Results 1 to 5 of 5
  1. #1
    New Lounger
    Join Date
    Jan 2002
    Posts
    21
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Making a Hybrid Document (Word2K)

    Hi, all:

    I am working on a template for my section to use for writing Hazardous Waste permits. These permits are multi-page and have a number of sections, as well as a number of phrases that repeat.

    Each section contains a list of conditions that are numbered starting with 1. (1., 2., 3., etc.). Each section has a unique identifier, a Roman Numeral. However, the number and language of conditions in the same section may vary from permit to permit, because each permit is fairly unique.

    What I would like to do is to create a document that will allow the user (the permit writer, in this case), to enter information that is repeated throughout the permit to enter the information once and have it pop up everywhere else. I would also like the document to NOT be a form because of the flexibility required in writing a permit.

    I know how to do links and references in forms. Can I do the same in a document that isn't a form, a document that will allow the permit writer the flexibility to put in additional language? I would be happy to send anyone interested a copy of the file I am working on to give them an idea of what I mean.

    TIA

    Cambot
    Camille.Stein@dep.state.fl.us <img src=/S/brickwall.gif border=0 alt=brickwall width=25 height=15>

  2. #2
    Plutonium Lounger
    Join Date
    Nov 2001
    Posts
    10,550
    Thanks
    0
    Thanked 7 Times in 7 Posts

    Re: Making a Hybrid Document (Word2K)

    Yes, you can do links and references in a normal word document.

    The attached example uses a MacroButton field, to prompt for user input, a bookmark around the MacroButton and a Ref field to display the text in a second place. Is this what you want?

    StuartR

    edited to add the document
    Attached Files Attached Files

  3. #3
    Lounger
    Join Date
    Dec 2001
    Location
    Reston, Virginia, USA
    Posts
    29
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Making a Hybrid Document (Word2K)

    Cambot,
    If I understand your challenge correctly, here are two approaches that may be suitable. (These are actually based on Word 97, but should be applicable to Word 2000). Reference fields may be used in any document, not just forms. To me, the primary problem is to indicate to the user exactly where the initial text is to be entered. Once correctly entered, the text can easily be replicated using a reference field.

    (1) One approach is to create a Character style for each unique text entry. The first Character style ("Answer1") is based on Default Paragraph Font or another character style which is defined to match the normal response text font. Subsequent character styles (Answer2, Answer3, etc) should be based on Answer1. To indicate the point of text entry, Format Style Answer1 to have red shading or something similarly distinctive. Format a couple space characters at the text entry point with the related character style. If the answer is at the end of a paragraph, then include a period at the end of the formatted spaces so the shading will appear. At each point where an answer is to be replicated, Insert Field, Links and References, StyleRef, for the related answer style {STYLEREF "Answer1" * MERGEFORMAT}. Later, after the form is completed, modify style Answer1 to remove the red shading. Since Answer2 and the other styles are based on Answer1, all the red shading will disappear. While it is a bit more nuisance to create and apply styles than to create bookmarks as described in the next approach, this approach has the advantage in distinguishing text entry points from the points where text will be replicated.

    (2) The second approach is to indicate each place for data entry with [ ], where the user enters the text between the square brackets. In the template, select the square brackets, and then Insert Bookmark, assigning a name ("Answer1" or whatever to indicate this specific text). At each point where Answer1 is to be replicated, Insert Reference to Bookmark Answer1 field {REF Answer1}. After the document is completed, you can just search and replace the square brackets with nothing. With this approach, since the [ ] appear at both the point of data entry and the point of data replication, the place to enter data may be a bit confusing. Assuming that no other bookmarks appear in the file, the user can just use the Edit GoTo Bookmark Next command to move from one data entry point to the next, skipping over the replicated [ ].

    Hope this addresses your problem.

    Marty

    BTW, just in case your template is currently based on a form: A portion of a document can be protected as a form, and the remainder may be unprotected to allow regular formatted text/graphics entry. The extra steps needed are to insert section breaks before and after the form (only one is needed if the form is at the beginning or end of the document). When protecting for forms, select the Section option and select only the section containing the form fields.

