Macro required to update Textbox and Print

[Cameron Young]

Hi all,

Am almost completed writing up a BCP for the business I'm working for and am
looking for an automated solution in maintaining the "COPY ID"s of the
document, let me explain.

The original (or source of the) document is called MyBusinessBCP.doc and its
"COPY ID" is `MyBusinessBCP`. The document is distributed to a number of
individuals, who's "COPY ID"s are: `MyBusinessBCP-OPSMGR` / `~BCP-OFFICE` /
`~BCP-DEVMGR` / `~BCP-SYSADM` / `~BCP-RECKIT` .

I'd like to have a macro that I would manually execute after saving the
document. It would be envisaged to update the TEXTBOX on Page#2 of the
document to reflect the "COPY ID" and send the updated document to the
respective recipient/s via Microsoft Outlook.

I'm not at all sure if it is possible, but figured no harm in asking.
Currently I'm doing it manually and with twenty recipients, it does become a
chore I'd rather not have.

Any assistance appreciated.
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Cheers,
Cameron

 

[Jezebel]

The macro is simple enough, but the pragmatic difficulties of what you're
describing are likely to be insurmountable: in short, vastly more trouble
than it's worth: recipient 2 makes some changes to their copy, happens to
send it on to recipient 3 because of something they mentioned in the
elevator, who copies the content and pastes it over the top of a previous
document (because they'd reconfigured a style), then send it on to recipient
4 who saves it under an entirely different name ...

Stop doing it altogether. No-one will notice.

 

[Cameron Young]

Hi Jezebel,

Thanks for the reply.
This document (Business Continuity Plan) is a controlled document and is not
to be updated by others. If there is a problem with the document after the
numerous reviews, then there is a problem with the review process (which is
quite intensive).

The list of recipients in relation to "COPY ID"s are like the following...
~BCP-OPSMGR (e-mail address removed)
~BCP-SYSADM (e-mail address removed), (e-mail address removed)

Can you assist ??

 

[Doug Robbins - Word MVP]

Sounds like you could turn it into a mailmerge main document and make use of
the add-in that is available from the "Individual Merge Letters" item on
fellow MVP Graham Mayor's website at:

http://www.gmayor.com/individual_merge_letters.htm

to create the individual copies as .pdf files.

The individual documents could then be transmitted by using the method in
the article "Mail Merge to E-mail with Attachments" at

http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm


--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Jezebel]

Yes, there will be problems with the review process. I understand what
you're trying to do: I've seen quite a few efforts along the lines you
describe, and every one of them failed for reasons of operator discipline.
For that matter, I've never seen a 'controlled document' process that
actually served a useful purpose (other than employment for consultants).

 

[Cameron Young]

Many thanks for the response Doug,

Creating .PDF files is definately a great idea and one I'd not considered -
thank-you for the suggestion.

I'll peruse the links you provided this evening while I watch the World Cup
tonight

I have an additional queries ...
a) I noticed the {FILENAME} field that I have in the footer of my document.
Is it possible to display the Filename but exclude the extension ? I had a
poke about and wasn't able to see a switch to do so?
b) Is it possible to update all fields as a precursor to performing a save ?

Again many thanks.

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Cheers,
Cameron

 

[Cameron Young]

Hi Jezebel,

Doug's suggestion to create .PDF's would put that to rest and something I'll
make efforts to accomplish.

Sadly I'm required to wear a number of "hats", so for this chore I'm
intending to automate & document the entire process (and its requirements)
for future users to maintain.

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Cheers,
Cameron