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Custom Field Type: Special – MS Word Merge

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~~'''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:~~__TOC__

* Any MS Word document can be used, up 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).==General Description==* You must first create a document which includes This field type provides the ~~MS Word Form Fields~~ ability to ~~be populated by SmartSimple. Each Form Field must be provided with a name (called a '''Bookmark''' in~~ dynamically create an 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.)# Upload the Word document to a [[SmartFolder]]. (See [[Uploading Word Merge Document to a SmartFolder]] for instructions.)# '''This page describes how to create a Custom Field Type: Special - MS Word ~~2000-2003:~~ * From Merge custom field that maps the ~~'''View''' Menu select '''Toolbars''' and enable~~ SmartSimple fields you wish to merge to the Word template.'''~~Forms''' Toolbar~~* On the forms

* Once complete, the <!--{{ AppearMandatory }}* You then create the MS Word Merge custom field in [[SmartSimple]] that will be used to dynamically populate the document.{{ ToolTip }}{{ HideFieldForNewRecord }}

~~[[Image~~{{ OptionsTab }}{{ AppearMandatory }}{{ DisableFromGlobalSearch }}--><!--==Value Storage=={{ ValueStoresTo }}

~~The values section~~ {{ 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 ~~completed in two ways:~~used to dynamically populate the document.

* ~~The value can be~~ In the '''Values''' section, the form fields you created on the MS Word document are now assigned by name to the ~~Form field: Byfirstname=@me.firstname@; the Form~~ associated [[SmartSimple]] Field ~~value is set to the~~ Names or [[~~User~~Custom Field ID|~~user~~Field IDs]]. The syntax is ''~~s first name by referencing the~~ Mergefield = @~~me.firstname@ variable.~~* The value can be assigned by position to the Form SmartSimple field~~: @#468535#~~name@; ~~the third form field value will be set custom field ID @#468535#@.~~ ''where '~~Note~~'Mergefield'': is a Bookmark you have assigned to a Form Field ~~references are semi-colon delimited~~in [[Adding Form Fields to a MS Word Document|step 1]].

~~You can also add data to one~~ : ''Examples:'': ''signatory=@me.fullname@;'':: or ~~more existing tables~~ : ''datesigned=@#565346#@;'': [[Image:WordMergeValues.png|link=]]* Each ''Form Field'' on the MS Word Merge Document should be represented on a different line in the ~~resultant~~ MS Word ~~document if you have multiple records~~ 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 ~~need~~ 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 ~~include~~support formatting.* In The sequence is not important, as the variables are matched using the ~~example above~~ bookmark name.** The only exception is when SmartSimple variables are merged to a Word table; the ~~first~~ table ~~(identified by position~~ 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 ~~referenced as table_1)~~ 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 ~~set~~ 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 ~~records associated with~~ value before merging to the Word document.** Note that HTML code will only function when merging to a single record, not for the [[~~Entity~~Exporting List View Results to Microsoft Word|~~entity~~batch merge mode]].** Example:

~~You must specify the~~ <pre>bookmarkname=</pre>[~~[Smart Folder]~~#(?object=activity)#] ~~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{| style="width: 100%;"|-!|#!|Date!|Details|-| style="width: 10%;"|~Index~| style="width: 40%;"|| style="width: 10%;"|$Activity Details$|~~user]] can choose the document that he~~}<pre>;</~~she wishes to create.~~pre>* ~~If you specify~~ * You can use the ~~Document ID then that specific document will be created.~~* Once configured, you click following special characters in this section to control the ~~button associated with~~ output on the MS Word Merge ~~and the~~ document ~~will be dynamically created and the [[SmartSimple]] data added.~~:*** ^p = Line break* ~~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.~~** ^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]] '''~~Uploading an MS Word Merge document to a custom field~~See [[Custom Field IDs]] for more information.'''

~~Documents created in this manner are "disconnected" from~~ ===Smart Folder/File ID===You must also specify the either the Field ID or File ID (as described [[~~SmartSimple]]. If you wish to upload~~ Uploading_Word_Merge_Document_to_a_SmartFolder|in the ~~document to [[SmartSimple~~previous step]] ~~you can use one~~ ) of ~~two techniques:~~* Login and upload the MS Word document ~~to the appropriate single or multiple file field~~. * Use the [[~~SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In~~Image:FileID.PNG|~~plug-in~~link=]] ~~to automatically attach the document to a specified single or multiple file field, without directly logging into the system.~~

~~'''SmartDoc plug~~*** If you specify the Folder ID, all documents in the folder will be displayed in a combo-in box upon initiating the Word merge. The [[User|user]] can select the document ~~uploading~~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 used as the template for the Word merge.

==Generating the Document==* ~~To use~~ ** In order to generate the document when viewing or editing a record you simply click the button associated with the ~~[[SmartDoc for Microsoft~~ MS Word ~~Integration|SmartDoc]]~~ Merge.***: ''If a Folder ID was specified in the [[~~Plug-In|plug-in~~Custom Field]] settings you will be prompted to ~~upload a Word~~ select which document ~~you need to specify the field that~~ should be used ~~to store the document~~.''*** The ~~field name is set in~~ document will be dynamically created and the ~~MS Word merge field type -~~ [[~~Custom Field~~SmartSimple]] ~~setting~~data added.* ~~Once the document has been completed off-line,~~ ** '''Note''': If the [[User|user]] ~~selects Upload Document in MS Word and~~ wishes to edit or retain the document ~~will be uploaded and attached~~ he/she may need to use the ~~field~~MS Word '''Save As''' feature. Some [[Browser|browsers]] may cause it to be read only initially.* ~~You will need~~ ** Remember to ~~download and install~~ check the ~~latest version~~ size of the ~~[[SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-in]]~~file, header and footer pictures may interrupt the document to merge.

==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 [[~~Category:Enhancements~~Custom Fields – General Information]]. Options listed below are specific to this particular field type. * '''Value''' - Allows 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]]* '''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.{{ButtonLabel}} For Word Merge fields, the default label is "Open".* '''SmartFolder / File ID''' - Here you can specify the either the Field ID or File ID (as described [[Uploading_Word_Merge_Document_to_a_SmartFolder|in the previous step]]) of the MS Word document. ==See Also=={{WordMergeLinks}} [[Category:~~Custom Fields~~Plug-Ins for Microsoft Office]]{{CustomFieldPageFooter}}

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Nancy Sabo

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Custom Field Type: Special – MS Word Merge

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