Difference between revisions of "ProDon:Integrating a Word Document in the Database"

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{{Header_ProDon | | 4.6.5.7 | | Nadia Carrier | 2011/07/19 }}  
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{{Header_TOC}}<br>
  
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<br>
  
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== Introduction  ==
  
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== Introduction ==
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It is possible to integrate an existing '''''Word''''' document as master document in the software.
  
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== Creating a Master Document in the Database  ==
  
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From the software home page, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".
  
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== Creating a master document in the database ==
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The "Master document management" window will open, click on [[Image:Button add plus.png]].
  
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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|-
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|
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The "Add master document" window opens.
  
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|-
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| [[Image:Int. Word doc. in database 001.png]]
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|-
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|
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To configure a master document, follow the instructions in the section [[ProDon:Master Document Management#Main_Screen|"Master document configuration"]], of the "Master document management" procedure.
  
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== Getting the location of a master document ==
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|}
  
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<br>
  
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When the master document is configured, click on "[[Image:Button Check mark Confirm.png]] Confirm addition".
  
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== Saving a '''''Word''''' document as master document ==
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<br>
  
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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|-
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|
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The master document will then be in the "Master document management" window.
  
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| [[Image:Int. Word doc. in database 002.png]]
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|-
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|
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Take note of the file name that the database attributed to the document that will be produced in '''''Word''''' (In this example, the file name of the document is "LET_226".
  
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== Opening the master document from the software ==
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|}
  
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<br>
  
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After taking note of the '''''Word''''' document's name, close the software.
  
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== Obtaining the Location of a Master Document  ==
  
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 265px; height: 297px;"
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|-
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| colspan="2" | [[Image:Int. Word doc. in database 003.png]]
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''<span style="color: rgb(255, 0, 0);"><span style="color: rgb(0, 0, 0);">Right-click on the software shortcut that is on the desktop.</span></span>
  
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''<span style="color: rgb(255, 0, 0);"><span style="color: rgb(0, 0, 0);">In the menu, click on "Properties".</span></span>
  
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|}
  
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<br>
  
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 375px; height: 575px;"
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|-
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| colspan="2" |
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This window will open.
  
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{{Footer_ProDon}}
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|-
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| colspan="2" | [[Image:Int. Word doc. in database 004.png]]
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|-
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|
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''<span style="color: rgb(255, 0, 0);"><span style="color: rgb(0, 0, 0);">Select and copy the path inscribed next to "Start in".</span></span>
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|
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'''<span style="color: rgb(255, 0, 0);">D:&nbsp;</span>'''After copying the path, click on the "Cancel" button.
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|}
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== Saving a '''''Word''''' Document as Master Document  ==
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Open the '''''Word''''' document to save as master document.
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"Save as" the document.
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{| width="635" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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|-
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| colspan="2" | [[Image:Int. Word doc. in database 005.png]]<br>
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">E: </span>'''Paste the path copied [[ProDon:Integrating a Word Document in the Database#Obtaining_the_Location_of_a_Master_Document|earlier]]. Right after the path, type "\Master\Documents\", then add the file name the database attributed to the master document (the master document in the example is named LET_226).
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">F: </span>'''Click on "Save".
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|-
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| width="50%" colspan="2" |
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'''CAUTION: '''Do not use extension ".docx" of '''''Word''''' ('''''Word''''' 2003 or older versions).
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|}
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<br>
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Close the '''''Word''''' document.
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== Opening the Master Document from the Software  ==
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Open the database.
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Go in the "Master document management" by clicking on the "Mailings" menu, then click on "[[Image:Bouton document maître.png]] Master documents".
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 535px; height: 498px;"
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|-
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| colspan="2" | [[Image:Int. Word doc. in database 006.png]]
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|-
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|
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Select the master document created earlier.
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|
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''Click on the "[[Image:Button Open Editor.png]]" button.
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|}
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<br>
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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|-
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|
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The integrated master document opens.
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|-
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| [[Image:Int. Word doc. in database 007.png]]
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|-
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|
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''Insert the wanted merge fields. For more information concerning the insertion of merge fields, [[ProDon:Master Document Management#Creating_a_Document|click here]].
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|}
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<br>
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When the fields are inserted and the document is complete, save it using the "Save" function. The database will always keep the same document name and the same location. '''NEVER USE THE "Save as" FUNCTION.'''
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{{Footer_ProDon_Version|4.6.5.7}}<br>

Latest revision as of 07:40, 5 May 2016

Integrating a Word Document in the Database


Introduction

It is possible to integrate an existing Word document as master document in the software.

Creating a Master Document in the Database

From the software home page, click on the "Mailings" menu, then select "Bouton document maître.png Master documents".

The "Master document management" window will open, click on Button add plus.png.

The "Add master document" window opens.

Int. Word doc. in database 001.png

To configure a master document, follow the instructions in the section "Master document configuration", of the "Master document management" procedure.


When the master document is configured, click on "Button Check mark Confirm.png Confirm addition".


The master document will then be in the "Master document management" window.

Int. Word doc. in database 002.png

A: Take note of the file name that the database attributed to the document that will be produced in Word (In this example, the file name of the document is "LET_226".


After taking note of the Word document's name, close the software.

Obtaining the Location of a Master Document

Int. Word doc. in database 003.png

A: Right-click on the software shortcut that is on the desktop.

B: In the menu, click on "Properties".


This window will open.

Int. Word doc. in database 004.png

C: Select and copy the path inscribed next to "Start in".

D: After copying the path, click on the "Cancel" button.

Saving a Word Document as Master Document

Open the Word document to save as master document.

"Save as" the document.

Int. Word doc. in database 005.png

E: Paste the path copied earlier. Right after the path, type "\Master\Documents\", then add the file name the database attributed to the master document (the master document in the example is named LET_226).

F: Click on "Save".

CAUTION: Do not use extension ".docx" of Word (Word 2003 or older versions).


Close the Word document.

Opening the Master Document from the Software

Open the database.

Go in the "Master document management" by clicking on the "Mailings" menu, then click on "Bouton document maître.png Master documents".

Int. Word doc. in database 006.png

A: Select the master document created earlier.

B: Click on the "Button Open Editor.png" button.


The integrated master document opens.

Int. Word doc. in database 007.png

C: Insert the wanted merge fields. For more information concerning the insertion of merge fields, click here.


When the fields are inserted and the document is complete, save it using the "Save" function. The database will always keep the same document name and the same location. NEVER USE THE "Save as" FUNCTION.

Document name: ProDon:Integrating a Word Document in the Database
Version : 4.6.5.7


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