Trying to link to text in Word doc

[Rogerbid]

Hi, I hope someone can help! I shall try to keep this brief and to the point!

I have a Word .doc (titled Document Register) which is a table of the controlled documents in our Quality System, and the first 2 columns of the table contain a document date and a revision issue number. Each of the documents has this date and number in the Header.

I want to use a hyperlink in the columns of the table that 'reads' the date and revision number from each document and updates itself whenever the document is revised.

I have had some measure of success by copying the relevant text from the header and pasting it using Edit - Paste Special - Paste Link but it seems to be very erratic. Sometimes it will update, others it wont!

Is there anything special I should be doing to achieve this goal?

Thanks, Roger

 

[Rogerbid]

Sorry, I really should have said what happens when the link will not update! After clicking on Edit - Update Link I get a message saying 'Objects in this document contain links to files that cannot be found. The linked information will not be updated.'

As I say, there are occasions when the link updates as intended!

Thanks Roger

 

[rvnguy]

Rogerbid,

See if I got this correct: this table/doc links a user to the documents contained in your system.

If I got this correct, then when a Quality doc is revised the new updated doc is available, what about the old doc, is it still there? If not, cause for link not found.

Aside, the revision history should be part of your system and old docs should be maintained along with a revision sequence, usually as part of the doc. A requirement for 6-Sigma implementations.

If the above is the case, Try leaving the old doc there along with the revised doc. You should not get the same message.

Please post back with results.

rvnguy
"I know everything..I just can't remember it all

 

[Rogerbid]

Hi rvnguy, Thanks for the reply. My comments are added below in blue.

Rogerbid,

See if I got this correct: this table/doc links a user to the documents contained in your system. [blue]The link is not so much for the benefit of users, more as a safeguard against me slipping up and failing to update the Document Register! [/blue]

If I got this correct, then when a Quality doc is revised the new updated doc is available, what about the old doc, is it still there? If not, cause for link not found. [blue] In my amateurish way, (I am not a “quality” trained person!) when a document is changed, the new document is saved with the existing document title/filename so I would have expected the link to still be found. The superseded document is saved with the filename and the words ‘Rev 4’, or whatever, added thus maintaining a history of its evolution. [/blue]


Aside, the revision history should be part of your system and old docs should be maintained along with a revision sequence, usually as part of the doc. A requirement for 6-Sigma implementations.

If the above is the case, Try leaving the old doc there along with the revised doc. You should not get the same message.

[blue]I have tried successfully to do what I want with test documents and a test register but whenever I try to apply the same principles to my actual documents and register up comes the message and it all falls in a heap!!! [/blue]

Please post back with results.
rvnguy
"I know everything..I just can't remember it all"
[blue] I appreciate you taking the time to assist and if you can think of a better way to achieve my goal I would be pleased to hear. Quality is only a part of my duties, but maybe the answer is to be more disciplined and to be diligent in updating the Doc register manually! This was one of the few items picked up during an audit to ISO9001:2000 last week!

Thanks again, Roger [/blue]

 

[rvnguy]

Rogerbid,
Just a couple more clarifications:

I have tried successfully to do what I want with test documents and a test register but whenever I try to apply the same principles to my actual documents and register up comes the message and it all falls in a heap!!!

Is your test base located in the same location as the actual? i.e. both local or both on a server. Reason if it works as a test it should also work live. What are the variances?

when a document is changed, the new document is saved with the existing document title

If this naming convention is satisfactory, if you get it to function with the original name & it remains that name it should continue to function. My confusion here is that your orig post talked about coping relavant text and pasting to hyperlink. Question: if the filename/link to it stays the same name why copy paste etc?

I must be missing something. It appears that you are doing the correct things.

But as you can get it to work in a test environ, you must have it correct. Think focus should be on how the actual differs.

rvnguy
"I know everything..I just can't remember it all

 

[Rogerbid]

Hello again, thanks for replying so quickly!

Yes, the test files are in the same location (on the Server) and on the face of it I cannot see any reason for the 'real' thing falling over. The genuine documents are password protected though - do you think that could have a bearing on it? I don't really think so though, because on rare occasions a trial using the actual documents has worked briefly, and later, after a second change, the error message has appeared.

I think the fact you have told me I seem to be doing everything right is all I can ask of you, otherwise I could be taking up a lot of your time. I shall persevere and see if I can make sense of it.

Thanks again, Roger

 

[fumei]

when a document is changed, the new document is saved with the existing document title/filename so I would have expected the link to still be found. The superseded document is saved with the filename and the words ‘Rev 4’, or whatever, added thus maintaining a history of its evolution.

This is a little confusing to me. On one hand it seems the changed document filename IS the same, but on the other hand there is "Rev4" added - in which case it is NOT the same. Please clarify.

OK, if I understand correctly:

You have a Word table with the document name, a date of the last save and the Revision Number. How are you getting the "hyperlink" to "read" the revision number? You have the quoatation marks in your post - appropriately, as I fail to see how a hyperlink will "read" the revision number of a file and display THAT. Could you explain?

Gerry

 

[Rogerbid]

Hello Gerry,

Thanks once more! I am sorry that I seem to be adding to the confusion.

Firstly, I confess I stated that I am already doing something which I only plan to do!! Anxious to allay your fears concerning [blue]the revision history should be part of your system and old docs should be maintained along with a revision sequence, usually as part of the doc. A requirement for 6-Sigma implementations [/blue] I told you the old document had the Rev’n number incorporated in the filename. In actual fact, this is what I now propose to do .

For the current exercise I do not in fact rename the file in any way at all. In the past, for the purposes of our Document Control, I have incorporated a date into the filename, e.g. Internal Review Report (IRR) 190905.doc so a subsequent revision would then be named Internal Review Report (IRR) 061205.doc and the previous version moved to a separate folder for superseded documents. I had anticipated that this may interfere with a hyperlink and that was when I decided in future to change the filename and omit the date, so it would always remain constant.

The text I am taking from the documents is contained in a header and, to put it in the Document Register, I simply highlight the text, Copy it and in the Document Register go to Edit, Paste Special, Paste Link, and select the unformatted text option.

Have I clarified it at all for you?

I apologise if I have made this so much more complicated than it need be, and will understand if you wish to surrender!!

With thanks and best wishes, Roger

 

[Rogerbid]

Gerry - One final thought! I have just tried a simplified trial with a single document and encountered the same problem.

I right clicked on the pasted text (in the Document Register) and then on Linked Document Object, and Open link. I came to a dialogue saying: "Microsoft Office Word can't start the application required to open this object. An error occurred and this feature is no longer functioning properly. Would you like to repair this feature now? Yes/No".

I selected "Yes" I got a box advising it was Installing Application Server. After asking for the original CD it appeared to finish the repair but I then got another dialogue saying "This object was created in Word. This application is not available to open this object. Make sure the application is properly installed and that it has not been deleted, moved or renamed. OK." Clicking OK simply returned me to my document register.

It therefore seems to me that I have a corrupted installation of Word. If you agree with this, do you suggest I simply delete Office and reinstall it?

Thanks. Roger

 

[rvnguy]

Rogerbid,

We do not surender that simply. Not to worry, this is what a forum community if about.

If this is for your use only, and your test has always functioned; first backup all these docs to somewhere, and try the actual files with the docs not protected, "not read only to see if all is well with that.

If you, however, need future protection get with your net admin or IT guy or??? and set this in a server folder that provides for "read & excecute" access for other users and full access rights for you. I assume here that this is a MS network of some vintage.

This would provide read & excecute access to other users without needing to set the actual document as RO. Just one of the nice features of a network.

rvnguy
"I know everything..I just can't remember it all

 

[rvnguy]

rogerbid,

It looks like whatever was installing also needed to make some changes to the root application, MSWord in this instance.

As you had word open it could not access it.

Then again I could be mistaken.

rvnguy
"I know everything..I just can't remember it all

 

[Rogerbid]

Hi Gerry,

I note your comment about not surrendering - I appreciate it but wanted to give you an opportunity to bale out!!

I understand what you are saying in your second post about Word being open, but cannot think of a way to trigger the repair without actually running Word. Before I start messing with the protected documents I think I will try a reinstall of Word but, as I have an appointment to get to, this will have to wait till tomorrow morning.

As for my "net admin or IT guy or???" - only one problem - that is me! We are a small company and most of us wear ill-fitting hats of one sort or another! You can already tell I am not much good as an IT guy!!

I'll get back to you when I have tried reinstalling Word.

Thanks, Roger

 

[fumei]

You are not answering questions.

I asked about the statement you are using a hyperlink. If what you are saying in the last posts is correct - this has absolutely NOTHING to do with a hyperlink. It has nothing to updating anything at all.

As far as I can see you are grabbing text froma document, and putting it into another.

It is relevant that you are grabbing it from a header. I am assuming you mean a real Word Header.

Look walk it through cleanly for me, because this does not seem all that weird, or difficult.

You have a bunch of documents.
Each document has, in the Header, the Revision Number...

STOP! Is this done with a Field?

You have another document that contains a table that lists documents. In the table is the CURRENT revision number of a specific document.

OK.

So here is what I did.

I made a document with a table.
The table has three columns, Filename, Last Save Date, Revision Number.

I use FileSystemObject to loop through all documents in a folder, and put the Filename, LastSavedDate, and the Revision Number into the table...and so on, for each document.

I am trying to figure out what the problem is.

WHY are you copying and pasting?????



Gerry

 

[Rogerbid]

You are not answering questions.
[blue] Firstly let me apologise! I am so sorry I did not read the headers of the last few replies and believed I was still getting assistance from just the one contributor. I mistakenly thought rvnguy had changed to signing his messages as Gerry. No offence to either of you guys! I was not thinking straight, sorry! [/blue]

I asked about the statement you are using a hyperlink. If what you are saying in the last posts is correct - this has absolutely NOTHING to do with a hyperlink. It has nothing to updating anything at all. [blue] Woops, I misused the word Hyperlink! I was following instructions from Microsoft Office Assistance and there was mention there of the ‘Paste as Hyperlink’ command and I got the word in my mind! [/blue]

As far as I can see you are grabbing text from a document, and putting it into another. [blue] Correct [/blue]

It is relevant that you are grabbing it from a header. I am assuming you mean a real Word Header. [blue] Yes it is a proper Header [/blue]

Look walk it through cleanly for me, because this does not seem all that weird, or difficult.

You have a bunch of documents.
Each document has, in the Header, the Revision Number... [blue] correct [/blue]

STOP! Is this done with a Field? [blue] No, just as normal text [/blue]

You have another document that contains a table that lists documents. In the table is the CURRENT revision number of a specific document. [blue] That’s correct [/blue]

OK.

So here is what I did.

I made a document with a table.
The table has three columns, Filename, Last Save Date, Revision Number.

I use FileSystemObject to loop through all documents in a folder, and put the Filename, LastSavedDate, and the Revision Number into the table...and so on, for each document. [blue] Not sure what you mean by ‘I use FileSystemObject to loop through’ – A search on Google produced this link:

http://www.4guysfromrolla.com/webtech/faq/FileSystemObject/faq1.shtml?

If this is what you are referring to then I fear it is way out of my league [/blue]

I am trying to figure out what the problem is.

WHY are you copying and pasting????? [blue] Errr, because I thought that was what was required!! OK, I am beginning to realise I have gone about it the wrong way! [/blue]
Gerry

[blue] I shall not go ahead with the reinstall of Word just yet as it seems I need to take a step back and begin from the beginning again, by re-reading the Office Assistance instructions more closely! Thanks for all the help to date guys![/blue]

 

[macropod]

Hi Rogerbid,

From what I've read so far, what you need to do is to have the source document's header show up in your target document. For that you could use Word's INCLUDETEXT field in your target document in conjunction with bookmarking your source document's header. For example, a basic INCLUDETEXT field pointing to a bookmark would look like:
{INCLUDETEXT "C:\\My Path\\Source.doc" BkMrk}
where BkMrk is the bookmark name.

