Help with Document Properties Prompt Macro

KJJ · #1 04-21-2011, 11:39 AM

I have butchered an existing macro (as I don't have the knowledge to write one from scratch) to attempt to prompt Word (2007/2010) users in my workplace to add document properties at the point of closing their document (I have included the macro below). It works fine other than I don't know how to achieve two other specific aims:

1. How can I prompt for the property called 'Status'? I want users to be prompted so that it will save the document with Draft/Final status etc.

2. The macro at the moment has specific text pre-included in the form (e.g. add author name here), but how do i set the default text to be that already existing for that property, so the users don't have to start from scratch when adding this information each time they close the document?

Any help much apprecaited.

Macro:

Sub AutoClose()

Dim Title As String
Dim Author As String
Dim Subject As String
Dim oStory As Range
Dim oShp As Shape

Title = InputBox("Enter the Document Title:", "Title", "Title Here")
Author = InputBox("Enter the Document Author:", "Author", "Author Here")
Subject = InputBox("Enter the Client and Site Name:", "Subject", "Client - Site Name Here")
ActiveDocument.BuiltInDocumentProperties("Title"). Value = Title
ActiveDocument.BuiltInDocumentProperties("Subject" ).Value = Subject
ActiveDocument.BuiltInDocumentProperties("Author") .Value = Author

For Each oStory In ActiveDocument.StoryRanges
Do
On Error Resume Next
oStory.Fields.Update
Select Case oStory.StoryType
Case 6, 7, 8, 9, 10, 11
If oStory.ShapeRange.Count > 0 Then
For Each oShp In oStory.ShapeRange
If oShp.TextFrame.HasText Then
oShp.TextFrame.TextRange.Fields.Update
End If
Next oShp
Set oShp = Nothing
End If
Case Else
'Do Nothing
End Select
On Error GoTo 0
'Get next linked story (if any)
Set oStory = oStory.NextStoryRange
Loop Until oStory Is Nothing
Next oStory
Set oStory = Nothing
End Sub

macropod · #2 04-21-2011, 10:22 PM

Hi KJJ,

Much of your code isn't related to the task you've described, so I've omitted it from the code below. Also, instead of using an 'Document_Close' macro, I've used a 'AutoClose' macro, which you place in the template's 'ThisDocument' module. The code below provides the prompts you're after, and only updates the properties if anything's changed. That way, the document doesn't give unnecessary 'save' prompts (though if you do include your other code for updating fields, you're going to get 'save' prompts anyway).

Code:

Private Sub Document_Close()
Dim StrOldTitle As String, StrNewTitle As String
Dim StrOldAuthor As String, StrNewAuthor As String
Dim StrOldSubject As String, StrNewSubject As String
Dim bSaved As Boolean
With ActiveDocument
  bSaved = .Saved
  StrOldTitle = .BuiltInDocumentProperties("Title").Value
  StrOldAuthor = .BuiltInDocumentProperties("Author").Value
  StrOldSubject = .BuiltInDocumentProperties("Subject").Value
  StrNewTitle = InputBox("Enter the Document Title:", "Title", StrOldTitle)
  StrNewAuthor = InputBox("Enter the Document Author:", "Author", StrOldAuthor)
  StrNewSubject = InputBox("Enter the Client and Site Name:", "Subject", StrOldSubject)
  If StrOldTitle <> StrNewTitle Then _
    .BuiltInDocumentProperties("Title").Value = StrNewTitle
  If StrOldAuthor <> StrOldAuthor Then _
    .BuiltInDocumentProperties("Author").Value = StrNewAuthor
  If StrOldSubject <> StrOldSubject Then _
    .BuiltInDocumentProperties("Subject").Value = StrNewSubject
  If bSaved = True And .Saved = True Then Exit Sub
End With
End Sub

PS: When posting code, please format it and use Code tags.

KJJ · #3 04-26-2011, 01:27 AM

That is extremely helpful. Many thanks for that. Much appreciated.

Do you know the answer to my first query: How can I prompt for the property called 'Status'?

Thanks again.

Karl

macropod · #4 04-26-2011, 01:45 AM

Hi Karl,

For 'Status', you'd simply add another set of variables and the corresponding code to get/set its values. For example:

Code:

Dim StrOldStatus As String, StrNewStatus As String
...
StrOldStatus = .BuiltInDocumentProperties("Status").Value
...
StrNewStatus = InputBox("Enter the Document Status:", "Status", StrOldStatus)
...
If StrOldStatus<> StrNewStatus Then _
  .BuiltInDocumentProperties("Status").Value = StrNewStatus

KJJ · #5 04-26-2011, 01:51 AM

Thanks for the quick reply. I tried that and unfortunately it doesn't seem to work. I get an error on this line:

StrOldStatus = .BuiltInDocumentProperties("Status").Value

It maybe suggests that 'status' is not a 'Built In Document Property' or that 'status' is not the correct description?

