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Recording a Macro to Delete A Day's Work



 
 
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  #1  
Old December 18th 04, 04:29 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default Recording a Macro to Delete A Day's Work

Hello! I am trying to help some of my coworkers learn to use Word. Since we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the dictation
that we typed that day so that it will not stay in our computers. I myself
of course know how to delete files manually, but some of the newer users are
petrified of trying anything, so I'd like to make them a macro to do it for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT
  #2  
Old December 18th 04, 07:02 AM
Sam Hobbs
external usenet poster
 
Posts: n/a
Default

I think the question is not clear. Specifically, I initially thought that
you were asking how to delete text in a Word document, but then you say
"delete files".

I am not a Word expert, but I doubt that there is anything in the Word
interface for deleting files. In other words, do you know how use Word to
delete a file without a macro? If so, then the answer to your question is
that you can record a macro to do what you need to do. (Actually, it might
not be as easy as that, since the filenames are likely different, but that
probably does not matter.)

Word is probably not the best tool for that; you can write a script to do
what you need to do. Whether you write a script or a Word macro, the
solution is probably the same in terms of the functions used and such. Look
at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the TechNet
Script Center Sample Scripts as one help file; to do that, see the page I
reference above; I just want to emphasize that it is worthwhile doing
(downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word. Since
we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT



  #3  
Old December 18th 04, 07:33 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default

Sam, thank you for your reply! I will indeed download the file you suggest.
And just to clarify my question for you or others who might read this: We
type dictation on individual patients, so we may have for instance 20 files
on 20 different patients, none of which we are allowed to keep in our
computers due to confidentiality issues. So what I'm trying to make is a
macro that would automatically go to the files typed today and delete them
all. But you may be right, that Word is not really made to have this
function. I'll try your suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought that
you were asking how to delete text in a Word document, but then you say
"delete files".

I am not a Word expert, but I doubt that there is anything in the Word
interface for deleting files. In other words, do you know how use Word to
delete a file without a macro? If so, then the answer to your question is
that you can record a macro to do what you need to do. (Actually, it might
not be as easy as that, since the filenames are likely different, but that
probably does not matter.)

Word is probably not the best tool for that; you can write a script to do
what you need to do. Whether you write a script or a Word macro, the
solution is probably the same in terms of the functions used and such. Look
at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the TechNet
Script Center Sample Scripts as one help file; to do that, see the page I
reference above; I just want to emphasize that it is worthwhile doing
(downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word. Since
we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT




  #4  
Old December 18th 04, 10:22 AM
Graham Mayor
external usenet poster
 
Posts: n/a
Default

Bearing in mind that the files are not really deleted from your computer,
but merely the filing system no longer points to them when you 'delete' them
then a better file management system would be advisable.

Personally, I would create separate folders - one for each working day -
under the main documents folder, then each day use the appropriate folder to
save your work. You can then delete all files from that folder. If security
is an issue then password protect the documents. Words encryption is very
effective.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT



  #5  
Old December 18th 04, 01:41 PM
Graham Mayor
external usenet poster
 
Posts: n/a
Default

On reflection, if you are going to delete daily, then you only need the one
folder for your work from this source.
For the purpose of this exercise, let's make that a sub folder of My
Documents called 'Day Work'

In Notebook (because it is easier) enter the following three lines and save
in the Day Work folder with the filename
DelWork.BAT

@echo off
DEL "D:\My Documents\Day Work\*.DOC"
DEL "D:\My Documents\Day Work\*.WBK"

Change the path in lines 2 and 3 to reflect the full path of Day Work folder
for each user's PC.

Create the following macro in Word, preferably in the template that you use
for this type of work and add it to a toolbar button saved in a custom
toolbar again in that template
(http://www.gmayor.com/installing_macro.htm ). Change the path where
indicated to reflect the location of the batch file.

