Lookup and insert standard paragraphs from another file using a co

[Guest]

I have been asked to create a word document / template that can be used to
send reports to our customers. This document contains property specific
details and generic paragraphs.
The specifics will be entered via manual typing or merged from our CRM
package Superoffice.
What I would like is a quick way that standard paragraphs can be entered
from a file that is stored on the server. I know that you could use Autotext
but this needs to be used over a network by multiple users occasionally. My
thought process would be to have a macro on a toolbar that pops up a question
that says "what code". The user enters the code which relates to a
paragraph(s) of text that is then looked up from a central file stored on the
server (which could be a word document / excel spreadsheet) and inserted into
the word document.
i.e.
What Code?: Code2

Looks up file: \\server\codes.doc

Code: Returned Text for code:
~~~~~ ~~~~~~~~~~~~~~~~~~~~~
Code1 Standard paragraph text 1
Code2 Standard paragraph text 2
Code3 Standard paragraph text 3

Returns text "Standard paragraph text 2"

Reason for a central document is that text is changed on regular basis for
offers or legal updates.

I am sure (hope) that the answer is quite simple - but haven’t got much more
hair left to pull out! - Thanks

 

[Graham Mayor]

Save as autotexts *in the document template* and make the document template
available to users from a shared location - see
http://www.gmayor.com/Template_Locations.htm

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Graham Mayor - Word MVP

My web site www.gmayor.com

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[Guest]

Thanks for response. Although I agree your suggestion would work, I would
like to have one central file with all the codes saved in. This would make it
easier to print code books etc..

Is there a way to achieve this.

 

[Suzanne S. Barnhill]

You could also facilitate insertion of the AutoText entries using an
AutoTextList field; see
http://word.mvps.org/FAQs/TblsFldsFms/AutoTextList.htm

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Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Graham Mayor]

You would have one central file - the document template!

Using boilerplate document from a central source would actually make it more
complicated, but if you insist you would have to bookmark all the texts in
your document then create a userform to select which you want and then
insert the choice from the document. You would have a potential security
issue in respect of the macros (from users who are more cautiuous about
running third party macros) and you would still have to provide a common
template with the code. Faced with the alternative of autotext it is not a
runner.


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Graham Mayor - Word MVP

My web site www.gmayor.com

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