Create Linked Document Bundle

[Greg Maxey]

I am pondering a way to create a template that contains a UserForm for the
input of data to then be autopopulated into a dozen or so new documents that
will be created with code in the UserForm. These new documents are based
all have one or more data elements common with one or more other documents
in the set (e.g., client name). The new documents will remain open after
they are created so the user can complete unique data and save the gingival
documents to a common unique folder.

I think that I can reach the point described above on my own. The goal
however is to somehow maintain the relationship between common data fields
in these documents after they are saved and closed in case someone changes a
common field in a document on later editing. For example if there is a
common field (e.g,. client ID) in the documents and one is later opened and
edited by a a user then all of the documents would reflect that change when
subsequently opened.

As I write this I am beginning to accept that fact that my goal is a pipe
dream if left to my own abilities and may be downright impossible with Word.

Just the same I would appreciate any ideas. Thanks.

--
Greg Maxey - Word MVP

My web site http://gregmaxey.mvps.org


McCain/Palin '08 !!!

 

[Doug Robbins - Word MVP]

Hi Greg,

How about using a document containing content controls to each of which you
apply a bookmark and in the other documents use includetext fields that
reference the relevant bookmark in the document containing the content
controls. Any updating of course would have to be done in that document,
not in the documents containing the includetext fields.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Greg Maxey]

Doug,

Thanks for the reply. Unless I don't follow your thought process, I can't
see how your idea will work. I need a set of templates that will let me
create multiple "sets" of documents that all share common data fields.
Everyday I (not really me) may need to create several hundered new client
proposals that consist of a bundle of related documents. I could use a
UserForm to collect the common information and then create a new document
based on each template in the bundle and populate it with the UserForm.

Then I would edit or complete unique portions of each document before saving
the document in a unique folder.

All of this I think I could do.

Now if I open one of the documents (or even one called a master document)
and change one of the common fields I want all of the other documents
contain that field to update when they are opened or printed.

I see how your idea would work. I just don't see how I would customize the
includetext fields "on the fly" as new sets of documents are created.

Hi Greg,

How about using a document containing content controls to each of
which you apply a bookmark and in the other documents use includetext
fields that reference the relevant bookmark in the document
containing the content controls. Any updating of course would have
to be done in that document, not in the documents containing the
includetext fields.

--
Greg Maxey - Word MVP

My web site http://gregmaxey.mvps.org


McCain/Palin '08 !!!

 

[Doug Robbins - Word MVP]

Hi Greg,

I am not sure what you mean by "customize the
includetext fields "on the fly" as new sets of documents are created"

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Jules]

Hi Greg,

Use the CC's as a data list stored in the folder (MASTER sheet). Any
documents you call attach the same CC data master (SmithJ or 80111 or
whatever the naming convention). If one edits the CC data list it can
update on document open (macro reattaches the datasheet on opening and
updates all common CCs - also put a button on ribbon). That's what I do.


Jules

 

[Greg Maxey]

Doug, Jules

Ok. I'm lost. If it can be done how?

Say I have a folder C:\Clients

In this foder there are hundereds of subfolders C:\Clients\A, C:\Clients\B,
ect.

I have another folder that contains 15 document templates. One is a master
for collecting common data elements used in the other 14 documents.

I open a new master document and enter the common data in a user form the
common data is then populated into 14 new documetns that are created with
the userform code. All the documents remain open after creation and the
user form code completes.

Now I edit document one and save it as C:\Clients\123456\Doc.A
I complete this process with the remaining 13 documents saving them
C:\Clients\12345\Doc.B, DocC, etc.

Later one I need to open the master document and change one of the data
fields. When "slave" documents are subsequently opened that change needs to
be reflected automatically.

Doug, by one the fly I mean I want this process to be automated. How will
the includetextfields know where to look for the text as new documents are
created.

Jules,

If your method would work then I will need some baby steps as to how to set
it up.

Thanks.

Hi Greg,

Use the CC's as a data list stored in the folder (MASTER sheet). Any
documents you call attach the same CC data master (SmithJ or 80111 or
whatever the naming convention). If one edits the CC data list it can
update on document open (macro reattaches the datasheet on opening
and updates all common CCs - also put a button on ribbon). That's
what I do.

Jules

--
Greg Maxey - Word MVP

My web site http://gregmaxey.mvps.org


McCain/Palin '08 !!!