With such a field, setting 'update automatic links at open' (under Tools|Options|General) will cause any change to the bookmarked portion of the source document's header to be reflected in the target document.

In your later posts you say you plan to add the revision number to the filename for each version of your document. Presumably, your filenames will look something like 'Source_Rev0.doc', 'Source_Rev1.doc', 'Source_Rev2.doc' and so on. In that case, you'll need a way of modifying the document name in the INCLUDETEXT field so that it points to the correct document. For that, I'd suggest using a table with the INCLUDETEXT field in column A and the revision number in column B (you might even want column headers). Then you could code the INCLUDETEXT field like:
{INCLUDETEXT "C:\\My Path\\Source_Rev{=B1}.doc" BkMrk}
where {=B1} is a formula field and B1 is the cell containing the revision number.

You could even extend this to having a 3-column table with the base source filename (ie 'Source_Rev' with no revision numbers) in column A, the revision number in column B and the INCLUDETEXT field in column C. For this you could code the INCLUDETEXT field like:
{INCLUDETEXT "C:\\My Path\\{=B1}_Rev{=C1}.doc" BkMrk}
where {=B1} and {=C1} are formula fields, B1 is the cell containing the base source filename and C1 is the revision number.

And here's a really neat trick: Suppose you open your target document and see that one of the source document headers needs updating. Simply, edit the header text in the target document and press Ctrl-Shift-F7 to apply the change to the source document! No need to open the source document to make the update.

As with all Word external link fields, the only significant issues to watch out for are:
1. Paragraph styles that exist in both the source and target documents take on the style formatting that's applied in the target document (ie your source document headings are liable to be reformatted in the target document); and
2. If you move the source documents to another folder, the links will break.

Cheers

 

[Rogerbid]

Hi Macropod,

Thanks for joining the thread! I am having trouble even creating an INCLUDETEXT bookmark that works so will work on a trial and error basis until I master that and then work thorough the rest of your post!

Your post seems like it will be very helpful once I have mastered the INCLUDETEXT field and bookmarks, and I will write back again when I have made some progress.

Thanks again, Roger

 

[macropod]

Hi Roger,

Just to clarify, you bookmark the header in the source document. Then you use the bookmark name in the INCLUDETEXT field in the target document.

You might also need to add the '\!' switch (eg:
{INCLUDETEXT "C:\\My Path\\Source.doc" BkMrk \!}
) to stop the INCLUDETEXT field erroneously cross-referencing previous or other instances of the 'imported' bookmark name in the target document. This will be especially important if you start using the suggested revisions approach.

Cheers

 

[Rogerbid]

Hi Macropod,

Thanks for the follow up! I have had a very frustrating day at work, succeeding with 3 Bookmarks, but failing miserably to create a fourth! Every time I think I am repeating what I did with the first 3, but I am confronted with a message saying 'Error! Bookmark not defined.'

Hopefully a fresh start in the morning will bring greater success, but right now I cannot think what it is that I
Thanks again, Roger

 

[Lilliabeth]

We do something very similar where I work (except no headers are involved) and we use paste link, and have zero problems and, of course, it is incredibly simple. Is Roberbid's problem entirely because the date is in a header?

 

[Rogerbid]

Hi Lilliabeth

The location of the selected text is not critical and if taking it out of the Header will solve the problem then I would happily make this change. If you have a moment, can you please explain what you mean by "we use paste link"?

Meantime, once the early morning tasks are out of the way I shall return to my problem of yesterday afternoon - trying to get a fourth bookmark to work!!

Thanks to everyone for their continued interest and for the assistance so willingly given!

Roger