Sub DelDaysWork()
Dim RetVal, Warning, Text
Text = "WARNING!!" & vbCr & "This will PERMANENTLY delete all the files in
the work folder!"""
Warning = MsgBox(Text, vbOKCancel)
If Warning = 2 Then Exit Sub
If ActiveDocument.Saved = False Then ActiveDocument.Save
Documents.Close
'***********
'Change the path in the following line as appropriate
RetVal = Shell("D:\My Documents\Day Work\delwork.bat", 1)
'***********
End Sub

*Note the warning.* This batch file does not move the deleted files to the
Waste Bin, but removes them permanently.
The batch file will remove any document files and their backup files from
the indicated folder. Other types of file will not be removed, thus I have
chosen to save the batch file in that folder - so don't use your personal
documents folder! The warning message provides an opportunity to reconsider.

As far as confidentiality is concerned, I would have though that if you are
permitted to work on such files in your home environment, then encrypting
them provides far greater security from unauthorised access than simply
deleting them. Stronger measures may be required to ensure that the files
are permanently deleted against recovery and this requires additional
software - eg by using something like Swipe -
http://www.qdsecurity.com/products.html
--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



Graham Mayor wrote:
Bearing in mind that the files are not really deleted from your
computer, but merely the filing system no longer points to them when
you 'delete' them then a better file management system would be
advisable.

Personally, I would create separate folders - one for each working
day - under the main documents folder, then each day use the
appropriate folder to save your work. You can then delete all files
from that folder. If security is an issue then password protect the
documents. Words encryption is very effective.


Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers.
I myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT



  #6  
Old December 19th 04, 02:01 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default

Graham, thank you very much!

"Graham Mayor" wrote:

On reflection, if you are going to delete daily, then you only need the one
folder for your work from this source.
For the purpose of this exercise, let's make that a sub folder of My
Documents called 'Day Work'

In Notebook (because it is easier) enter the following three lines and save
in the Day Work folder with the filename
DelWork.BAT

@echo off
DEL "D:\My Documents\Day Work\*.DOC"
DEL "D:\My Documents\Day Work\*.WBK"

Change the path in lines 2 and 3 to reflect the full path of Day Work folder
for each user's PC.

Create the following macro in Word, preferably in the template that you use
for this type of work and add it to a toolbar button saved in a custom
toolbar again in that template
(http://www.gmayor.com/installing_macro.htm ). Change the path where
indicated to reflect the location of the batch file.

Sub DelDaysWork()
Dim RetVal, Warning, Text
Text = "WARNING!!" & vbCr & "This will PERMANENTLY delete all the files in
the work folder!"""
Warning = MsgBox(Text, vbOKCancel)
If Warning = 2 Then Exit Sub
If ActiveDocument.Saved = False Then ActiveDocument.Save
Documents.Close
'***********
'Change the path in the following line as appropriate
RetVal = Shell("D:\My Documents\Day Work\delwork.bat", 1)
'***********
End Sub

*Note the warning.* This batch file does not move the deleted files to the
Waste Bin, but removes them permanently.
The batch file will remove any document files and their backup files from
the indicated folder. Other types of file will not be removed, thus I have
chosen to save the batch file in that folder - so don't use your personal
documents folder! The warning message provides an opportunity to reconsider.

As far as confidentiality is concerned, I would have though that if you are
permitted to work on such files in your home environment, then encrypting
them provides far greater security from unauthorised access than simply
deleting them. Stronger measures may be required to ensure that the files
are permanently deleted against recovery and this requires additional
software - eg by using something like Swipe -
http://www.qdsecurity.com/products.html
--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



Graham Mayor wrote:
Bearing in mind that the files are not really deleted from your
computer, but merely the filing system no longer points to them when
you 'delete' them then a better file management system would be
advisable.

Personally, I would create separate folders - one for each working
day - under the main documents folder, then each day use the
appropriate folder to save your work. You can then delete all files
from that folder. If security is an issue then password protect the
documents. Words encryption is very effective.


Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers.
I myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT




  #7  
Old December 19th 04, 05:35 AM
Sam Hobbs
external usenet poster
 
Posts: n/a
Default

For this also, the FileSystemObject can be used directly in the macro to do
the equivalent of the BAT file, eliminating the need for the BAT file.


