DexterIT
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How do I Auto Merge / customise multiple folders of word Documents to a single data file
We have a library of industry best practice (MSword) documents in multiple folders. All up about 300 letters, forms, checklists and resource documents. 2 master "index" documents contain the lists with hyperlinks to the individual documents. The library is constantly being refined.
We want to package the bundle of documents to distribute to other partners of our business network (who all have different company names, logo's, staff contact details etc) in such a way that they can fill out a simple form that will customise all of the docs to suit their businesses.
The first thing we need is an extended Find & Replace tool to run through through our library to replace our existing data (and logos) with dummy data (or merge fields) and then we need to create a form or excel list where partners can enter their own business specific details and press the "DO IT" button to replace the dummy data across the entire library with their own content.
The solution must support "bottom up" hyperlinking so the folder works inside its own directories without referring to a drive location (so it can be copied from CD or unzipped to any network location) and include customised data located in headers and footers of documents.
The solution needs to be able to "merge" a company logo into headers and photos of staff members into the document space. (we can instruct our partners to put pre-sized boss.jpg, staff1.jpg, staff2.jpg, etc images into an IMAGES folder in the directory easily as they are small companies with few staff)
Ideally, upon deployment of the master folder onto a server, partners will be able to drop thier logo and images into the images folder, fill out the form, and auto-customise the entire library with one click. EASY!
Any suggestions appreciated, and happy to award points to any assisted solutions.
We want to package the bundle of documents to distribute to other partners of our business network (who all have different company names, logo's, staff contact details etc) in such a way that they can fill out a simple form that will customise all of the docs to suit their businesses.
The first thing we need is an extended Find & Replace tool to run through through our library to replace our existing data (and logos) with dummy data (or merge fields) and then we need to create a form or excel list where partners can enter their own business specific details and press the "DO IT" button to replace the dummy data across the entire library with their own content.
The solution must support "bottom up" hyperlinking so the folder works inside its own directories without referring to a drive location (so it can be copied from CD or unzipped to any network location) and include customised data located in headers and footers of documents.
The solution needs to be able to "merge" a company logo into headers and photos of staff members into the document space. (we can instruct our partners to put pre-sized boss.jpg, staff1.jpg, staff2.jpg, etc images into an IMAGES folder in the directory easily as they are small companies with few staff)
Ideally, upon deployment of the master folder onto a server, partners will be able to drop thier logo and images into the images folder, fill out the form, and auto-customise the entire library with one click. EASY!
Any suggestions appreciated, and happy to award points to any assisted solutions.
ASKER
Thanks Xcone.
Most of that is a bit over my head, but I think I follow what you're getting at. I've never used macros before so I'll need to do a few tutorials to get a basic understanding. If I'm reading you right, this method will require me to manually insert bookmarks into all of my 300 files which I'm hoping to avoid. If I have to edit all the docs, I can use a simple "Paste Special" link method to force the documents to draw content from a list when they open, although I haven't been able to make this work with the logo.
is there an extended find replace tool that will replace my custom data (Mr. Joe Boss, Phone numbers etc) with merge fields or even those bookmarks?
Most of that is a bit over my head, but I think I follow what you're getting at. I've never used macros before so I'll need to do a few tutorials to get a basic understanding. If I'm reading you right, this method will require me to manually insert bookmarks into all of my 300 files which I'm hoping to avoid. If I have to edit all the docs, I can use a simple "Paste Special" link method to force the documents to draw content from a list when they open, although I haven't been able to make this work with the logo.
is there an extended find replace tool that will replace my custom data (Mr. Joe Boss, Phone numbers etc) with merge fields or even those bookmarks?
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ASKER
Thanks Xcone. We're in the GMT +8 zone so it will often take a while for me to pickup posts. I'll do some more work overnight and get back to you.
It's been silent for a while. Any progress?
For relative paths, you could use the ThisDocument.FullName value. This is the filename of the file containing the executing macro. Presuming you documents are all in subfolders of the folder containing the macro document, extract the path (see attached code) and use it in the previously mentioned FileSearch macro.
Then loop them all to open them one by one. For each document you open you can use Bookmarks to find positions where something neat needs to happen. Bookmarks are unique locations within a document and can be easily referenced by from macro. To add bookmarks to your documents. Select the position and press Ctrl + Shift + F5, give it a name and submit. Then do to that bookmark what you want to do. You can access bookmarkrange from macro using "ActiveDocument.Bookmarks(
You could use smart naming conventions to automaticly detect what kind of data is expected for it.
IE: TXT_MyBossesName1, or IMG_MyBossesPicture1. The 3 character prefix will allow you to create a macro to detect what data is expected. Then use the rest of the name (minus the trailing number) to fill it with a specific value used in you fill-in form.
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