Save document multiple times with date as filename

JonniBravo · #1 03-12-2017, 04:57 PM

Hi All,

I have a document that I use for work which is filled in every day with details of the shift to pass on to the shift coming on. These files are saved

01 01 2017 day
01 01 2017 Night
02 01 2017 day
02 01 2017 Night and so on, and filed for future reference so they are always saved with the date as the filename.

I also have two date fields in the file itself that I want to change with the filename.

So what I am asking is! Is there a way to save the file multiple times with the dates changing in the text fields and the file name, is this possible.

gmayor · #2 03-12-2017, 09:31 PM

This is easily achieved with a macro, but how and when do you intend to save the documents. e.g. Today do you want to save the two documents with tomorrow's date or the two documents with today's date orthe two documents with a raft of dates - in which case which?

JonniBravo · #3 03-12-2017, 10:04 PM

Quote:

Originally Posted by gmayor

This is easily achieved with a macro, but how and when do you intend to save the documents. e.g. Today do you want to save the two documents with tomorrow's date or the two documents with today's date orthe two documents with a raft of dates - in which case which?

I want to save the same document for every day of each month, all in one day. Its basically a diary of the days work so I would want one for every day of the year that I will organise into separate folders one for each month. So if its the 4th July they can goto the document dated 04 07 2017 and make the entry for the day.

The problem is people keep opening the previous days document make the entry for the day and they don't change the filename date and save over a previous document so I want to create a years worth of documents so staff can just open the one that is dated for that day and they don't have to think about saving the file with the correct date.

Sorry I hope I am making sense.

If possible I would also like the macro to change the date inside the document itself.

macropod · #4 03-13-2017, 01:40 AM

Quote:

Originally Posted by JonniBravo

The problem is people keep opening the previous days document make the entry for the day and they don't change the filename date and save over a previous document

The real problem is that you and/or your users are editing existing documents instead of creating new ones from a template. If you used a template, there would be little risk of an existing document being overwritten.

See:
https://support.office.com/en-us/art...2-1191BCE57DEB
https://support.office.com/en-us/art...2-57A2168C1E89

Charles Kenyon · #5 03-13-2017, 07:14 AM

When you create your template, you can put in CREATEDATE fields for both date and time if you want. Using Date Fields in Microsoft Word
Unlike the DATE field, these will remain fixed.

I agree, strongly, with Paul that you want to be using a template.
You can use a macro in the template to attach the date and time to the filename.

Charles Kenyon · #6 03-13-2017, 11:19 AM

The following pair of macros work to append a date to whatever is in the Title document property in the template for a new document.

Code:

Public Sub SaveWithDate(Optional strName As String)
    ' Run as substitute for FileSave to add date to default document names
    ' Put in a document or global template as public macro
    ' This is called from other macros which may supply a name strName
    ' If strName is supplied, it is used as the base name, otherwise the base comes from the Title Property
     '
    Dim dlgSave As Dialog
    On Error Resume Next
    '   
    If Len(ActiveDocument.Path) > 0 Then
      ' The document has already been saved at least once.
      ' Just save and exit the macro.
      ActiveDocument.Save
      Exit Sub
    End If
    '
    If strName = "" Then strName = strName & ActiveDocument.BuiltInDocumentProperties("Title").Value        'get name in title
    ActiveDocument.BuiltInDocumentProperties("Title").Value = strName
    '    
    strName = strName & " " & Format((Year(Now() + 1) Mod 100), "20##") & "-" & _
        Format((Month(Now() + 1) Mod 100), "0#") & "-" & _
        Format((Day(Now()) Mod 100), "0#")
    '
    Set dlgSave = Dialogs(wdDialogFileSaveAs)
    With dlgSave
        .Name = strName
        .Show
        
    End With
End Sub

Sub FileSave()
    Application.Run "SaveWithDate"
End Sub

That code should be in your template. It intercepts the FileSave command and proposes a name. If the file already has a name, it simply saves.

Your users, I would hope, could add the DAY or NIGHT to the name.

Note, this does not intercept the SaveAs command. It will activate is someone tries to close a new document without saving and then responds to the query that they do want to save it.

I wrote this with substantial help from others on one of these forums. The date will be in the format YYYY-MM-DD. When appended to a standard name, the files sort nicely in alphabetical order. You could change the order to what you are using now, I suppose.

See Installing Macros for information about how to use this code if you don't know.

Charles Kenyon · #7 03-13-2017, 11:35 AM

That macro was designed to be called from another macro that would supply a name. You could simplify the process:

Code:

Public Sub FileSave()
    ' Run as substitute for FileSave to add date to default document names
    ' Put in a document or global template as public macro
    ' Base name comes from the Title Property in the template

    Dim dlgSave As Dialog
        On Error Resume Next
   
    If Len(ActiveDocument.Path) > 0 Then
      ' The document has already been saved at least once.
      ' Just save and exit the macro.
      ActiveDocument.Save
      Exit Sub
    End If
    '
     'get name from title property
    strName = ActiveDocument.BuiltInDocumentProperties("Title").Value
    '   
    strName = strName & " " & Format((Year(Now() + 1) Mod 100), "20##") & "-" & _
        Format((Month(Now() + 1) Mod 100), "0#") & "-" & _
        Format((Day(Now()) Mod 100), "0#")
'
    Set dlgSave = Dialogs(wdDialogFileSaveAs)
    With dlgSave
        .Name = strName
        .Show
    End With
End Sub

Remember, if you want any base name rather than just the date, put that name in the Title property of your template.

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