  4. #4
    Lounger
    Join Date
    Dec 2001
    Location
    Reston, Virginia, USA
    Posts
    29
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Making a Hybrid Document (Word2K)

    In addition to previously described approaches to eliminate redundant entry, there are a couple additional things that you may do that will reduce data entry even further.
    (1) I suspect that many of the paragraphs, sentences, and phrases in a collection of these reports are nearly identical, but only some of them may be used in one particular report. In this case, instead of typing in each appropriate text item, create an Autotext entry for it. Then type in the autotext name (4 char minimum) and accept the autotext entry. The autotext can even be entered into the [ ] or styled characters as noted in the previous post so it becomes automatically replicated.
    (2) I also suspect that the only difference between some of these paragraphs, etc, is the investigator name, date of incident, location of incident, etc, and that this information occurs in many of these boilerplate texts. Since Autotext definitions can include fields, just define an autotext entry including a field referencing a custom document property containing the incident-specific information (for example, Location). (See Word Help - Create custom file properties for the active document) In your boilerplate text where the location would be stated, Insert Field, Document Properties, DocProperty. Add "Location" to identify the custom field, and Okay. Select this boilerplate text and field, then create an autotext entry.

    When the form is being completed, the user should first access File Properties, Custom tab, and enter a value into Location and the other custom fields. Then, when entering text, he enters the Autotext name of the appropriate boilerplate and inserts it. The field in the boilerplate reflects the current Location value. The boilerplate text and location will be reflected in the replicated fields when all document fields are updated.

    BTW, after creating the report and finalizing it, you may need to distribute the softcopy, and the fields may not be approriate for this distribution copy. To replace all of the fields with their value:
    (1) If field codes are displayed instead of values, press Alt-F9
    (2) Select the complete document (Ctrl-A)
    (3) Update all field values (F9)
    (4) Unlink field values (Shift-Ctrl-F9)

    Hopefully the above will make your lfe and that of the users of your template just a tad bit easier.

    Marty

  5. #5
    Silver Lounger Charles Kenyon's Avatar
    Join Date
    Jan 2001
    Location
    Sun Prairie, Wisconsin, Wisconsin, USA
    Posts
    2,049
    Thanks
    124
    Thanked 119 Times in 116 Posts

    Re: Making a Hybrid Document (Word2K)

    Look into using the AutoTextList field combined with macrobutton fields and REF fields. The challenge of the REF fields is that the bookmarks they refer to are fragile creatures, easily deleted by typing. You may want to download the AutoText Sampler from my download page.

    See How to add pop-up lists to any Word document so you can click your way through changes in seconds. (mvps.org/word/FAQs/TblsFldsFms/AutoTextList.htm).

    Also, for more on AutoText try the links at Word Web Resources - AutoText (addbalance.com/word/wordwebresources.htm#AutoText).

    You could also consider using a UserForm to gather the information that will normally be repeated when the document is first created. Put that information into custom document properties (which can be modified even from outside of Word) and insert it in your document with DOCPROPERTY fields (which can be AutoText entries).

    Keep in mind that there is no equivalent to the "calculate on exit" property of a formfield in bookmarks. REF or DOCPROPERTY fields will refresh when the document is reopened. If you want them to refresh otherwise, you can either select your entire document and press the F9 key (updating all fields) or write one or more macros to handle updating only particular kinds of fields. Note that fields in headers/footers are updated differently than fields in the body of your document.

    Also, at least consider a combination using a protected form with unprotected sections.

    Look into macrobuttons as suggested. See MacroButton Fields - not just for macros anymore! and Using MacroButton Fields.

    For checkboxes in non-protected forms, see the Checkbox Add-In Template (addbalance.com/word/download.htm)

    You may be ahead hiring an outside consultant on this. Such a form is a major undertaking.
    Hope this helps.
    Charles Kyle Kenyon
    Madison, Wisconsin

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •