For administrators. The APE Word Add-in makes it easy to insert merge fields into Microsoft Word DOCX files. .
The APE Word Add-in makes it easy to insert merge fields into DOCX templates.
When forms and memos have been filled-in, they are often output to a PDF file. The appearance of those PDFs is set up (in advance) by using a Microsoft Word file. Word makes it easy to control the document’s appearance by using formatting, headers/footers, tables, logos, etc.
The functionality and appearance of forms (and memos & actions) on the iPad is designed separately using a different editor - the template editor web page. To learn more about templates see here.
There is a need to direct where pieces of information from the iPad will appear in the PDF. That is done by getting the fields from the template editor as ‘merge fields’ and inserting them inside the Word document. Previously that was done using Word’s mail merge manager but the APE Word Add-in makes it easier, as it is specifically for the purpose. It saves time in many ways including:
- Keeping the list of fields open
- Doing smart table updating
- Linking to an APE server directly instead of using CSV files
- Automatically putting Image: into signature fields
- By-passing Word's limit on the number of merge fields
Microsoft™ Word version 2010 or higher, running on Windows™.
If your computer has a different operating system then you’ll need to either use a Windows emulator (like Parallels on Macs) or use Word’s Mail Merge functionality instead of the Add-in.
- Unzip the downloaded file
- Close Microsoft™ Word
- If you have an existing installation then uninstall it using Add/Remove Programs, if possible.
- Run APEWordAddInInstall (EXE or MSI) and follow the installation wizard*
- Check inside Word** that the APE Word Add-in is installed correctly
* When doing step 4, if you get a Windows SmartScreen message as shown below then click
"More info" and "Run anyway".
** When restarting Word, if you get the following dialog then click "Install".
- Open your template’s DOCX Word File
- Optional: Save a new copy of your DOCX with Merged in the filename.
- On Word’s Insert tab, click APE Template Fields.
- Log into your server, like below. Don’t put http:// or https:// at the start of the server name.
- Select your template.
- The APE Word Add-in shows the template’s Sections and the Display Name for each field.
- To expand (see inside) a group of fields, such as Project fields and fields in tables, click the > button. You can also use that to expand tables’ rows.
- If you have a question field that links to a form or action then its list of merge fields will include a Form or Action section like that shown below, which you can expand to access the fields.
If you don't see the expandable Action section then ask APE support.
Left-click drag fields from the list to the desired location in your Word file.
Alternatively, if you prefer you can double-click the Display Name and then its field will be inserted at the current text cursor location.
If you have a table in your APE template then the add-in makes it easy to insert its merge fields into a table in your Word DOCX. After you have inserted fields into the first row of the DOCX, the add-in can automatically complete all of the other rows, so that they are like the first row but with appropriate row numbers (R2, R3, etc).
The steps are:
- Ensure that you have a table in Word with the matching number of rows and columns.
- Using the add-in, insert merge fields as desired into the first row.
Tip: if desired, you can put multiple fields into a cell.
- Insert a field into one of the cells in the 2nd The add-in will ask "Would you like to automatically fill in the rest of this table using the first row as a template?"
That is also triggered if you copy-and-paste the first row’s cells to other rows. If you don’t want that prompt to appear at that time, then have the add-in closed while copy-and-pasting.
- Choose Yes, and then the add-in will complete the rows. Progress is displayed at the bottom of Word.
It is important to check how the final result will look as a PDF with data inside it. To view a PDF preview, containing sample data from the template, click the upper part of the "Preview Template" button.
The PDF will open in the default PDF viewer on your computer, for example Adobe Acrobat Reader.
You can specify to include a sample signature image and/or attached photo by clicking the words "Preview Template" at the bottom of the button (then choose an option).
If you create a new template or change a template that you're working on (using the template editor in the web app) then you’ll want to see the change in the add-in. Do that by clicking the refresh link at the bottom of the Add-in. That triggers it to re-read template information from the server.
When you insert a field that has a signature type, then the add-in automatically inserts "Image:" inside the merge field (which is necessary in order to display the signature image in the PDF). You can see that by right-clicking on the signature merge field and selecting "Toggle Field Codes".
If you click on a Merge Field in the DOCX then the add-in’s fields list will highlight the matching Display Name.
You can make the Add-in create a table in the Word document containing every field in a section, by right-clicking the section and choosing "Insert As Table"
to produce a result like shown below.