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Word Fill-In Fields 2

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Imagineer

Imagineer

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Mar 28, 2000
43
US
I have a form with several Fill-In fields. This is saved as a template. Whenever I open a file created with that template then Word cycles throught the Fill-In fields twice and does not remember the previously entered and saved values. How do I get Word to ask once when the file is created then retain those values?

TIA,
 
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TIA,
Did you bookmark the "ask" field for each question more than once? Did you write a macro to prompt for them?

If you save your document with all of the ask fields empty as a template, it will automatically ask you to fill them in upon creating a new document based on the template.

So, if you have also asked for them in another way, it is asking twice.

Please post back with more details of what fields/prompts you are currently using. Thanks.
AngO
 
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I was using the "Fill-In" field. Just found "Ask" in Word's help file. Ask with the /o option only asks once. However, it doesn't "display" the response. To get that I have to reference it's bookmark. That reference is then "display" only. If a mistake is made, I have not found a way to change the information in the bookmark.

What I would like is a object which prompts the user only when the document is created for an "initial value"; displays the value in the document; can be referenced elsewhere in the document; and the user can change by typing over the original location.
 
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Imagineer,
The ask and ref codes will allow you to do everything you are asking except the final one - "the user can change by typing over the original location". Each method I can think of will also have a problem with that request.

Because of the nature of Word - there is no "permanent" location the computer can look at to retrieve the information. Word uses Bookmarks, which can move, so the have to be manually updated.

If you wish to use the ask and ref codes. Ask prompts with the question (and uses a bookmark); Ref places the answer somewhere in the document based on the ask bookmark. This allowing you to ask the question only once, but place it in many locations. When you need to change it, select all, and update with F9.

Back to your original question - about it prompting you twice; does it put the answer in twice, or replace the first set?

AngO
 
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Actually, a bookmark by itself would work if I could find a way to prompt for all of the bookmarks when the document was created. Yes, the bookmark can move as text is inserted before it but whatever is in the bookmark is what gets referenced.

This specific application is a document template with a header containing standardized things like client, title, dept., project, revision, etc. Those bookmarks then get reused in the body of the document. I was just trying to find a way to lead a user through all of them with prompts. I would like to automate/standardize the process but I have users with "reservations" if things get to technical for them...

Thanks for your help so far,
Imagineer
 
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As you know a bookmark by itself does not display information. You could use it with a reference to the bookmark. Again, it would not update the rest of the document automatically, you would need to select all and update like before. I am also not aware of a quick way to make it prompt the user on new/open.

It sounds like ask and ref are the fields I would use in your situtation. If they are all stored "empty" in a template, the document will prompt on new/open.

If people need to update after they have created the new document the could have 3 options:
1. create a new document based on the template again. (Easiest Solution)
2. select all (Ctrl A) and press F9
3. you could record a macro that would do #2, so all they need to do is click on the button.

Have you used ask and ref fields before? Would you like more specific instructions on how to use them? Are you leaning towards another method? Please let me know what you think. - I'll try to help.
AngO
 
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As I understand it, a bookmark has two definitions. One is that it simply defines a "region" in the document. Anything in that "region" is then displayed when referenced. The second meaning is a user-defined variable.

I've switched everything over to ASK fields and references. It however doesn't prompt me when I create a new document and all of the references have "Error! Reference source not found." Ok, how do I access the data in the ASK field to clear them out. I've updated them and deleted anything in them. That didn't work. I tried again, this time hitting cancel at each prompt. That didn't work either. So, now I have no information that I can see and I still have errors. When I do an update, it prompts me with the previous information that is different from the default text. I've also tried it without any default text. Arrrrgggggghhhhhh.
 
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I'm trying to automate some header information in this template not the entire document. Outside of the headers, the user is free to type whatever they want. I don't want to use form fields because that restricts the user to only my preset fields. I think what I want to do is closest to your "Easy Guided Forms". Although I haven't quite figured out how you are using Macro buttons. [ponder]
 
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Q1) What do the Macro Buttons do other than direct the user to "TYPE HERE"?

Q2) Do you see a use for form fields in my application that I don't?
 
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No. You're probably right in that you don't need the Fill-In Forms.

However, you *could* have a little piece of code that, upon Document_New (because you'd be using a template here, right?), it would automatically View-Header and Footer, and your user would be right there where your macro button fields are. And, no, they don't do anything but give a spot that gets overwritten. Hang tight. I'm working on a solution for you. If you want, you can email me and I can send you a sample (or anyone that requests it). That would be easiest.
 
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Where do the headers go? Are you entering the info just once?

If so, set your document page layout to *different first page*. Don't PUT the first-page header stuff IN a header, just put it at the top of the page as fill-in form fields. Put all your bookmarks where ever needed. Then, AFTER your form fields, hit return once, then Insert-Break, Section break-continuous. Then, you protect the doc for forms and ONLY protect the first section.

Can you dig it?
 
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Imagineer & Dreamboat,

Sorry, had been away on business with no internet access.

Looks like Dreamboat has been giving good advice :)

The error message you are getting would lead me to believe that the bookmark that is referenced in the ask and ref fields don't match. So, you are filling in the "answer" in a location it can't find.

Try going to Tools, Options, View, Field Codes. Turn them all on temporarily, so you can see them all display on the screen and make sure the are referencing the same place.

Dreamboat, Checked out your site over the weekend - Looks great!

AngO
 
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Re:placement of headers. Unfortunately, they really need to be headers which is what got me involved in the first place. The "original" template didn't use headers and footers at all. The users were manually copying and spacing. As I got into converting this to headers and footers, I noticed that they used portions of the header text in the document (things like Procedure Number and Procedure Title). I was hoping to encourage the "enter-it-once" attitude.

Hmm.. good tip on locking only sections. I wonder if I could lock only the header...
 
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AngO,
Have been doing that. The names in the ask and ref fields were exactly the same. (Sort of had to be because I copied and pasted. [pipe])
 
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Re:placement of headers. Unfortunately, they really need to be headers which is what got me involved in the first place.

Right--but cannot the first page be regular and your bookmarks in subsequent headers? You cannot put form fields in headers. [surprise] The dorks!
 
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Yes, that is exactly what I am doing and why I want referenced objects. Hmmm, let me check on moving the first page header to the sheet itself. I still need the footer which is what put me in the "must have" mindset.

Ok, steps I'm going to try.
1) move header to page and adjust top margin accordingly.
2) Insert section break.
3) Lock the first section.

Do I need anything else?
 
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That was the solution to the problem. Works great.

[pc2]
Thanks,
Imagineer
 
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