Introduction

Producing reports or other documents has now become much easier and more efficient. By creating a file template containing bookmarks that correspond to room metadata or the active folder's field names, the system can automatically populate the bookmarked fields in the template file with the corresponding entry field values. This is also referred to as merging of metadata.

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

Create a file template

1. Create a file template in Word
2. Place the cursor where you want the bookmark to be included in the template file
3. Select Insert > Quick Parts > Field
4. Choose the Mail Merge from the Categories drop-down
5. Select MergeField in the Field names list
6. Type a $ sign followed by the name of the entry field inside curly brackets in the Field properties > 6a. To use room metadata add the room metadata ID followed by _Room inside the brackets, e.g. ${Projectno_Room} or ${Contractno_Room}
   6b. To use an active folder field add field name, e.g. ${EntryID} or ${Title}
7. Click the OK button to add the bookmark to the template

Note: 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. 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".
• The field is case sensitive.

Common fields that are created automatically in Interaxo Project, such as «Owner», «Created» or «Created by», can be inserted in the template file by using the following bookmarks:

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

Upload the file template to Interaxo Project

1. Upload the template you created to File templates using the Interaxo Project Admin client
2. In the Interaxo Project Web client, create an entry which will be merged with your template file
   
   Note: Create the entry and save it before you upload the template file as an attachment to the entry
   
   
3. Navigate to the desired entry
4. Click the New > File from template button 
5. Select the appropriate file template
6. Enter a file name for the document
7. Tick the «Copy metadata from entry to template» check box and
8. Click the Ok button
9. Verify that the new report has been created as an attachment to the entry

Change bookmarks in a template file

1. Select the bookmark you want to change
2. Right-click and select Enable / Disable Field Codes
3. Rename the bookmark

• Example: {MERGEFIELD $ {Change this} \ * MERGEFORMAT}

4. Right-click again and select Update Field
5. Save the file and upload it again under File templates in the Administration client

Note: Discrepancies between different versions of MS Word may occur