Do you already have VBA code to at least update the username field, which I assume you've already placed in the document? If so, it's just a matter of either locking that field or unlinking it. What is the code you are using? If you haven't already done the coding, how do you propose to prevent the process running when the document is opened before it is sent? Do you propose that the process runs once, or every time the document is opened (i.e. the data are to be added for every user & time the document is opened)? Do you realise that the entire process will fall over if the user disables macros and/or closes the document without saving?

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Cheers,
Paul Edstein
[Fmr MS MVP - Word]