Microsoft Word activity

An activity that creates or changes Microsoft Word document files (.doc or .docx) or PDF files from Microsoft Word templates (.dot or .dotx files).


Microsoft Word activity

Configure the Microsoft Word activity

To configure the Microsoft Word activity, do the procedure in this topic.

Video: Create a Document in Microsoft Word or PDF Format

Examples

Prerequisites

Good to Know

  • In most text fields, you can use process data variables as an alternative to literal data values.
  • To create a Word template, refer to the online help for Word templates, Mail Merge fields, and bookmark fields in Microsoft Word
  • You can configure whether this activity waits for other activities before it runs.

    For more information, refer to How Do I Configure an Activity to Wait for Other Incoming Activities?

  • Some information about third-party integrations is outside the scope of the AgilePoint NX Product Documentation, and it is the responsibility of the vendors who create and maintain these technologies to provide this information. This includes specific business uses cases and examples; explanations for third-party concepts; details about the data models and input and output data formats for third-party technologies; and various types of IDs, URL patterns, connection string formats, and other technical information that is specific to the third-party technologies. For more information, refer to Where Can I Find Information and Examples for Third-Party Integrations?

How to Start

  1. On the Application Explorer screen, do one of these:
  2. Do one of these:
    • Add an activity:
      1. In the Process Builder, in the Activity Library, open the Document Document icon tab.
      2. On the Document Document icon tab, drag the Microsoft Word Microsoft Word icon activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. Complete the fields on the General Configuration screen.

    For more information, refer to Configure General Options for a System Activity.

  2. Click Source Configuration Source Configuration icon.
  3. On the Source Repository screen, select the source location of your Microsoft Word template file.
  4. Click Target Configuration Target Configuration icon.
  5. On the Target Repository screen, select the target location for your output Microsoft Word file.
  6. Click Microsoft Word Configuration Microsoft Word Configuration icon.
  7. Complete the fields on the Microsoft Word Configuration screen.

    For more information, refer to Create a Microsoft Word or PDF File.

  8. (Optional) Click Advanced Advanced icon > E-mail Notifications E-mail Notifications icon.

    For more information, refer to Configure E-mail Notifications for Any Activity.

General Configuration

Specifies the basic settings for the Microsoft Word activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field Name Definition

Display Name
Function:
Specifies the activity name that shows in your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
This is a common configuration field that is used in many examples. Refer to:
  • Examples - Step-by-step use case examples, information about what types of examples are provided in the AgilePoint NX Product Documentation, and other resources where you can find more examples.

Description
Function:
Specifies an optional text description for your activity.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Source Repository

Specifies the source location of your Microsoft Word template file.

Figure: Source Repository screen

Source Repository screen

Fields

Field Name Definition

Amazon S3 Amazon S3 icon
Function:
Specifies that Amazon S3 is the source location of your Microsoft Word template file.

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (Amazon S3) - Microsoft Word.

Box Box icon
Function:
Specifies that Box is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (Box) - Microsoft Word.

Dropbox Dropbox icon
Function:
Specifies that Dropbox is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (Dropbox) - Microsoft Word.

File System File System icon
Function:
Specifies that the file system on the AgilePoint Server machine the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (File System) - Microsoft Word.

FTP FTP icon
Function:
Specifies that FTP is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (FTP) - Microsoft Word.

Google Drive Google Drive icon
Function:
Specifies that Google Drive is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (Google Drive) - Microsoft Word.

Example:
Refer to:

NetSuite NetSuite icon
Function:
Specifies that NetSuite is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (NetSuite) - Microsoft Word.

OneDrive OneDrive icon
Function:
Specifies that OneDrive is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (OneDrive) - Microsoft Word.

OneDrive For Business OneDrive For Business icon
Function:
Specifies that OneDrive for Business is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (OneDrive For Business) - Microsoft Word.

Salesforce Salesforce icon
Function:
Specifies that Salesforce is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (Salesforce) - Microsoft Word.

SFTP SFTP icon
Function:
Specifies that SFTP is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (SFTP) - Microsoft Word.

SharePoint SharePoint icon
Function:
Specifies that SharePoint is the source location of your Microsoft Word template file

To select your Microsoft Word template file in the source location, complete the fields on Source Repository Configuration (SharePoint) - Microsoft Word.

Target Repository

Specifies the target location for your output Microsoft Word or PDF file.

Figure: Target Repository screen

Target Repository screen

Fields

Field Name Definition

Amazon S3 Amazon S3 icon
Function:
Specifies that Amazon S3 is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (Amazon S3) - Microsoft Word.

Box Box icon
Function:
Specifies that Box is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (Box) - Microsoft Word.

Dropbox Dropbox icon
Function:
Specifies that Dropbox is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (Dropbox) - Microsoft Word.

File System File System icon
Function:
Specifies that the file system on the AgilePoint Server machine is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (File System) - Microsoft Word.

FTP FTP icon
Function:
Specifies that FTP is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (FTP) - Microsoft Word.

Google Drive Google Drive icon
Function:
Specifies that Google Drive is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (Google Drive) - Microsoft Word.

Example:
Refer to:

NetSuite NetSuite icon
Function:
Specifies that NetSuite is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (NetSuite) - Microsoft Word.

OneDrive OneDrive icon
Function:
Specifies that OneDrive is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (OneDrive) - Microsoft Word.

OneDrive For Business OneDrive For Business icon
Function:
Specifies that OneDrive for Business is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (OneDrive For Business) - Microsoft Word.

Salesforce Salesforce icon
Function:
Specifies that Salesforce is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (Salesforce) - Microsoft Word.

SFTP SFTP icon
Function:
Specifies that SFTP is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (SFTP) - Microsoft Word.

