Overview

This particular field type allows for the dynamic generation of a Microsoft Word document by utilizing the data stored within the SmartSimple platform. Essentially, it enables users to create Word documents that are automatically populated with relevant information from SmartSimple, streamlining document creation and ensuring accuracy.

Setting up a Word Merge within SmartSimple requires following a structured three-step process to ensure that the documents are correctly configured and integrated with the system’s data.

1. The first step involves creating the Microsoft Word document that will act as the template. This template serves as the foundation for the merge process, containing placeholders or merge fields that correspond to the data points in SmartSimple you want to include in the final document.
2. Once the template document is prepared, the next step is to upload this Word document into a SmartFolder within SmartSimple. This allows the system to access the template and use it as the source for generating merged documents.
3. The final step detailed on this page is the creation of a Custom Field Type known as the Special - MS Word Merge custom field. This custom field is designed to map the specific SmartSimple fields that will be merged into the Word template. By configuring this mapping, users ensure that the correct data from SmartSimple is inserted into the appropriate locations within the Word document during the merge process.

Set Up: Creating the Field

Setting the Values

Having created the Word document to be utilized as the template (step 1) and uploaded it to a SmartFolder (step 2), you may now proceed to step 3: the creation of the MS Word Merge custom field that will dynamically populate the document.

• In the Values section, the form fields established in the MS Word document are assigned by name to the corresponding SmartSimple Field Names or Field IDs. The syntax is Mergefield = @SmartSimple field name@; where Mergefield represents a Bookmark assigned to a Form Field in step 1.

Examples:

signatory=@me.fullname@;

or

datesigned=@#565346#@;

• Each Form Field on the MS Word Merge Document should be represented on a separate line in the MS Word Merge Field Values section, with each line concluding with a semi-colon.
• The variables utilized for the MS Word Merge are identical to those for a Web Page View Field and can be found at Web Page View Field Variables.
• Only fields containing text are eligible for use in the Word Merge. Please be aware that image fields, file fields, etc., cannot be utilized.
• Rich Text fields are unsuitable for inclusion in MS Word Merges due to the additional encoding required to support formatting.
• The order of the variables is not significant, as the variables are matched using the bookmark name.
  • The only exception occurs when SmartSimple variables are merged into a Word table; in that case, the table references must be positioned at the end of the list of Values.
• It is possible to assign multiple fields from SmartSimple to a single MS Word form field, along with additional text and characters:

time=@starth@:@startminute@ @startpmam@; 

 

This would display in the format: "12:35 pm" in the time form field.

or

contractdetails=@duration@ with a monthly fee of $@monthlyfee@; 

This would result in "24 months with a monthly fee of $200" in the contractdetails form field.

• You may include <!--hideifnotfound--> preceding variables that may not be present to ensure that nothing is displayed, rather than the variable name.
  • An example would be monthlyfee=<!--hideifnotfound-->@monthly fee@;
• You can incorporate HTML code within tags. The SmartSimple Word Merge engine will apply the HTML formatting to the value before merging it into the Word document.
  • Please note that HTML code will only function when merging to a single record, not for the batch merge mode.
  • Example:

bookmarkname=[#(?object=activity)~Index~#] 

•  
  • You may utilize the following special characters in this section to control the output on the MS Word Merge document:
    • ^p = Line break
    • ^t = Tab

Custom Field IDs

You can utilize the Extract IDs and Display Field Names links in this section to display the associated Field IDs and Field Names.

Folder/File

You are also required to specify the file contained within the SmartFolder, as outlined in the preceding step, of the MS Word document.

Generating the Document 

• To generate the document while viewing or editing a record, simply click the button associated with the MS Word Merge.
• The document will be dynamically created with the addition of the SmartSimple data.
• Note: If the user wishes to edit or retain the document, they may need to utilize the MS Word Save As feature. Certain browsers may render it as read-only initially.
• Please remember to check the file size, as header and footer images may disrupt the document merging process.

Field Options

The options listed below are specific to this particular field type.

• Value - This allows the form fields created in the MS Word document to be assigned by name to the corresponding SmartSimple Field Names or Field IDs.
• Custom Field IDs - You may utilize the Extract IDs and Display Field Names links in this section to reveal the associated Field IDs and Field Names.
• Button Label: This is the text that will be displayed on the button of the field. If no text is provided, the system will default to a standard label. For Word Merge fields, the default label is "Open".
• Folder / File - The target file housed within your SmartFolder.

See Also

To establish a Word merge:

• Step 1 - Create the MS Word document that will serve as the template.
• Step 2 - Upload the Word document to a SmartFolder.
• Step 3 - Create a Special - MS Word Merge custom field.

Advanced Word Merge Features Include:

• Exporting List View Results to Microsoft Word
• Uploading an MS Word Merge Document to a Custom Field
• Including Tables in a Word Merge Document
• Using ReportProperty with a Word Merge Document
• Incorporating Check Boxes in an MS Word Merge Document
• Including XML in an MS Word Merge Document
• Applying Conditional Logic in an MS Word Merge Document

Uploading a Word Merge Document to a SmartFolder

Adding Form Fields to an MS Word Document