how to create word form with data entry boxes for clerical staff?

[M. Spat]

I run a law office and need to create forms for data entry that are user
friendly (aka idiot proof) that tell user what info to put in box and wont'
let proceed to next box without entry of data and locks rest of document so
it can't be changed w/out permission

What functions do I use? I need step my step instructions - somebody just
tell me what to do - spent hours creating templates inserting fields I can't
see and dont' seem to be apparent when I open the template. My hair is
coming out!

 

[Cooz]

Hi M.,

You should use form fields, combined with macros that check the inserted data.
Choose View | Toolbars > Forms to display the Forms toolbar.
Place text form fields where your user may enter data. Use the first button
on the toolbar.
Copy the following lines to your clipboard:

---

Option Explicit
Dim strName As String
Sub EnterCheckEmpty()

If Trim(ActiveDocument.FormFields(strName).Result) = "" Then
ActiveDocument.FormFields(strName).Select
End If

strName = Selection.Bookmarks(1).Name
ActiveDocument.Variables("FieldName").Value = strName

End Sub
Sub ExitCheckEmpty()

On Error Resume Next
strName = ActiveDocument.Variables("FieldName").Value

If strName = "" Then
strName = ActiveDocument.FormFields(1).Name
End If

End Sub
Private Sub Document_New()
On Error Resume Next
ActiveDocument.Protect Type:=wdAllowOnlyFormFields
ActiveDocument.Variables("FieldName").Delete
End Sub
Private Sub Document_Open()
Call Document_New
End Sub

---

Subsequently record any macro (store in the document), say for example
clicking the B-button on the Formatting toolbar.
Choose Tools | Macro > Macros... Select the macro and click Edit. The VBA
editor opens.
Press Ctrl-A to select the entire contents, and press Ctrl-V to replace it
with the clipboard contents.
Close the VBA editor.

Now, for every form field in your document, do the following:
Select it, right click and choose Properties...
Choose EnterCheckEmpty in the "Entry:" list.
Choose ExitCheckEmpty in the "Exit:" list.
Make sure something is filled in in the Bookmark field (the default values
are just fine)
Click Add Help Text to make the status bar display what the user should fill
in.

When finished, choose Tools | Protect Document... Choose "Filling in forms"
under 2 in the task pane and enforce protection. You can provide a password
if you wish.

Use Tab or the mouse to navigate. The macros prevent the user from selecting
the next form field if the current has no data in it.
Be sure to remove the protection when you save the document before it will
be used. The macro puts the protection back on.
If you save the document as a template, your users can access it by File |
New... | On my computer...

Good luck,
Cooz

 

[Greg]

See:
http://word.mvps.org/faqs/customization/FillinTheBlanks.htm

and the series of linked articles.

For the mandatory fillin piece, see:
http://www.gmayor.com/formfieldmacros.htm

 

[Charles Kenyon]

The fields need to be inserted from the Forms toolbar (not the Controls
Toolbox). You need to protect the template for forms and have your staff
create new documents based on the template. (File > New)

What you are talking about is what Word calls an "online form." Check this
in help. For more about online forms, follow the links at
http://addbalance.com/word/wordwebresources.htm#Forms or
http://word.mvps.org/FAQs/Customization/FillinTheBlanks.htm especially Dian
Chapman's series of articles. You may also want to look at
http://www.word.mvps.org/FAQs/TblsFldsFms/LinesInForms.htm. One of the links
is to Graham Mayor's article on making data entry mandatory.
http://www.gmayor.com/formfieldmacros.htm. Another approach is at
http://word.mvps.org/FAQs/TblsFldsFms/ValidateFFields.htm.

This is not easy stuff. Don't expect step-by-step instructions because there
are so many variables as to what you are trying to accomplish. Take the time
to learn it if you have a bunch of these forms, and get at least one person
on your staff to learn it with you. Dian Chapman's articles are the best
place to start.

The time you spend on learning this will come back as rewards of saved time
and frustration many times over. Don't stint on the learning time, for you
or your staff. Some ideas from a lawyer who plays at the computer. If, by
chance, you are moving from a WP environment, you need to learn Word before
you jump into vba or protected forms. Write back for suggestions.

Hope this helps,
--

Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


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