Introduction

Producing reports like Minutes of meeting, Change orders etc. has now become much easier and more efficient. By creating a file template containing bookmarks that correspond to the active folder's field names, the system can automatically populate the bookmarked fields in the template file with the corresponding entry field values.

Currently, the only file type supported is Open office Word (.docx).

Functionality

Create a new report by merging metadata to a file template by performing the following steps:

1. Create a file template in Word
2. Add bookmarks to the template 
3. Upload the template to File templates using the Interaxo Admin client
4. In the Interaxo Web cklient, navigate to the desired entry
5. Click the New > File from template button 
6. Select the appropriate file template
7. Enter a file name for the report 
8. Tick the Copy metadata from entry to template check box and
9. Click the Ok button
10. Verify that the new report has been created as an attachment to the entry
11. If editing an existing report, you will be asked to create a new version or a new copy when saving it
12. Notify recipients if expedient
    
    

Bookmarks

Common fields

Common fields that can be used as bookmarks are:

• CreatedBy
• Created
• ChangedBy
• Changed
• CurrentDate
• CurrentUser
• Owner
• RoomShortname
• RoomTitle
• RoomDescription
• CommunityId
• CommunityName
• CommunityProject
  
  

Custom fields

Navigate to the active folder in question and open it. Column headings in the entry list view represent available metadata field names.

The main rule for converting metadata field names to bookmarks is simple:
Use the same name but remove all non-alphanumeric characters like dots ("."),  blanks (" "), hyphens ("-") and other special characters.
Note: Scandinavian characters in custom field names are supported.

Example:
Suppose you have a custom field called "Tel. No." in the folder definition. The corresponding bookmark will then have to be named "TelNo". 

How to create bookmarks in a template file

Word template

When editing the word template file, create bookmarks by

• placing the cursor where you want the bookmark to be included in the template file
• selecting Insert > Quick Parts > Field
• choosing the Mail Merge from the Categories drop-down
• selecting MergeField in the Field names list
• typing a $ sign followed by the name of the entry field inside curly brackets in the Field properties > Field name field, e.g. ${TelNo}
• clicking the OK button to add the bookmark to the template

Bookmarks can be changed in the Word template by performing the following steps:

• Select the bookmark you want to change
• Right-click and select Enable / Disable Field Codes
• Rename the bookmark
  Example: {MERGEFIELD $ {Change this} \ * MERGEFORMAT}
• Right-click again and select Update Field
• Save the file and upload it again under File templates in the Administration client

Note: Discrepancies between different versions of MS Word may occur