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 (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.

You can also add data to one or more existing tables ===MS Word 2007:===* Click on the Menu button and select '''Word Options'''* In the '''Popular''' selection ''Show Developer Tab in the resultant MS Ribbon''* Click in your Word document if wherever you have multiple records that you need wish to includeinsert a Form Field.* In On the example above Developer Menu select the first table (identified by position and referenced as table_1) '''Legacy Tools''' icon which is set to the records associated with in the Controls section: [[Entity|entityImage:2007Forms.gif]]* 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.

* If you specify ==Upload to SmartFolder==When 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 all documents in , which can be obtained by hovering your mouse over the file link<br />-or-* The the folder will ID, which can be displayed in a dropdown upon initiating obtained by right-clicking on the Word merge folder link and the selecting Properties:<br>[[UserImage:FolderID.PNG|userleft]] can choose <br>The folder ID is the resourceID. For example if the document that heURL is<pre>http://smart.smartsimple.org/she wishes to creates_editresource.jsp?resourceid=67159</pre>* If you specify the Document Folder ID then is 67159<br><br><br>==Creating the MS Word Merge Field==You can now create the MS Word Merge custom field in [[SmartSimple]] that specific document will be createdused to dynamically populate the document.<br>[[Image:WordMerge1.png]]* Once configured, In the '''Values''' section: the form fields you click the button associated with created on the MS Word Merge and the document will be dynamically created and are now assigned by name to the associated [[SmartSimple]] data addedField Names or Field IDs:::''signatory=@me.fullname@;'' :::or ::''datesigned=@#565346#@;''* The document can then be saved locally. '''Note''': the [[User|user]] will need to use the Field references are semi-colon delimited.* You can assign more than one field from SmartSimple into a single MS Word Save As feature as 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 document will be read-only.contractdetails form field

''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.

* 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]]