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  1. #1
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    Common DocProperty Fields (WD2002)

    Folks,

    I have a number of documents which are linked (they're contract docs - instructions for tendering, specification, conditions of contract, etc). For example, they all share the same contract reference. At present, all the "shared" information is entered into custom properties individually for each document. What I would like to be able to do is to put the common information in one file once, and to refer to it from the other documents.

    Can I do this?

    I most emphatically don't want to use master & sub documents, and each document needs to be an individual file as it's content, formatting, etc is completely independent of the others.

    Any thoughts? Thanks.

    Stuart

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  2. #2
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    Re: Common DocProperty Fields (WD2002)

    Perhaps you can use mailmerge for this:

    Put the common info in a data file that mailmerge can read; this can be a Word document with a table, an Excel workbook, a text file, an Acccess database, ...
    If you wish, you can enter several "records" into the data file.

    Make your documents into mailmerge documents and link them to the data file. If the data file contains more than one record, set query options to select the record you need. Insert the information in the form of MERGEFIELD fields.

  3. #3
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    Re: Common DocProperty Fields (WD2002)

    Hans' idea will work providing the data you are referring to doesn't change. One you have produced your merged document it is a separate and unlinked to the source.

    You could have a "Control File" with the data you want to store once and use many times and then use an IncludeText field this can refer to bookmarks in your Control File. I usually create a two column table with the field names and the value, each value must be bookmarked and named. You can also have a macro which creates this file when someone starts the suite of documents or needs to be used to update the data.

    liz

  4. #4
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    Re: Common DocProperty Fields (WD2002)

    Using INCLUDETEXT fields is probably a better idea than MERGEFIELD fields. But with the MERGEFIELD fields, you don't need to perform the actual merge; you can view field values and print the document.

  5. #5
    Super Moderator jscher2000's Avatar
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    Re: Common DocProperty Fields (WD2002)

    I don't know if fields can do this. A "quick" workaround would be to write a macro to copy the properties from your authoritative source document into the working document.

  6. #6
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    Re: Common DocProperty Fields (WD2002)

    Would putting the custom properties in the templates solve at least some of the problem?
    All documents created from a template inherit the properties of the template.
    Kevin <IMG SRC=http://www.wopr.com/w3tuserpics/Kevin_sig.gif alt="Keep the change, ya filthy animal...">
    <img src=/w3timages/blackline.gif width=33% height=2><img src=/w3timages/redline.gif width=33% height=2><img src=/w3timages/blackline.gif width=33% height=2>

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