Single Document Assembly -- Suggestions Wanted

[EHPorter]

I am converting over from WordPerfect, and would like some advice on the
best way to structure single document assembly -- should I use VBA, merge
functions, or something else? The data I use is in Access, but I do not do
the traditional "mail merge" type operation involving multiple recipients.
Generally, what I wish to do is create a single document relating to a
single Access database record -- for example, a legal pleading that takes
information on the case title, the name of the opposing attorney and the
like from a single Access record. Sometimes, I might need to produce
"merges" of up to three or four Access records (to send to three or four
opposing attorneys), but that's it. I do not need to merge to a long list
of Access records -- one is customary, and four is about the max.

Since that's sort of an unclear question, let me explain why I am asking
it.

WordPerfect has a very complex programming language that can be imbedded in
merge documents. Word does not, using VBA for this purpose. In
WordPerfect, merge is the ideal vehicle to create a single document from a
database file.

What I want to know is whether this is true in Word is well. Or, is there
some other way that it is preferable to set such things up?

What I'm really looking for here is conceptual guidance on how I should be
looking to structure things.

Thanks for any input.

 

[Charles Kenyon]

I have considerable experience (old WP 5.1) with WP's merge and macro
languages. I respect them and miss them. Nevertheless, in Word I routinely
create multiple single documents using mailmerge and a database file. You
can not, though, easily merge to multiple database files to create a single
document. (Note, database files, not records within a file.)

I create pleadings, letters, envelopes, etc. doing this. It works.

Note also the use of AutoText and of the IF field in doing merges. It gives
much of the flexibility you are seeking.

To really get a grasp on Word's mailmerge capabilities, take a look at the
pages linked from <URL:
http://www.addbalance.com/word/wordwebresources.htm#mailmerge>, especially
those from Cindy Meister. Also take a look at the mailmerge FAQ on the MVP
FAQ site. <URL: http://word.mvps.org/FAQs/Mailmerge.htm>

I also have a macro that I put on my merge toolbar that breaks the merge. It
converts all merge fields to their results and deletes the merge header in
the document converting it into a non-merge document. I do this because I
use a general database that contains all my cases for the merge, merging
only one record at a time. When I add records to the database and then
reopen the merged document, if I haven't broken the merge, the reopened
document will show data for another client and I'll have to find the first
one again.

What follows is general advice on making the move from Word Perfect to Word.
Word and Word Perfect work very differently from one another. Each program's
methods have strengths and weaknesses; but, if you try to use one of these
programs as if it were the other, it is like pushing on a string! You can
easily make a lot of extra work for yourself. If you are unwilling to take
the time to learn to use Word's methods, you should stick to using Word Pad.
You'll have a lot less grief, although you'll miss out on a lot of raw
power.

See <URL: http://www.addbalance.com/word/wordperfect.htm>
<URL: http://www.mvps.org/word/FAQs/General/WordVsWordPerfect.htm>
<URL: http://www.mvps.org/word/FAQs/General/TipsAndGotchas.htm>
<URL: http://www.mvps.org/word/FAQs/General/RevealCodes.htm>
<URL: http://www.mvps.org/word/FAQs/General/WordPerfectConverters.htm>
<URL:
http://businesssoft.about.com/compute/businesssoft/library/blconvert.htm>
for information on Word for Word Perfect users.

For more:
<URL: http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm>
<URL: http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart1.htm>
<URL: http://www.addbalance.com/usersguide/templates.htm>
<URL: http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm>
<URL: http://www.addbalance.com/usersguide/styles.htm>
<URL: http://www.mvps.org/word/FAQs/Customization/WhatTemplatesStore.htm>

In Word 2000 (or later) You can get the function keys to display in a
special toolbar at the bottom of the screen if you want (something like
pressing F3 twice in WP). The following macro will do this.
Sub ShowMeFunctionKeys()
Commandbars("Function Key Display").Visible = True
End Sub

Learn about Styles - really learn! <URL:
http://www.addbalance.com/usersguide/styles.htm> I resisted for years and
now regret every day of those years because although that string was still
very hard to push, it kept getting longer and longer, and had some very
important projects tied to it!

In Word Perfect macros are often used to reproduce text. In Word you want to
use templates, AutoText and AutoCorrect for this. You can use FILLIN and ASK
fields or UserForms to query the user. For some form documents, Word's
"online forms" work very well. For more about online forms, follow the links
at <URL: http://word.mvps.org/FAQs/Customization/FillinTheBlanks.htm>
especially Dian Chapman's series of articles.

I would not recommend using converted documents long-term. They will be
filled with formatting anomolies that will get you at the worst time. This
is especially true of any documents containing automatic numbering or
bullets. Try recreating form documents in Word using the following process:

In Word Perfect (if you still have it, in Word if not) save your files as
text files.

Use your converted files as references to show you how you want your
formatting to look.

Create a new document in Word and insert the text from the text file. Save
this new document as a Word template. Format it the way you want using
styles, not direct formatting. Save it again.

To use a template within Word, use File => New and pick your template. This
will create a new document for you.

And yes, you can use vba to program merges, but it starts from the vba
rather than from the merge.
--

Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

 

[EHPorter]

Thank you for your response. Pleadings are primarily what I want to create.
I am pleased to know that his is how you create them. I really wanted to
know if I was going down the correct road in looking at Word Merge as the
way to do this. As the articles you reference (which were very helpful)
point out, it's easy to be blinded by past practice and miss the advantages
of a new way of doing things -- I wanted to be sure that I was not just
going the Merge route because that's how I'd done it in WordPerfect.

But, Word Merge seems to be the way to go (Right?). One follow up question:

In WordPerfect's merge language, one advantage is that it allows assignment
of variables in an individual document. Thus, all the If . . . Then . . .
EndIf statements can be in one place, and multiple instances of the same
variable can be inserted with a {Variable} merge command. Word seems to
support this same function through VBA and the {DocVariable} Field. My
question:

Can one re-assign a Document.Variable for each document created in a
multiple document merge? If so, any handy code to do this?

Thanks for your input. Sorry if my inexperience makes this one of those
questions that cannot be answered. Right now, I'm trying to get a handle
more on how I can and should set up the WordPerfect to Word conversion,
rather than actually getting the code written.

 

[Jose]

it's easy to be blinded by past practice and miss the
advantages of a new way of doing things

There may be an analagous but better way to do what you want, but
it would require a different approach to your data:

It sounds like you are now keeping various file data in one or
more Access databases, and are trying to figure out how best to
automate the selective use of certain fields in a Word document.
If you're wedded to Access, then you're on the right track.

You would be better off, though, by switching to a litigation and
lawyer tailored practice management system that is made to work
with Word. I have no affiliation with this organization, but
there is a program called Time Matters, which is a hugely
functional program that is far more flexible and powerful than
typical home-grown databases. You can set up "merge templates"
and "formattable clipboards" that will do precisely what you are
looking to accomplish, without needing to learn or apply VBA.

There are, of course, other benefits to the program, but I'm
focusing just on your objectives.

 

[Charles Kenyon]

You might use a Fill-In or Ask field for data that is for a particular
record but not included in your data file. Note that the way I do merges is
not to produce 10 documents for 10 different clients/matters in a batch but
rather to use merge to fill in and produce a rough/final draft in one matter
at a time. I generate a new document from a template, which document is
connected to that database because the template is connected. I just get the
particular record displayed on the screen, make any modifications needed,
print, and save the document. I don't actually merge to the printer or to a
separate document.