Advice on Type of Format to Use

[srobert32]

Hi all,

I'm not new to Word but I am new creating word forms with any complexity. Anyway, I have been asked to create a contract "template" from an existing word document. This document was originally created in WordPerfect years ago and then converted and tweaked in ms word.

The first two pages of the document are formatted as tables and contain various fill-in the blank information or check boxes. The following 40 pages are about 80% standard boiler plate information with 20% being repeated from the first two pages or typed in.

First, I would like advice as to the format I should use to recreate this document so if would be the most user friendly. I'd like to enter information one time and let if autofill the other areas requiring the same information.

Second, there are several areas that contain terms & conditions and/or clauses however each TC or clause does not always apply to each contract so the user should be able to select only those that apply.

I have started by adding some text form fields, but then started reading some of the info. available in these forums now I'm not sure which way to go. Word has alot more tools and options than I thought.



Sorry for being so long winded.

[Charles Kenyon]

Originally Posted by srobert32

Hi all,

I'm not new to Word but I am new creating word forms with any complexity. Anyway, I have been asked to create a contract "template" from an existing word document. This document was originally created in WordPerfect years ago and then converted and tweaked in ms word.

The first two pages of the document are formatted as tables and contain various fill-in the blank information or check boxes. The following 40 pages are about 80% standard boiler plate information with 20% being repeated from the first two pages or typed in.

First, I would like advice as to the format I should use to recreate this document so if would be the most user friendly. I'd like to enter information one time and let if autofill the other areas requiring the same information.

Second, there are several areas that contain terms & conditions and/or clauses however each TC or clause does not always apply to each contract so the user should be able to select only those that apply.

I have started by adding some text form fields, but then started reading some of the info. available in these forums now I'm not sure which way to go. Word has alot more tools and options than I thought.

Sorry for being so long winded.

First advice, save the document you have as a straight text .txt file, not .rtf. Copy the text into a new Word document to start. Converted files are horrible to use as templates. They are full of formatting inconsistencies and anomalies. Then format what you have left using styles.
Word for Word Perfect Users
Tips for Understanding Styles in Word

Second: Decide between Content Control fields and legacy form fields. As a lawyer, I would recommend legacy form fields if you are trying to limit what your users can do without macros. You should install the Add-In at Add Classic FormField Controls to Ribbon to get back the lock button and make the legacy controls more accessible. Content Controls in Word 2007 do not include a checkbox and content controls will not work on a computer that has earlier versions of Word.

Take a look at Repeating Data (Populating Multiple Like Fields)
You will want to give your form fields a unique name. This becomes the bookmark name. You can use them in a REF field to reproduce the results.

For the various choices, you will need to use IF fields to give you the text you want for each decision point. I haven't checked lately so am not sure, but you may have to run a print preview to get these to update.

Finally, the form needs to be protected for filling in forms for these fields to work.

Although based on an earlier version of Word, Dian Chesney's article Please Fill Out This Form is still a good place to start.

[srobert32]

Charles,

Thank you for the advice. I will work with the information you've provided and let you know how I make out.

Thanks again.