SharePoint SharePoint icon
Function:
Specifies that SharePoint is the target location for your output Microsoft Word file or PDF file.

To configure the target location for your output Microsoft Word file, complete the fields in Target Repository Configuration (SharePoint) - Microsoft Word.

Microsoft Word Configuration

Specifies your settings for making a Microsoft Word document or PDF file from a Microsoft Word template.

Figure: Microsoft Word Configuration screen

Microsoft Word Configuration screen

Good to Know

  • To create a Word template, refer to the online help for Word templates, Mail Merge fields, and bookmark fields in Microsoft Word.

Fields

Field Name Definition

Word Template Name
Function:
Specifies the name of the Microsoft Word template file your process uses when it runs.
Accepted Values:
  • A valid Word template file name
  • A process data variable.

    You can use Process Data screen to specify a process data variable.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
Refer to:

Destination File Name
Function:
Specifies the file name of the output file.
Accepted Values:
  • One line of text that can have spaces.
  • A process data variable.

    You can use Process Data screen to specify a process data variable.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
Refer to:

Save as PDF
Function:
Specifies that the generated file will be saved as a PDF file, and not a Microsoft Word document.
Accepted Values:
  • Deselected - The output file is saved as a Word document.
  • Selected - The output file is saved as a PDF document.
Default Value:
Deselected
Example:
Refer to:

Display Literal Boolean Value
Function:
Determines whether the generated Word document displays the literal value of a Boolean field — for example, display the words Yes or No for a boolean field.

By default, the Word activity displays the Boolean values as a selection box — X for True, and empty for False.

Accepted Values:
  • Deselected - Displays the Boolean values as a selection box.
  • Selected - Displays the literal value of a Boolean field.
Default Value:
Deselected

Sort Configuration
Opens this Screen:
Sort Configuration screen.
To Open this Field:
  1. On the Microsoft Word Configuration screen, configure a repeatable word field on the Basic Mapping tab or the Advanced Mapping tab.
Function of this Screen:
Specifies a repeatable word field to sort the data in ascending or descending order in the Microsoft Word document or PDF document, generated as output.
Example:
Refer to:

Click to Load Word Fields
Function:
Moves the dynamic fields specified with the Microsoft Word template to the Word Fields box.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Basic Mapping.
Example:
Refer to:

Move All
Function:
Moves all the fields in the Word Fields box at one time.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Basic Mapping.

Word Field
Function:
Specifies the word field that is to be mapped to the process value. The mapping is performed to update the fields in the Microsoft Word document or PDF document, generated as output.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Basic Mapping.
Accepted Values:
The list of Word fields to use in your target document.

You can drag fields one by one the Load Word Fields box to the Word Field box, or click Move All to move all the fields.

Default Value:
None
Example:
Refer to:

Process Value
Function:
Specifies the process value to be mapped to the Microsoft Word field to update each field in the Word document.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Basic Mapping.
Accepted Values:
  • A number or a text string that can contain spaces.

    This must be in accordance with the data type of the word field.

  • A process data variable

Note:

  • Once a Word field is in the Word Field column, to map a Word field to a process value, select the row, and use Process Data screen.
Default Value:
None
Example:
Refer to:

Map Word Fields
Function:
Connects the AgilePoint schema to the Microsoft Word field.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Advanced Mapping.
Accepted Values:
Click the Schema Mapping Schema Mapping icon button to open the Schema Mapper.

Use this screen to connect the response to the data model for your process.

Default Value:
None
Example:
Refer to:
Limitations:

Some information about third-party integrations is outside the scope of the AgilePoint NX Product Documentation, and it is the responsibility of the vendors who create and maintain these technologies to provide this information. This includes specific business uses cases and examples; explanations for third-party concepts; details about the data models and input and output data formats for third-party technologies; and various types of IDs, URL patterns, connection string formats, and other technical information that is specific to the third-party technologies. For more information, refer to Where Can I Find Information and Examples for Third-Party Integrations?

Sort Configuration

Specifies a repeatable word field to sort the data in ascending or descending order in the Microsoft Word document or PDF document, generated as output.

Figure: Sort Configuration screen

Sort Configuration screen

Prerequisites

Good to Know

  • To create a Word template, refer to the online help for Word templates, Mail Merge fields, and bookmark fields in Microsoft Word.
  • You can use only 1 field to sort the rows of a table. If Sales Invoice.docx had 2 or more tables with repeating rows, each table could have 1 sort field. NX uses the IDs for the TableStart and TableEnd mege fields to associate a field with a table row..

Fields

Field Name Definition

Repeatable Word Fields
Function:
Shows the repeatable Microsoft Word fields specified on the Basic Mapping or Advanced Mapping tab on the Microsoft Word Configuration screen.
Accepted Values:
Read only - A repeatable Microsoft Word field.
Example:
Refer to:

Word Field
Function:
Specifies the word field to sort in the Microsoft Word document or PDF document, generated as output.
Accepted Values:
The repeating fields from the Repeatable Word Fields box.

You can drag only 1 field from the Repeatable Word Fields box to sort the rows of a table. If the Word document has 2 or more tables with repeating rows, you can drag a field from each table to sort the field.

Default Value:
None
Example:
Refer to:

Sort by
Function:
Specifies whether to sort the fields in ascending or descending order.
Accepted Values:
  • Ascending - Sorts the fields in ascending order.
  • Descending - Sorts the fields in descending order.

You can sort based on 1 field from each table. If the Word document has 2 or more tables with the repeating rows, you can sort a field from each table. Tables are identified by TableStart and TableEnd mail merge fields in Word.

Default Value:
Ascending
Example:
Refer to: