Using docvariables in electronic files
The docvariables feature does not exist in Word Online. Docvariables can be used in the described manner only in Word Desktop. In Word Online, it is possible to utilize metadata completion with delimiters, which has been available since version 2.2.1 in the system. Click here and check the 2.2.1 release notes for further details.
Prerequisites
- Access to the Configuration > General parameters (DC035) menu.
- Access to the Configuration > Metadata export (DC052) menu.
- Metadata export configured and associated with a category.
- To perform the operations described in the Inserting docvariables in the electronic file topic, it is important to note that:
- If the user has a "Manager" license, they must have access to the Document (DC010) menu in order to perform the configurations.
- Users with a "Support" license need access to revision execution.
- To add a document, it is necessary to have the "Add" control allowed in the security of the category that classifies it.
- To edit a document and its electronic file, it is necessary to have the "Edit" control allowed in the document security.
- If the document that will be added does not have revision or indexing control (that is, if it is added once it has already been released), it is recommended to first configure the docvariable in the file, then create the document and associate the electronic file.
- If the document has revision control or indexing control, it is possible to perform the aforementioned procedure by first creating the document, then associating the electronic file, and inserting docvariables through SoftExpert Suite later.
Introduction
See below a detailed step-by-step guide on how to configure the docvariables so that they are displayed correctly in the electronic file:
Configuring viewers compatible with docvariables
1. Access the Configuration > General parameters (DC035) menu.
2. On the side panel, click on the Application option.
3. Check the following viewers in the Office section:
- DocView: for .doc and .docx files only.
- ExcelView: for .xls and .xlsx files only.
- LibreOffice: for .odt files only.
Checking the name of the metadata that will be used as docvariable
Before adding the docvariable to the electronic file, it is necessary to check the name of the metadata and whether it is properly configured.
This is necessary because the docvariable and the metadata name must be equal.
To perform the verification, perform the following steps:
1. Access the Configuration > Metadata export (DC052) menu.
2. Locate the configuration and right-click on it.
3. Select the Open data option.
4. Check whether the metadata is displayed on the list of the General tab. Through the columns, it is possible to identify the name of the metadata, its type, the item to which it refers, and its format, if any. For example: if the listed record is "DOC - Object property - ID #", it can be understood that the DOC metadata refers to the document ID #.
5. If the desired metadata is not contained in the metadata export configuration that will be used, add a new metadata or configure a new metadata export. To do this, follow the Configuring the metadata export article.
Associating metadata export with the category
1. Access the Configuration > Document > Category (DC043) menu.
2. Open the data of the category in which you want to associate the metadata export.
3. In the General section of the Electronic file tab, make sure the metadata export is properly associated.
Inserting docvariables in the electronic file
1. Access the document data screen with the metadata export associated with the category.
2. Click on the Electronic file tab.
3. Add the electronic files to which the docvariables will be added.
4. Locate and select the desired electronic file.
5. Then, click on the Edit electronic file button in More options. At this point, the electronic file will be opened by the viewer configured in the Application tab of the general parameters, according to its extension. The way the screen will be opened depends on whether this is the first access to the electronic file or not.
6. Choose a location and insert the docvariables configured in the metadata export, according to the defined name to represent them.
The electronic file can be edited through the following menus:
| Task center > Document > Document revision |
As long as the document has the revision control configured. If the revision process is:
|
| Execution > Revision (DC016) | |
| Task center > Workflow > Activity execution | Only if the document revision process is via workflow. This operation must be performed during the execution of an activity whose status has the Edit electronic file control enabled. It is possible to perform it through the Revision document option in the revision activity data screen. |
| Task center > Document > Document indexing | As long as the document has the indexing control configured. It is possible to perform it using the Edit electronic file button on the main toolbar, or through the document data screen, in the Electronic file tab. |
| File > Document (DC003) | As long as the document does not have revision control. It is possible to perform it using the Edit electronic file button on the main toolbar, or through the document data screen, in the Electronic file tab. |
- The steps cover the insertion of the docvariables by SoftExpert Suite, that is, the electronic file is associated with a document first, and later it is edited for the docvariables to be inserted.
- For a detailed description on how to add the docvariables to files before associating them with the document, refer to the Adding docvariables to MS Word, Adding docvariables to MS Excel, or Adding docvariables to Libre Office articles.
- If integration through Google Drive or OneDrive is enabled, the docvariable feature will not work correctly.
- The docvariable must be the name of the metadata that was configured and associated with the document category.
Preview the electronic file with the docvariables
If the docvariables were added to the electronic file through SoftExpert Suite after it was associated with the document, when they are added, their values will be displayed.
If the docvariables are added to the electronic file before it is associated with the document, it is possible to view if they have been filled out correctly through the View electronic file button on several SoftExpert Document menus, as well as the Electronic file section in the document data screen.
Conclusion
All done! Once all the described steps are followed, the docvariables will be inserted in the desired electronic files, ready to be filled in. Meanwhile, it will be possible to track their completion.