Can you use XML parts and Content Controls to update document A and B?

WordUnknown · #1 04-01-2023, 07:40 AM

Hello all,

I've been playing around with XML parts and Content Controls which has saved me lots of work in a single document. Now I want to branch out and update multiple documents at the same time in a folder structure.

Hopefully this diagram explains what I mean.

Code:

Main Folder
- Folder 1
-- Document A
-- Document B
-- Document C
-- Folder 1A
---Document D
- Folder 2
-- Document A
-- Document B
-- Folder 2A
--- Document C
--- Folder 2A1
---- Document D

The Main Folder remains unchanged.
Each Folder 1,2* is a separate folder.
When updating Document A's content control, these changes are to be updated in all documents where applicable in it's separate Folder.
For example, updating Document A in Folder 1, would update Document B, C and D in Folder 1A.

Is this something that can be accomplished?

Charles Kenyon · #2 04-01-2023, 04:13 PM

The XML parts are document-specific, not shared with other documents.
Something could be set up using macros.
Note though that mapped content controls are reciprocal within the document. Updating any one updates all copies. This would be very difficult for multiple documents.

For a non-vba solution, look at using, instead, Mail Merge, with a primary data set.

Guessed · #3 04-02-2023, 01:12 AM

Yes, it can be done via VBA if you have populated the XML file and it has a unique namespace. Your source document could be outside of Word but could also be any of the docs which contain a complete complement of the XML fields mapped to Content Controls which might appear across the suite of related documents.

The complexity would be determining which other Word docs need to be updated - this could be determined by either a list stored somewhere or by some 'rules' about what folders are related to the source document.

WordUnknown · #4 04-05-2023, 11:58 AM

Quote:

Originally Posted by Charles Kenyon

The XML parts are document-specific, not shared with other documents.
Something could be set up using macros.
Note though that mapped content controls are reciprocal within the document. Updating any one updates all copies. This would be very difficult for multiple documents.

For a non-vba solution, look at using, instead, Mail Merge, with a primary data set.

I'll have a look at mail merge but my work computers are quite locked down in terms of adding plugins / programs.

WordUnknown · #5 04-05-2023, 11:59 AM

Quote:

Originally Posted by Guessed

Yes, it can be done via VBA if you have populated the XML file and it has a unique namespace. Your source document could be outside of Word but could also be any of the docs which contain a complete complement of the XML fields mapped to Content Controls which might appear across the suite of related documents.

The complexity would be determining which other Word docs need to be updated - this could be determined by either a list stored somewhere or by some 'rules' about what folders are related to the source document.

I wouldn't even know where to start with VBA for editing multiple documents, might just have to stick with updating each file.

Charles Kenyon · #6 04-05-2023, 08:23 PM

When I want common elements in multiple documents, I use Mail Merge.

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