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#1
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deploying a template for organisation
I guess preparation is key here.
We want to allow users to access a template which when printed will be on headed paper. Each department should be able to add to the template their own specific details which should appear in exactly in the right place on the headed paper. Traditionally the individual details where already printed on the letter headed paper but in a costs cutting exercise the idea is just to have the logo and for users to add their own data in themselves. What would be the best way of A) deploying such a template globally and B) creating a template so that people could add their own department details which MUST go in the exact place on the paper with least amount of thinking involved. I'm thinking fillin fields or such like but maybe there are better alternatives. We would also want to protect the document to some extent so people where forced to use the template as it was intended. Thanks in advance |
#2
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deploying a template for organisation
Hi Burt
The best solution to this will depend on the following. Can you let us know: - what version of Word? - how many Departments? - does each individual person have individual information on the document, or is it only department-related information? - roughly, how many people in each Department? - roughly, how often does the information change? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... I guess preparation is key here. We want to allow users to access a template which when printed will be on headed paper. Each department should be able to add to the template their own specific details which should appear in exactly in the right place on the headed paper. Traditionally the individual details where already printed on the letter headed paper but in a costs cutting exercise the idea is just to have the logo and for users to add their own data in themselves. What would be the best way of A) deploying such a template globally and B) creating a template so that people could add their own department details which MUST go in the exact place on the paper with least amount of thinking involved. I'm thinking fillin fields or such like but maybe there are better alternatives. We would also want to protect the document to some extent so people where forced to use the template as it was intended. Thanks in advance |
#3
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deploying a template for organisation
Hi - Office 2003 - Over 3000 staff members - Only department information - 500+ - not very often hope that helps "Shauna Kelly" wrote: Hi Burt The best solution to this will depend on the following. Can you let us know: - what version of Word? - how many Departments? - does each individual person have individual information on the document, or is it only department-related information? - roughly, how many people in each Department? - roughly, how often does the information change? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... I guess preparation is key here. We want to allow users to access a template which when printed will be on headed paper. Each department should be able to add to the template their own specific details which should appear in exactly in the right place on the headed paper. Traditionally the individual details where already printed on the letter headed paper but in a costs cutting exercise the idea is just to have the logo and for users to add their own data in themselves. What would be the best way of A) deploying such a template globally and B) creating a template so that people could add their own department details which MUST go in the exact place on the paper with least amount of thinking involved. I'm thinking fillin fields or such like but maybe there are better alternatives. We would also want to protect the document to some extent so people where forced to use the template as it was intended. Thanks in advance |
#4
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deploying a template for organisation
Hi Burt
There are more solutions to this problem than there are people to come up with ideas. Here's one: 1. With 3,000 employees and 500 in each department, I'm assuming half a dozen or so departments. Create a .dot template file for each department. This file contains nothing but one AutoText named (say) LetterheadAddress. That AutoText contains the address details for that department, formatted in the appropriate style. It doesn't matter what you call the .dot files (they can be, eg MarketingAddress.dot, FinanceAddress.dot). But the name of the AutoText must be the same in each department's .dot file. And the AutoText's name must be unique among all AutoTexts in all global templates the user has installed. With 3,000 people you have no idea what AutoTexts people might have. So choose a name a bit more inventive than, say, "Address". 2. Deploy these .dot files containing the address info into the Word Startup folder for each user. That's the folder shown at Tools Options File Locations Startup. Deploy the MarketingAddress.dot to the people in the marketing department and the FinanceAddress.dot to the people in finance, etc. The preferred method is to use a login script to check the date of the master copy of the file on a server against the copy on the user's local machine and, if the server copy is newer, copy down the file to the local machine. A .dot file in the Startup folder does not act as a template. Instead, it acts as an add-in, and its AutoText will be available to all Word documents. 3. Create your template. In the place where you want the address to appear, do ctrl-F9 and, within the braces that Word gives you, type AUTOTEXT LetterheadAddress \* MERGEFORMAT Press F9 to update the field and save. Deploy this template to the User Templates folder for each user. Again, a login script is the preferred method for deployment. 4. (Optional, but recommended) When a user creates a new document from the template using File New, the AutoText field will display the value of the LetterheadAddress AutoText found on the user's machine in (eg) MarketingAddress.dot or FinanceAddress.dot or whatever. That means that, when Finance moves into its new glamorous headquarters, you will update the FinanceAddress.dot file and deploy it. And that means that when a user opens an *old* document it will update to display the *new* address. You probably don't want that. So what would be good is to turn the field into hard text whenever a user creates a new document. So put something like this in the template: Sub AutoNew() 'AutoNew macro runs whenever we create a new document 'from this template Dim wdField As Word.Field 'Go find our LetterheadAddress field... For Each wdField In ActiveDocument.Fields If wdField.Type = wdFieldAutoText Then If wdField.Code Like "*LetterheadAddress*" Then '... update it wdField.Update '... and unlink it wdField.Unlink Exit For End If End If Next wdField Set wdField = Nothing End Sub Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... Hi - Office 2003 - Over 3000 staff members - Only department information - 500+ - not very often hope that helps "Shauna Kelly" wrote: Hi Burt The best solution to this will depend on the following. Can you let us know: - what version of Word? - how many Departments? - does each individual person have individual information on the document, or is it only department-related information? - roughly, how many people in each Department? - roughly, how often does the information change? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... I guess preparation is key here. We want to allow users to access a template which when printed will be on headed paper. Each department should be able to add to the template their own specific details which should appear in exactly in the right place on the headed paper. Traditionally the individual details where already printed on the letter headed paper but in a costs cutting exercise the idea is just to have the logo and for users to add their own data in themselves. What would be the best way of A) deploying such a template globally and B) creating a template so that people could add their own department details which MUST go in the exact place on the paper with least amount of thinking involved. I'm thinking fillin fields or such like but maybe there are better alternatives. We would also want to protect the document to some extent so people where forced to use the template as it was intended. Thanks in advance |
#5
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deploying a template for organisation
Thank you very much for the information and the time you've taken to give it.
