Template Automation

1
Template Automation

• CWS/CMS Project
• Customer Relations Section
• System Support Consultants

2
Introduction

• This presentation by the CWS/CMS System Support
  Consultants will help bring an understanding to
  the template automation process.
• Before proceeding further
• Open this presentation in the PowerPoint
  application.
• Click on View located on the menu bar.
• Click on Notes Page.
• By performing the above additional information
  will be available as notes below the slide.

3
Topics of Discussion
Section
Page(s)
Contents
A.
5-6
Create a template
B.
7-8
Form Fields
C.
9-12
Bookmarks - Add, Copy, and View
13-17
Automate a New Template
D.
E.
18-23
Automate an Existing Template
24
Spell Check
F.
25-28
Protecting the Template
G.
4
Topics of Discussion (cont.)
Section
Page(s)
Contents
H.
29-30
Protecting the Macro
I.
31
Input into CMS Application
Input into CMS Application
J.
32-33
Input into CMS Application
34
Summary
35
Testing
5
A. Create Template

• Before you create your template in Microsoft Word
• Create a new Word document
• Go to Tools drop-down menu check these options
• General tab
• Macro virus protection
• View tab
• Field shading Always
• Click on OK

• Click on Show/Hide button (standard toolbar)

6
A. Create Template, Cont. (Creating a basic
template)

• In the save as dialog box
• 1. Choose where you want to store your template.
  (e.g., c\Templates\Access\)

• 2. Name your template
• 3. Set Save as type as
• Document Template
• 4. Click on Save

1.
4.
2.
3.
7
B. Form Fields

• County Template Data Elements Bookmark Names
  are available on the CWS/CMS Web site in the
  Application Resources page.
• Go to http//www.hwcws.cahwnet.gov/
• Click on Application Resources
• Look under Non-CWS/CMS Guides
• Click on
• Attachment County Template Data Elements and
  Bookmark Names

8
B. Form Fields, cont.

• Open Form Fields Toolbar
• Select View, Toolbars, Forms from the dropdown
  menu
• Place cursor where you want text to populate
• Select ab from Forms toolbar

9
C. Bookmarks - Add Bookmarks
10
C. Bookmarks - Copy Bookmarks
11
C. Copy Bookmarks, cont

• Place cursor where you will copy the form field.
• Hold Ctrl Key and hit F9
• Cursor should be between the two dots
• Paste bookmark using Ctrl V
• While cursor is still in this field, right click
  to bring up short cut menu and select Update
  Field
• Your copied field should now look like this

12
C. Bookmarks - To View Results

• To view the names of your Update Fields
• Select Tools, Options, View tab and check Field
  Codes.

13
D. Automate the Template(Use With a New Template)

• Click on Tools (in the drop down menu)
• Click on Macro
• Click on Visual Basic Editor

14
D. Automate the Template, cont. (Use with
a new template)

• Highlight your template project
• Click on Insert drop-down and Module
• A module is inserted in the project window
• A blank screen appears to the right of the
  project window (code window)

15
D. Automate the Template, cont. (Use with a
new template)

• Rename module
• Click on Module 1 in the Properties section
• Re-name the module as CreateReport

16
D. Automate the Template, cont. (Use with a
new template)

• Copy paste the macros from the
  MasterMacro.doc into the code window.

17
D. Automate the Template, cont. (Use with a
new template)

• Click on the File (drop down menu)
• Click on Close and return to Microsoft word
• Protect your template (Go to G page 25)
• Save and Close your template.

18
E. Automate the Template, cont.(Use with
existing template that has CreateReport macro)

• If you previously created a template using the
  automation features and bookmarks you will need
  to edit that templates CreateReport macro
  module in the visual basic editor.

19
E. Automate the Template, cont.(Use with
existing template that has CreateReport macro)

• Open your existing template
• 1. Go to Tools (in the drop down menu)
• 2. Click on Macro
• 3. Click on Visual Basic Editor

20
E. Automate the Template, cont.(Use with
existing template that has CreateReport macro)
21
E. Automate the Template, cont.(Use with
existing template that has CreateReport macro)
Place cursor beneath the End Sub statement and
paste the hdrupdt and AutoClose macros.
22
E. Automate the Template, cont.(Use with
existing template that has create macro coding)

• Edit the macro in the code window.
• Copy or type the word hdrupdt above the first
  End Sub.
• Refer to the picture.

23
E. Automate the Template, cont.(Use with
existing template that has create macro coding)

• Click on the File (drop down menu)
• Click on Close and return to Microsoft word
• Protect the template before saving.

24
F. Spell Check

• Upon closing the document in Word when using the
  CWS/CMS application

• If saving to database without closing document
  first
• You will see the hanging hourglass
• Click on Word Task Bar button to access Spell
  Check dialog
• Screen freezes can sometimes be resolvedusing
  the above procedure.

25
G. Protecting the template (without
password protection)

• Select Tools
• Protect document
• Select forms
• Select OK
• Save and Close your template

26
G. Protecting the template (with password
protection)

• Select Tools
• Protect document
• Select forms
• Enter password
• Select OK

27
G. Protecting the template , cont. (with
password protection)

• Open Visual Basic Editor
• Select your template project
• Double-click on CreateReport located in
  the Modules folder
• Go to the section labeled Spellcheck
  macro in the code window.

28
G. Protecting the template, cont. (with
password protection)

• You will add the password for protecting
  the document to two places in the code
  window.
• Look for code
• Password

• Enter the password to be used between the
  quotation marks

29
H. Protecting the macro

• Consider if using password protection for
  document
• Right-click on the template project
• Click on Project Properties
• Dialog opens

30
H. Protecting the macro, cont.

• Click on the protection tab
• Click on Lock Project for Viewing
• Enter password
• Click on OK
• Click on Close and return to Microsoft word
• Close template

31
I. Populating Header and/or Footer Information

• Form fields cannot be inserted into headers or
  footers.
• There are two ways to auto-populate headers
  footers
• Using CtrlF9 if header/footer data exists in
  the body of the document (where document text
  exists)
• Creating the header/footer information in the
  body of the document before auto populating
  headers/footers if header/footer data doesnt
  exist in the body of the document.

32
J. Input Into CMS Application

• Open Resource Management
• Select Orange Section - operations
• Select Create New Template Management

• Complete Mandatory fields
• Template DOS Filename Prefix Use 5 letters or
  numbers
• Title You can use up to 40 characters.
• The Template title displays in either the
  Create New Document - Case or -
  Referral dialog boxes.

33
J. Input Into CMS Application, cont.

• Select ACTION from the drop down menu
• Select Add Template

• Find your Directory and template
• Click on your file
• Click on open
• SAVE TO DATABASE
• Note If you wish to review your work in client
  services, you must restart your computer.

34
Template Automation

• Summary

• Create your template

• Create Form Fields

• Insert the CreateReport macro into template

• Open Visual Basic Editor
• Insert New Module
• Paste Contents of MasterMacro Document
• Change Module Name to CreateReport

35
Testing CWS/CMS Template Auto-population
These steps can be taken after completing the
local template, but before loading it into the
Application via Resource Management. If this test
reveals any problems with your new template, they
can be corrected first, avoiding the need to
disable a defective template. (Disabled templates
remain in the System Administrators list, quite
annoying, although users do not see them from
Client Services.) This test is to be done on a
single CWS/CMS workstation. Please refer to
notes.