Changes

'''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:

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 (doc or .docx)DOCX, or you can use Word templates (.dot or .dotxDOTX).* You must first create a document template which includes the standard MS Word Form Fields fields matching the names of the [[SmartSimple]] [[Variables|variable]] names that you wish to be populated by SmartSimplereference. Each Form Field must be provided with * Once complete, the template is uploaded to a name (called a '''Bookmark''' in [[Smart Folder]].* You then create the MS Word). This name Merge custom field in [[SmartSimple]] that will be used to link the form field on dynamically populate the Word document to a Standard or Custom Field within [[SmartSimple]].

==Adding * The value can be assigned by name to the Form Fields to a MS Word Documentfield:Byfirstname=====MS Word 2000-2003:===* From the '''View''' Menu select '''Toolbars''' and enable @me.firstname@; the '''Forms''' Toolbar* Click in your Word document wherever you wish to insert a Form Field.* On value is set to the Forms Toolbar click on the first button to insert a Form Field into your document: [[Image:FormsToolbar.gifUser|user]]'s first name by referencing the @me.firstname@ variable.* Right-click on The value can be assigned by position to the Form Field and select Properties. Then provide a name for field: @#468535#@; the third form field in the Bookmark sectionvalue will be set custom field ID @#468535#@. '''Note''': Field references are semi-colon delimited.

===MS Word 2007:===* Click on the Menu button and select '''Word Options'''* In the '''Popular''' selection ''Show Developer Tab You can also add data to one or more existing tables in the Ribbon''* Click in your resultant MS Word document wherever if you wish have multiple records that you need to insert a Form Fieldinclude.* On In the Developer Menu select example above the '''Legacy Tools''' icon which first table (identified by position and referenced as table_1) is in set to the records associated with the Controls section: [[Image:2007Forms.gifEntity|entity]]* On the Legacy Forms menu click the first icon to insert a Form Field.* Right-click on the Form Field and select Properties. Then provide a name for the field in the Bookmark section.

==Upload to SmartFolder==When * If you specify the document/template is ready it must be uploaded to a [[Smart Folder]]. Once it has been uploaded take note of either: * The file ID, which can be obtained by hovering your mouse over the file link<br />-or-* The all documents in the folder ID, which can will be obtained by right-clicking on displayed in a dropdown upon initiating the folder link Word merge and selecting Properties:<br>the [[Image:FolderID.PNGUser|leftuser]]<br>The folder ID is can choose the resourceID. For example if the URL is<pre>http:document that he//smart.smartsimple.org/s_editresourceshe wishes to create.jsp?resourceid=67159</pre>* If you specify the Folder Document ID is 67159then that specific document will be created.<br><br><br>==Creating * Once configured, you click the button associated with the MS Word Merge Field==You can now create and the MS Word Merge custom field in [[SmartSimple]] that document will be used to dynamically populate created and the document.<br>[[Image:WordMerge1.pngSmartSimple]]data added.* In the The document can then be saved locally. '''ValuesNote''' section: the form fields you created on the MS Word document are now assigned by name to the associated [[SmartSimpleUser|user]] Field Names or Field IDs:::''signatory=@me.fullname@;'' :::or ::''datesigned=@#565346#@;''* '''Note''': Field references are semi-colon delimited.* You can assign more than one field from SmartSimple into a single will need to use the MS Word form field, and include other text and characters:::''time=@starth@:@startminute@ @startpmam@;'' would display in this format: '''"12:35 pm"''' in Save As feature as 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 fielddocument will be read-only.

''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 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 custom field names 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|plug-in]] to automatically upload the document to a specified single or multiple file field, without directly logging into the system.

* 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 will should 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]]* All Once the document has been completed off-line, the [[Custom Field Type: Link – Single FileUser|Single Fileuser]] selects Upload Document in MS Word and [[Custom Field Type: Link – Multiple Files|Multiple File]] fields on the same level as the MS Word Merge field document will be available in uploaded and attached to the '''Value Stores To''' combo boxfield.* Each user You will need to download and install the latest version of the [[SmartDoc for Microsoft Word Integration|SmartDoc]] [[Plug-In|plug-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 [[SmartDoc for Microsoft Word Integration|SmartDoc]] toolbar in MS Word will cause the document to uploaded to [[SmartSimple]] and attached to the designated field.