"Shauna Kelly" wrote: Hi Burt There are more solutions to this problem than there are people to come up with ideas. Here's one: 1. With 3,000 employees and 500 in each department, I'm assuming half a dozen or so departments. Create a .dot template file for each department. This file contains nothing but one AutoText named (say) LetterheadAddress. That AutoText contains the address details for that department, formatted in the appropriate style. It doesn't matter what you call the .dot files (they can be, eg MarketingAddress.dot, FinanceAddress.dot). But the name of the AutoText must be the same in each department's .dot file. And the AutoText's name must be unique among all AutoTexts in all global templates the user has installed. With 3,000 people you have no idea what AutoTexts people might have. So choose a name a bit more inventive than, say, "Address". 2. Deploy these .dot files containing the address info into the Word Startup folder for each user. That's the folder shown at Tools Options File Locations Startup. Deploy the MarketingAddress.dot to the people in the marketing department and the FinanceAddress.dot to the people in finance, etc. The preferred method is to use a login script to check the date of the master copy of the file on a server against the copy on the user's local machine and, if the server copy is newer, copy down the file to the local machine. A .dot file in the Startup folder does not act as a template. Instead, it acts as an add-in, and its AutoText will be available to all Word documents. 3. Create your template. In the place where you want the address to appear, do ctrl-F9 and, within the braces that Word gives you, type AUTOTEXT LetterheadAddress \* MERGEFORMAT Press F9 to update the field and save. Deploy this template to the User Templates folder for each user. Again, a login script is the preferred method for deployment. 4. (Optional, but recommended) When a user creates a new document from the template using File New, the AutoText field will display the value of the LetterheadAddress AutoText found on the user's machine in (eg) MarketingAddress.dot or FinanceAddress.dot or whatever. That means that, when Finance moves into its new glamorous headquarters, you will update the FinanceAddress.dot file and deploy it. And that means that when a user opens an *old* document it will update to display the *new* address. You probably don't want that. So what would be good is to turn the field into hard text whenever a user creates a new document. So put something like this in the template: Sub AutoNew() 'AutoNew macro runs whenever we create a new document 'from this template Dim wdField As Word.Field 'Go find our LetterheadAddress field... For Each wdField In ActiveDocument.Fields If wdField.Type = wdFieldAutoText Then If wdField.Code Like "*LetterheadAddress*" Then '... update it wdField.Update '... and unlink it wdField.Unlink Exit For End If End If Next wdField Set wdField = Nothing End Sub Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... Hi - Office 2003 - Over 3000 staff members - Only department information - 500+ - not very often hope that helps "Shauna Kelly" wrote: Hi Burt The best solution to this will depend on the following. Can you let us know: - what version of Word? - how many Departments? - does each individual person have individual information on the document, or is it only department-related information? - roughly, how many people in each Department? - roughly, how often does the information change? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Burt" wrote in message ... I guess preparation is key here. We want to allow users to access a template which when printed will be on headed paper. Each department should be able to add to the template their own specific details which should appear in exactly in the right place on the headed paper. Traditionally the individual details where already printed on the letter headed paper but in a costs cutting exercise the idea is just to have the logo and for users to add their own data in themselves. What would be the best way of A) deploying such a template globally and B) creating a template so that people could add their own department details which MUST go in the exact place on the paper with least amount of thinking involved. I'm thinking fillin fields or such like but maybe there are better alternatives. We would also want to protect the document to some extent so people where forced to use the template as it was intended. Thanks in advance |
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