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.

Examples

Prerequisites

Good to Know

How to Start

  1. Open Process Builder.

    For information about how to open this screen, refer to Process Builder.


    Open Process Builder
  2. In Process Builder, in the Activity Library, open the Document tab.

    Document tab
  3. On the Document tab, drag the Microsoft Word activity onto your process.

    Microsoft Word activity

Procedure

  1. Complete the fields on the General Configuration screen.
  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.
  8. (Optional) Click Advanced Advanced icon > Email Notifications E-mail Notifications icon.

    For more information, refer to Email Notifications screen (Process Activities).

General Configuration

Specifies the basic settings for the Microsoft Word activity.

Figure: General Configuration screen

General Configuration screen

Good to Know

  • Documentation for this screen is provided for completeness. The fields are mostly self-explanatory.

Fields

Field NameDefinition

Display Name
Description:
Specifies the activity name that shows in your process.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts 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
Description:
Specifies an optional text description for your activity.
Allowed Values:
More than one line of text.
Default Value:
None
Accepts Variables:
No

Source Repository

Specifies the source location of your Microsoft Word template file.

Figure: Source Repository screen

Source Repository screen

Fields

Field NameDefinition

Source Repository
Opens this Screen:
The configuration screen for your document repository. The specific screen that shows depends on your document repository type.

For more information, refer to Document Repositories.

Function of this Screen:
Configures your document repository.

Target Repository

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

Figure: Target Repository screen

Target Repository screen

Fields

Field NameDefinition

Target Repository
Opens this Screen:
The configuration screen for your document repository. The specific screen that shows depends on your document repository type.

For more information, refer to Document Repositories.

Function of this Screen:
Configures your document repository.

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 NameDefinition

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

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

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

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

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

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

Save as PDF
Description:
Specifies that the generated file will be saved as a PDF file, and not a Microsoft Word document.
Allowed 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
Description:
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.

Allowed 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
Description:
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.
Allowed 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
Description:
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.
Allowed 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
Description:
Connects the AgilePoint process schema to the Microsoft Word field.
To Open this Field:
  1. On the Microsoft Word Configuration screen, select Advanced Mapping.
Allowed 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:

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 NameDefinition

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

Word Field
Description:
Specifies the word field to sort in the Microsoft Word document or PDF document, generated as output.
Allowed 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
Description:
Specifies whether to sort the fields in ascending or descending order.
Allowed 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: