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  1. #1
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    Fillin fields (2000, 2002)

    I'm trying to use fillin field codes to streamline filling in some forms. When using the document, at some code locations I get prompted twice for a field, and of course if I respond a second time, I get double entries at the point. I can't see that I have done anything different in the locations I get asked twice and those where I am prompted once. Can you tell me what I'm doing?
    <img src=/S/confused.gif border=0 alt=confused width=15 height=20>
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  2. #2
    Uranium Lounger
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    Re: Fillin fields (2000, 2002)

    You're probably not doing anything wrong, but there is a "workaround" (Microsoft's euphemism for poor design). See WD2000: Fillin Field Prompts Twice for an explanation & workaround.
    Hope this helps.

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    Re: Fillin fields (2000, 2002)

    Phil,

    I'm also getting repated prompts (W97 & W2000 but not W2002), but not using the FILL-IN field, but the ASK field. It occurs where I have an ASK inside a document that is inserted using the INCLUDETEXT field.

    eg. mail merge Doc1. Doc1 has a an INCLUDETEXT to Doc2. Doc2 has an ASK field. Its this ASK field that prompts twice for information.

    Any ideas? My searching has come up blank.

    Regards,

    Matthew

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    Re: Fillin fields (2000, 2002)

    Hi Mathew:
    Try putting a "!" (no quotes) switch in the INCLUDETEXT field. Let us know if this works for you.

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    Re: Fillin fields (2000, 2002)

    Hi Mathew:
    I don't have time to look at all 13 documents. However, in looking at the syntax of your IF fields in the "Tax return Jobout letter.doc", it appears incorrect. There may be more than I've found as it seems that opening & closing quote marks are not always in pairs. What you see in red after "trading company" is what I added to one of your ASK fields & it prevents asking the information for Taxpayer2 twice. What I added in blue is a comment. Your field for asking Taxpayer 2:

    { IF NoTaxpayers >= 2 "
    { ASK Taxpayer2 * Upper "Enter the type of Taxpayer (2): (I)ndividual, (P)artnership,(T)rust, Šompany or (N)on-trading Trustee Company}<font color=red>" ""</font color=red>{ IF Taxpayer2 = "I" "{ INCLUDETEXT <font color=blue>Path didn't have initial quotes WHEN I COPIED IT TO A TEXT FILE; Not sure if it's being recognized</font color=blue>Taxpayer - Individual.doc" }" }{ IF Taxpayer2 = "C" "{ INCLUDETEXT

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    Re: Fillin fields (2000, 2002)

    Thanks Phil,

    I really didn't expect you to check it all for me. The questions that are repeating (at the moment) are in:

    Closure - single taxpayer - ASKiing the GST question
    Closure - multiple taxpayers - ASKiing the GST question
    Taxpayer - Company.doc - ASKing the PAYG question

    I've realised that I have now made a mess of the IF fields that covers that ASK. The IF only covers a few of the choices, including the subsequent ASK. By luck it was working, but I will fix it to avoid future problems. Word seem to assumed that certain quotes were there.

    Sometimes I feel like I've bitten off more than I can chew. Thankfully I don't do these complex letters for a living.

    Phil, I appreciate your efforts. If you are ever in Brisbane, Aust I will gladly buy you a beer.

    Regards,

    Matthew

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    Re: Fillin fields (2000, 2002)

    Hi Phil,

    I've been doing some more experimenting & I think either i have totally messed things up (possible) or there is a bug in Word 97 (haven't had the chance to test this in W2000 yet)

    I've attached two very simple test documents.

    The "Top Document" has an ASK question which is used by an IF field to INCLUDETEXT a file called "2nd level doc". "Second level doc" has an ASK field and a bookmark reference to insert the result into the document. The ASK field in "2nd level doc" prompts twice causing confusion for the user.

    It would seem that W97 and possibly W2000 doesn't like ASK fields to be in documents that have been INCLUDED into a document.

    Regards,

    Matthew
    Attached Files Attached Files

  8. #8
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    Re: Fillin fields (2000, 2002)

    When I open the top level document in Word 97 and update all fields, I get prompted for my name twice. If I add the ! switch, as suggested by Phil, I am not prompted for my name at all. So probably, there is a difference in the way different versions of Word handle this.

  9. #9
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    Re: Fillin fields (2000, 2002)

    Hi Phil & Hans,

    I've had a chance to test this document with & without the "/"! switch and this is what I have found.

    Without the switch:
    Word XP - asks the question only once - works as expected.
    Wrdd 2000 & 97 asks the "name question" in the 2nd level doc twice, but only asks the Question2 question once. The double prompting only occurs on ASK fields that are inside a an IF field. Question2 is only prompted once as its not inside an IF field.

    With the switch:
    All versions don't ask any questions from 2nd level doc. If the default saved answer to the question2 in the 2nd level doc is a yes, than the file is inserted into the top document.

    I think that there isn't a solution to this problem if I continue to use Word 97 & 2000. This is disappointing as I thought I had developed a nice modular approach to a rather complex docuement.

    Thank you for taking the time.

    Regards,

    Matthew

  10. #10
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    Re: Fillin fields (2000, 2002)

    <P ID="edit" class=small>(Edited by Phil Rabichow on 07-Nov-02 11:42. Edited to correct typo)</P>Hi Mathew:
    It's late & I've only taken a quick look at the 2 documents. Neither document prompts me twice in Word 2000. If I get a chance, I'll take a closer look. ...And for a 16 oz. Fosters, I'll see you in Australia, mate. <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>

    I just put in the ! switch, that I mentioned a couple of posts earlier, in the INCLUDETEXT field & it does prevent multiple prompts. See this syntax:

    { IF Question1 = "Y" "{ INCLUDETEXT "C:WINDOWSTEMP2nd level doc.doc" ! * MERGEFORMAT }" "" }

    I needed to change your path to fit my machine, but otherwise, everything is the same.

  11. #11
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    Re: Fillin fields (2000, 2002)

    Hi Mathew:
    I don't have time to test this out right now, but have you tried changing your IF fields so that they ask, if I recall correctly, if # of taxpayers = a certain number, rather than > certain number. I'm not sure but I think that different IF fields may be true and are asking the same question.

    It's strange that when Hans used the ! switch (which I mistakenly typed as /! once), that the questions didn't prompt at all, whereas I tried it in Word 97 & it did prompt. If I find time, I'll look at this more closely because I believe it can be done.
    Cheers,

  12. #12
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    Re: Fillin fields (2000, 2002)

    Post deleted by mkeyser

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    Re: Fillin fields (2000, 2002)

    May I tack on a related question, regarding Word 2000? I am attempting to put together a form demonstration using ASK fields, have an AutoNew macro to prompt for field update, and am saving it as a template. Once I built the exercise - and behind my prompt box, I had a blank sheet until I had responded to all the prompts. Then the completed document was displayed. That's what I want. Now, as soon as the document opens, I have the form in the background, and it shows "error! Reference source not found" in all my field locations. As soon as I am "asked" for all the information, the form is filled in properly, but I can't figure out what I did differently and why I have the irritating error filled document. Am I holding my mouth wrong?
    Thanks.

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    Re: Fillin fields (2000, 2002)

    Hi Ena:
    Use a /d switch in the ASK fields with a default of " " (that's a space between the quotes). See WD2000: Error Message: "Error! Reference Source Not Found" with Blank Ask or Fillin Field.
    Cheers,

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    Re: Fillin fields (2000, 2002)

    Thanks! That got me where I needed to go. I still don't understand why my "page" behind the dialog box was blank until the information was provided and now it isn't, but that's only a curiosity.

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