"Graham Mayor" wrote in message
...
On reflection, if you are going to delete daily, then you only need the
one
folder for your work from this source.
For the purpose of this exercise, let's make that a sub folder of My
Documents called 'Day Work'

In Notebook (because it is easier) enter the following three lines and
save
in the Day Work folder with the filename
DelWork.BAT

@echo off
DEL "D:\My Documents\Day Work\*.DOC"
DEL "D:\My Documents\Day Work\*.WBK"

Change the path in lines 2 and 3 to reflect the full path of Day Work
folder
for each user's PC.

Create the following macro in Word, preferably in the template that you
use
for this type of work and add it to a toolbar button saved in a custom
toolbar again in that template
(http://www.gmayor.com/installing_macro.htm ). Change the path where
indicated to reflect the location of the batch file.

Sub DelDaysWork()
Dim RetVal, Warning, Text
Text = "WARNING!!" & vbCr & "This will PERMANENTLY delete all the files in
the work folder!"""
Warning = MsgBox(Text, vbOKCancel)
If Warning = 2 Then Exit Sub
If ActiveDocument.Saved = False Then ActiveDocument.Save
Documents.Close
'***********
'Change the path in the following line as appropriate
RetVal = Shell("D:\My Documents\Day Work\delwork.bat", 1)
'***********
End Sub

*Note the warning.* This batch file does not move the deleted files to the
Waste Bin, but removes them permanently.
The batch file will remove any document files and their backup files from
the indicated folder. Other types of file will not be removed, thus I have
chosen to save the batch file in that folder - so don't use your personal
documents folder! The warning message provides an opportunity to
reconsider.

As far as confidentiality is concerned, I would have though that if you
are
permitted to work on such files in your home environment, then encrypting
them provides far greater security from unauthorised access than simply
deleting them. Stronger measures may be required to ensure that the files
are permanently deleted against recovery and this requires additional
software - eg by using something like Swipe -
http://www.qdsecurity.com/products.html
--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



Graham Mayor wrote:
Bearing in mind that the files are not really deleted from your
computer, but merely the filing system no longer points to them when
you 'delete' them then a better file management system would be
advisable.

Personally, I would create separate folders - one for each working
day - under the main documents folder, then each day use the
appropriate folder to save your work. You can then delete all files
from that folder. If security is an issue then password protect the
documents. Words encryption is very effective.


Teri D MT wrote:
Sam, thank you for your reply! I will indeed download the file you
suggest. And just to clarify my question for you or others who might
read this: We type dictation on individual patients, so we may have
for instance 20 files on 20 different patients, none of which we are
allowed to keep in our computers due to confidentiality issues. So
what I'm trying to make is a macro that would automatically go to the
files typed today and delete them all. But you may be right, that
Word is not really made to have this function. I'll try your
suggestion, and thank you again!
Teri

"Sam Hobbs" wrote:

I think the question is not clear. Specifically, I initially thought
that you were asking how to delete text in a Word document, but then
you say "delete files".

I am not a Word expert, but I doubt that there is anything in the
Word interface for deleting files. In other words, do you know how
use Word to delete a file without a macro? If so, then the answer to
your question is that you can record a macro to do what you need to
do. (Actually, it might not be as easy as that, since the filenames
are likely different, but that probably does not matter.)

Word is probably not the best tool for that; you can write a script
to do what you need to do. Whether you write a script or a Word
macro, the solution is probably the same in terms of the functions
used and such. Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the
TechNet Script Center Sample Scripts as one help file; to do that,
see the page I reference above; I just want to emphasize that it is
worthwhile doing (downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information
on our computers (we work at home for a hospital). I would like to
make a macro that we could run that would automatically find and
delete all the dictation
that we typed that day so that it will not stay in our computers.
I myself
of course know how to delete files manually, but some of the newer
users are
petrified of trying anything, so I'd like to make them a macro to
do it for
them until they get a little more used to Word. Thank you for any
help. --
Teri D MT





  #8  
Old December 18th 04, 09:12 AM
Pat Garard
external usenet poster
 
Posts: n/a
Default

G'Day Sam,

With regard to the Word Interface, be aware that DURING
any file operation (SAVE, OPEN etc) where there is a dialog
open, you may rename or delete any of the visible files.

