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Old 07-28-2015, 03:53 PM
Diablodvs7 Diablodvs7 is offline Fill-in fields Windows Vista Fill-in fields Office 2003
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Default Fill-in fields


I have an Word template with three Fill-In fields in the header. Every time I open the document it asks me three questions and fills in my responses for me. Problem is every time I print preview the document or print it, I am asked the same three questions again. Is there anyway to limit the Fill-In prompt to only appear once when the template is opened? Thanks in advance for any help
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  #2  
Old 07-28-2015, 07:51 PM
Charles Kenyon Charles Kenyon is offline Fill-in fields Windows 8 Fill-in fields Office 2013
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You need to turn off the "Update Fields When Printing" option.

See the tutorial on ASK and FILL-IN fields. Tutorials

Once you know how to use them, UserForms are generally easier, but you need to be able to run macros.
Create & Employ a Userform
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Old 07-28-2015, 10:17 PM
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Quote:
Originally Posted by Diablodvs7 View Post
I have an Word template with three Fill-In fields in the header. Every time I open the document it asks me three questions and fills in my responses for me. Problem is every time I print preview the document or print it, I am asked the same three questions again. Is there anyway to limit the Fill-In prompt to only appear once when the template is opened?
There are ways around this using ASK, IF & REF fields but, without knowing more about your requirements, it's impossible to say whether the technique would work for your situation.
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Originally Posted by Charles Kenyon View Post
You need to turn off the "Update Fields When Printing" option.
Personally, I wouldn't do that, since it can have other adverse effects.
Quote:
Originally Posted by Charles Kenyon View Post
Once you know how to use them, UserForms are generally easier, but you need to be able to run macros.
A simpler way might be to use a Document_New or Document_Open macro with a couple of InputBoxes to populate built-in or custom document properties that can be referenced via a DOCPROPERTY field.
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Old 07-29-2015, 06:24 AM
Diablodvs7 Diablodvs7 is offline Fill-in fields Windows Vista Fill-in fields Office 2003
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Thanks for the suggestions, I am afraid that hasn't worked. See attached
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File Type: dot zIndexPhoto.dot (25.0 KB, 17 views)
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Old 07-29-2015, 10:38 AM
Charles Kenyon Charles Kenyon is offline Fill-in fields Windows 8 Fill-in fields Office 2013
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Before I look, you had four suggestions. Which one hasn't worked?
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  #6  
Old 07-29-2015, 10:59 AM
Diablodvs7 Diablodvs7 is offline Fill-in fields Windows Vista Fill-in fields Office 2003
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Quote:
Originally Posted by Charles Kenyon View Post
Before I look, you had four suggestions. Which one hasn't worked?

I've turned off Update Fields When Printing to no avail. I cannot use macros as they are not allowed in my organisation and I don't understand what the IF ASK option is.

Thanks for looking at this
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  #7  
Old 07-29-2015, 03:37 PM
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To avoid the FILLIN fields prompting the user to answer the same questions again, replace them with fields coded as:

1. In the template document, create ASK fields in the format:
{QUOTE{IF{Subject}= "" {ASK Subject "What are the photographs of?" \d ""} ""}{Subject}}
{QUOTE{IF{DtTm}= "" {ASK DtTm "Date and/or time photographs taken?" \d ""} ""}{DtTm}}
{QUOTE{IF{Flare}= "" {ASK Flare "Flare reference (if you have one)" \d ""} ""}{Flare}}
where Subject, DtTm, Flare, respectively, are bookmarks named to match the particular question.

2. Then, at the start of each field, create an empty bookmark corresponding to the bookmark (Subject, DtTm, Flare, respectively) for that field (this is to avoid bookmark reference errors). You can do this using a SET field (eg {SET BkMrk ""}, where BkMrk is the bookmark name, inserted before the "{QUOTE" or via Insert|Bookmark (with nothing selected).

3. Save the template. If you created the bookmark via Insert|Bookmark, don’t answer the question before saving the template, otherwise you’ll have to delete the bookmark and re-create it.

Now, when a document based on the template is previewed or printed, users will only be prompted to update any ASK fields they haven't answered.

Note1: If you use a SET field (e.g. {SET Subject ""}) to create the bookmark, it will clear the bookmark every time the document is opened, and you’ll be prompted to answer the questions again if you try to re-print the document. In that case, you could delete the \d "" switches from the ASK fields to retain the previous answers.

Note2: The field brace pairs (i.e. '{ }') for the above example are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac); you can't simply type them or copy & paste them from this message. Nor is it practicable to add them via any of the standard Word dialogues.
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Old 07-29-2015, 07:46 PM
Charles Kenyon Charles Kenyon is offline Fill-in fields Windows 8 Fill-in fields Office 2013
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Very well-thought-out answer. With your permission, I will add it to my tutorial, with attribution.
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Old 07-29-2015, 08:06 PM
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By all means, Charles.
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Old 07-29-2015, 08:37 PM
Charles Kenyon Charles Kenyon is offline Fill-in fields Windows 8 Fill-in fields Office 2013
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Thank you. I've included the above text in my tutorial. I will put a demonstration document in later.
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Old 07-30-2015, 05:25 AM
Diablodvs7 Diablodvs7 is offline Fill-in fields Windows Vista Fill-in fields Office 2003
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Quote:
Originally Posted by macropod View Post
To avoid the FILLIN fields prompting the user to answer the same questions again, replace them....
Thanks for taking the time to explain this but I cannot get it to function properly. I have started from scratch, used Ctrl+F9 to type in {QUOTE{IF{Subject}= "" {ASK Subject "What are the photographs of?" \d ""} ""}{Subject}}

I have then used Ctrl+F9 again before this and typed in {SET BkMrk ""} before the “{QUOTE”

But when I save the document as a template and re-open it I am not prompted to answer any of the questions. Where am I going wrong please?
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Old 07-30-2015, 05:29 AM
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Instead of BkMrk, you need to use Subject, DtTm, Flare, respectively (assuming they're your bookmark names).
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Old 07-30-2015, 06:26 AM
Diablodvs7 Diablodvs7 is offline Fill-in fields Windows Vista Fill-in fields Office 2003
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Quote:
Originally Posted by macropod View Post
Instead of BkMrk, you need to use Subject, DtTm, Flare, respectively (assuming they're your bookmark names).
Apologies but this isn't working for me - any chance of sending me an example document so I can compare and see what is going wrong please?
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Old 07-30-2015, 02:43 PM
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See attached document, with field codes in-situ. You can re-save it as a template.
Attached Files
File Type: doc zIndexPhoto.doc (28.5 KB, 25 views)
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