Thnaks

Karl

macropod · #6 04-26-2011, 02:00 AM

Hi Karl,

OK, on-screen it's called 'Status', but in code it's called 'Content Status'. So you'll need to change the two references from:
.BuiltInDocumentProperties("Status").Value
to:
.BuiltInDocumentProperties("Content Status").Value

KJJ · #7 04-26-2011, 02:34 AM

Thanks Paul,

That sorted out the status issue nicely. I think there were a couple of issues with the last few lines of your code, so i have amended this as below. Does this look right to you? Seems to work ok.

Many thanks again.

Karl

Code:

Private Sub Document_Close()
  Dim StrOldTitle As String, StrNewTitle As String
  Dim StrOldAuthor As String, StrNewAuthor As String
  Dim StrOldSubject As String, StrNewSubject As String
  Dim StrOldStatus As String, StrNewStatus As String
  Dim bSaved As Boolean
  With ActiveDocument
    bSaved = .Saved
    StrOldTitle = .BuiltInDocumentProperties("Title").Value
    StrOldAuthor = .BuiltInDocumentProperties("Author").Value
    StrOldSubject = .BuiltInDocumentProperties("Subject").Value
    StrOldStatus = .BuiltInDocumentProperties("Content Status").Value
    StrNewTitle = InputBox("Enter the Document Title:", "Title", StrOldTitle)
    StrNewAuthor = InputBox("Enter the Document Author:", "Author", StrOldAuthor)
    StrNewSubject = InputBox("Enter the Client and Site Name:", "Subject", StrOldSubject)
    If StrOldTitle <> StrNewTitle Then _
      .BuiltInDocumentProperties("Title").Value = StrNewTitle
    If StrOldAuthor <> StrNewAuthor Then _
      .BuiltInDocumentProperties("Author").Value = StrNewAuthor
    If StrOldStatus <> StrNewStatus Then _
      .BuiltInDocumentProperties("Content Status").Value = StrNewStatus
    If StrOldSubject <> StrNewSubject Then _
      .BuiltInDocumentProperties("Subject").Value = StrNewSubject
    If bSaved = True And .Saved = True Then Exit Sub
  End With
  End Sub

macropod · #8 04-26-2011, 02:52 AM

Hi Karl,

Oops! Here's the corrected (and complete) code:

Code:

Private Sub Document_Close()
Dim StrOldTitle As String, StrNewTitle As String
Dim StrOldAuthor As String, StrNewAuthor As String
Dim StrOldSubject As String, StrNewSubject As String
Dim StrOldStatus As String, StrNewStatus As String
Dim bSaved As Boolean
With ActiveDocument
  bSaved = .Saved
  StrOldTitle = .BuiltInDocumentProperties("Title").Value
  StrOldAuthor = .BuiltInDocumentProperties("Author").Value
  StrOldSubject = .BuiltInDocumentProperties("Subject").Value
  StrOldStatus = .BuiltInDocumentProperties("Content Status").Value
  StrNewTitle = InputBox("Enter the Document Title:", "Title", StrOldTitle)
  StrNewAuthor = InputBox("Enter the Document Author:", "Author", StrOldAuthor)
  StrNewSubject = InputBox("Enter the Client and Site Name:", "Subject", StrOldSubject)
  StrNewStatus = InputBox("Enter the Document Status:", "Status", StrOldStatus)
  If StrOldTitle <> StrNewTitle Then _
    .BuiltInDocumentProperties("Title").Value = StrNewTitle
  If StrOldAuthor <> StrNewAuthor Then _
    .BuiltInDocumentProperties("Author").Value = StrNewAuthor
  If StrOldSubject <> StrNewSubject Then _
    .BuiltInDocumentProperties("Subject").Value = StrNewSubject
  If StrOldStatus <> StrNewStatus Then _
    .BuiltInDocumentProperties("Content Status").Value = StrNewStatus
  If bSaved = True And .Saved = True Then Exit Sub
End With
End Sub

KJJ · #9 04-26-2011, 02:57 AM

Almost there! ...

Quote:

Originally Posted by macropod

StrNewStatus = InputBox("Enter the Document Status:", "Status", StrOldStatus)

Should be:
StrNewStatus = InputBox("Enter the Document Status:", "Content Status", StrOldStatus)

Many thanks

Karl

macropod · #10 04-26-2011, 04:39 AM

Hi Karl,

That change is inconsequential so far as the macro's correct execution is concerned. What gets displayed in the InputBox is independent of the doc property's name.

KJJ · #11 04-26-2011, 05:45 AM

Ok, thanks.

Karl

Vaha · #12 11-10-2016, 07:07 PM

Hi, How would you do this with the fields, rather than document properties?

macropod · #13 11-10-2016, 07:10 PM

Do what, precisely?

Vaha · #14 11-10-2016, 07:14 PM

Exactly the same thing. Have a prompt to enter fields. In the advanced properties of Word are custom fields (e.g. checked by, client, date completed etc) that I would like to modify in the document with prompt dialog boxes. cheers.

macropod · #15 11-10-2016, 08:18 PM

Well, you could use FILLIN fields but, other than displaying whatever you input at the location where the fields are in the document, I'm not sure what that achieves that you could achieve more easily by just typing the data into the same locations without the fields - they certainly won't add anything to the document metadata

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