You are perfectly correct, however, in that this is not a function
of Word and can not be recorded in a Macro.
--
Regards,
Pat Garard
Australia
_______________________

"Sam Hobbs" wrote in message
...
I think the question is not clear. Specifically, I initially thought that
you were asking how to delete text in a Word document, but then you say
"delete files".

I am not a Word expert, but I doubt that there is anything in the Word
interface for deleting files. In other words, do you know how use Word to
delete a file without a macro? If so, then the answer to your question is
that you can record a macro to do what you need to do. (Actually, it might
not be as easy as that, since the filenames are likely different, but that
probably does not matter.)

Word is probably not the best tool for that; you can write a script to do
what you need to do. Whether you write a script or a Word macro, the
solution is probably the same in terms of the functions used and such.
Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the TechNet
Script Center Sample Scripts as one help file; to do that, see the page I
reference above; I just want to emphasize that it is worthwhile doing
(downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT





  #9  
Old December 19th 04, 01:59 AM
Teri D MT
external usenet poster
 
Posts: n/a
Default

Pat, thank you very much!!


"Pat Garard" wrote:

G'Day Sam,

With regard to the Word Interface, be aware that DURING
any file operation (SAVE, OPEN etc) where there is a dialog
open, you may rename or delete any of the visible files.

You are perfectly correct, however, in that this is not a function
of Word and can not be recorded in a Macro.
--
Regards,
Pat Garard
Australia
_______________________

"Sam Hobbs" wrote in message
...
I think the question is not clear. Specifically, I initially thought that
you were asking how to delete text in a Word document, but then you say
"delete files".

I am not a Word expert, but I doubt that there is anything in the Word
interface for deleting files. In other words, do you know how use Word to
delete a file without a macro? If so, then the answer to your question is
that you can record a macro to do what you need to do. (Actually, it might
not be as easy as that, since the filenames are likely different, but that
probably does not matter.)

Word is probably not the best tool for that; you can write a script to do
what you need to do. Whether you write a script or a Word macro, the
solution is probably the same in terms of the functions used and such.
Look at the Microsoft TechNet: Script Center at:

http://www.microsoft.com/technet/com...r/default.mspx

One very useful thing you can do in particular is download the TechNet
Script Center Sample Scripts as one help file; to do that, see the page I
reference above; I just want to emphasize that it is worthwhile doing
(downloading).



"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word.
Since we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT






  #10  
Old December 18th 04, 08:51 AM
Pat Garard
external usenet poster
 
Posts: n/a
Default

G'Day Teri,

The Macro language for Office is Visual Basic for Applications
and it still supports the "Kill" statement - an ancient leftover from
the dim and distant past.

IF
all the files can be in the same folder
THEN
the following macro will do the job
END IF
====
Sub DeleteAll()
Dim KillFilePath As String
KillFilePath = "D:\My Documents\Test\*.*"
Kill KillFilePath
MsgBox KillFilePath & vbCrLf & "all files were deleted!"
End Sub
====
Change the folder path of KillFilePath to suit, and you may
also change "*.*" to "*.doc" - but only if you need to.

"*.*" will clean up any temporary files that might get left
over in the event of Word misbehaving.

If there are no files, you will get a non-trappable error
that says "File not found" (press Cancel).

Test it and, better yet, get your colleagues to test it with
and without files.
--
Regards,
Pat Garard
Australia
_______________________

"Teri D MT" wrote in message
...
Hello! I am trying to help some of my coworkers learn to use Word. Since
we
type medical info, we are not allowed to keep patient information on our
computers (we work at home for a hospital). I would like to make a macro
that we could run that would automatically find and delete all the
dictation
that we typed that day so that it will not stay in our computers. I
myself
of course know how to delete files manually, but some of the newer users
are
petrified of trying anything, so I'd like to make them a macro to do it
for
them until they get a little more used to Word. Thank you for any help.
--
Teri D MT



 




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