step 1]]. :''Examples:''::''signatory=@me.fullname@;'' :::or ::''datesigned=@#565346#@;'': [[Image:WordMergeValues.png|link=]]* ~~'''Note''':~~ 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 ~~''<html></html>''~~ 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]].* ~~You can use the following special characters in this section to control the output on the MS Word Merge document~~* Example:~~:* ^p~~ <pre>bookmarkname= ~~Line break~~</pre>~~:* ^t~~ [#(?object= ~~Tab~~activity)#]

~~'''NOTES'''~~{| style="width: 100%;"|-!|#!|Date!|Details|-| style="width: 10%;"|~Index~| style="width: 40%;"|| style="width: 10%;"|$Activity Details$|}<pre>;</pre>** ~~The variables used for~~ You can use the following special characters in this section to control the output on the ~~'''~~MS Word Merge~~''' are the same as for a [[Web Page View Field]] and can be found at [[Web Page View Field Variables]].~~document:* ~~Only fields containing text can be used for the Word Merge. Please note that you cannot use image fields, file fields etc.~~** ^p = Line break* ~~[[Rich Text]] fields are not suitable for including in MS Word Merges because of the additional encoding to support formatting.~~** ^t = Tab

===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. [[Image:Extract.PNG|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 [[~~#Upload to SmartFolder~~Uploading_Word_Merge_Document_to_a_SmartFolder|~~above~~in the previous step]]) of the MS Word document. [[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. link=~~==Using Object [#...#] syntax===~~* Used to pull in list of activities, contacts, users, companies, notes, associations, transactions, level-1, utaproviderL1, utaproviderL2, utaconsumerL1 or utacomsumerL2 into the Word Merge document.~~:''For example: to include all Level 2 Activities related to a Level 1 entity you could use'':~~ ~~table_1=[#(?object=activity)|~description~|~statusname~|~startdate~|~enddate~|$1139409$|#];~~* Be sure there are no spaces between the pipes (|) and variables.* 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~~]]

~~===Using Report Property===~~* ~~Used to pull~~ ** If you specify the Folder ID, all documents in the ~~contents of~~ folder will be displayed in a ~~specific report into~~ combo-box upon initiating the Word ~~Merge~~ merge. The [[User|user]] can select the documentthat he/she wishes to create.***::''~~For example:~~ Useful if you have several different versions of a document to ~~include the Custom Export formatted version (exportdata) for the Report with~~ be generated from the ~~ID 12345 you could use~~same underlying data'': ~~table_1=@ReportProperty(12345,exportdata,,0)@;~~* ~~The Custom Export settings in~~ ** If you specify the ~~actual report must be configured so that every column in the table should have a column delimiter of "|"~~File ID, ~~and~~ that ~~every row has a delimiter at~~ specific document will be used as the ~~end "{BREAK}".~~ * Do not wrap "|" at template for the ~~beginning nor the end of each row. Be sure there are no spaces between the pipes (|) and variables.[[Image:CustomExportDetail~~Word merge.~~png|link=]]~~

==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.*** Remember to check the size of the file, header and footer pictures may interrupt the document to merge. ~~==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. -or-* Use [[SmartDoc for Microsoft Word Overview|SmartDoc for Microsoft Word]] 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 ==Field Options==All common options: [[~~SmartDoc for Microsoft Word Overview~~Custom Fields - General Information #General_Settings|~~SmartDoc for Microsoft Word~~General Settings]] ~~to upload a Word document you need to specify the field within SmartSimple that will be used to store the document. It can be either a~~ [[Custom Fields - General Information #Role Field ~~Type: Link – Single File~~Permissions and Status Field Permissions|~~Single File~~Permissions & Availability]] or [[Custom ~~Field Type: Link – Multiple Files~~Fields - General Information #Classic Options|~~Multiple File~~Classic Options]] ~~field.~~ * The field name is set in the MS Word Merge Field type - For further information, please refer to [[Custom ~~Field~~Fields – General Information]] ~~setting~~. ~~[[Image:StoreTo~~Options listed below are specific to this particular field type.~~PNG]]~~ * All [[Custom Field Type: Link – Single File|Single File]] and [[Custom Field Type: Link – Multiple Files|Multiple File]] fields on the same level and any parent levels (Level 1 and or Level 2) will be available in the '''Value ~~Stores To~~''' ~~combo box.::''i.e. if~~ - Allows the ~~'''MS Word Merge''' field is at Level 2,~~ form fields you ~~will be shown all File fields~~ created on ~~Level 2 and Level 1.''::''If all fields are being displayed rather than just file storage fields you should save~~ the MS Word ~~Merge~~ document are now assigned by name to the associated [[~~Custom Field~~SmartSimple]]~~.''~~* Each user will need to download and install the latest version of Field Names or [[~~SmartDoc for Microsoft Word Overview~~Custom Field ID|~~SmartDoc for Microsoft Word~~Field IDs]] ~~to take advantage of this feature.~~* ~~Note: [[Enable URL Parameter Encryption]] on Global Settings must be disabled~~ '''Custom Field IDs''' - You can use the Extract IDs and Display Field Names links in the section to ~~use this method~~display associated Field IDs and Field Names.~~ Once the MS~~ {{ButtonLabel}} For Word Merge ~~document has been generated as described [[#Generating~~ fields, the ~~Document|above]] the [[user]] can edit the document and/or save it locally if desired~~default label is "Open". ~~ Selecting the~~ * '''~~Upload Document~~SmartFolder / File ID''' ~~button on~~ - Here you can specify the either the Field ID or File ID (as described [[~~SmartDoc for Microsoft Word Overview~~Uploading_Word_Merge_Document_to_a_SmartFolder|~~SmartDoc~~in the previous step]] ~~toolbar in~~ ) of the MS Word ~~will cause the~~ document ~~to uploaded to [[SmartSimple]] and attached to the designated field~~.

==See Also==

[[Category:Plug-Ins for Microsoft Office~~]][[Category:Integration~~]]

← Older edit

Nancy Sabo

Smartstaff, administrator

421

edits

Changes

Custom Field Type: Special – MS Word Merge

SmartWiki