How can I maintain a document with info for different locations.

[Pyramid 36]

Using MS Word 2003

I'm trying to set up an Employee Handbook that will have the following
characteristics:

* When finished editing, the user should be able to save or print a separate
version for each entity.
* Each entities version will include information that applies to all
entities as well as information applicable only to that entity.
* Approximately 95% of the information the final document is the same for
each entity.
* All the document files will be maintained on the same computer
* The document is currently maintained by the same person.

I've looked at using a Master Document, but I can't see a way be able to
select different files for a specific section.

Thanks in advance,

 

[Graham Mayor]

What do you mean by 'entity'. What sort of differences do you envisage? How
are the differences determined?

--
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Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Pyramid 36]

An entity is a different organizational unit, usually in a different physical
location and frequently in a different state. How that affects the document
is that there are some HR policies that may be differnet from one location to
another. The policy will be in the same place in the Handbook, but the
verbiage will be different for each location.

 

[Graham Mayor]

God help the employees if this gibberish extends to the content of the
document. This takes us no closer to discovering what exactly you want to do
in this document. Can you please try again - in English - bearing in mind
that we haven't the first clue how your organisation is setup and what you
mean *exactly* by entity. What *exactly* do you want to appear in this
document and when? Give us an example of how it is supposed to work.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Pyramid 36]

Mr. Mayor,

I respectfully request that you refrain from responding any further to my
request for information. My reply to your question was made in good faith
and if it was not sufficiently clear, I aplogize. However, I've never known
sarcasm and ridicule to be effective or helpful in problem solving.

Your participation in this thread underscores the truth in the adage "If
you're not part of the solution, then you're part of the problem." so please
don't waste any more of your effort and my time.

Respectfully,

Ken

 

[Tom Willett]

I don't see any sarcasm and ridicule in his reply. But I do in yours.

: Mr. Mayor,
:
: I respectfully request that you refrain from responding any further to my
: request for information. My reply to your question was made in good faith
: and if it was not sufficiently clear, I aplogize. However, I've never
known
: sarcasm and ridicule to be effective or helpful in problem solving.
:
: Your participation in this thread underscores the truth in the adage "If
: you're not part of the solution, then you're part of the problem." so
please
: don't waste any more of your effort and my time.
:
: Respectfully,
:
: Ken
: --
: "Pyramid 36" Ken
:
:
:
: "Graham Mayor" wrote:
:
: > What do you mean by 'entity'. What sort of differences do you envisage?
How
: > are the differences determined?
: >
: > --
: > <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
: > Graham Mayor - Word MVP
: >
: > My web site www.gmayor.com
: >
: > <>>< ><<> ><<> <>>< ><<> <>>< <>><<>
: >
: >
: > Pyramid 36 wrote:
: > > Using MS Word 2003
: > >
: > > I'm trying to set up an Employee Handbook that will have the following
: > > characteristics:
: > >
: > > * When finished editing, the user should be able to save or print a
: > > separate version for each entity.
: > > * Each entities version will include information that applies to all
: > > entities as well as information applicable only to that entity.
: > > * Approximately 95% of the information the final document is the same
: > > for each entity.
: > > * All the document files will be maintained on the same computer
: > > * The document is currently maintained by the same person.
: > >
: > > I've looked at using a Master Document, but I can't see a way be able
: > > to select different files for a specific section.
: > >
: > > Thanks in advance,
: >
: >
: >

 

[Suzanne S. Barnhill]

I would think there might be some way to combine IncludeText fields and
document properties for this purpose. For example, suppose you had a
document for each entity that included all the variable bits, each one
bookmarked appropriately. The bookmark names for the corresponding bits
would have to be exactly the same in each document. The filename of the
document would reflect the name (or some brief ID) of the entity.

In your generic manual document, you would create a custom document property
for the entity name. Then you would use an IncludeText field that contained
a DocProperty field in place of the document filename. To customize the
manual for a specific entity, you would change the custom document property
to the ID for that entity (which is the filename of the related document)
and then update the IncludeText fields so that they would point to the
bookmarks in the related document.

For more on IncludeText fields, see
http://word.mvps.org/FAQs/TblsFldsFms/includetextfields.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org