MS Word Automation Manual
Contents
1. LGC LGC Permits MS Word Automation User Manual Introduction This manual is to use as a reference for creating a template using Microsoft Word and linking it with LGC Permits allowing faster and easier creation and modification of custom forms What can it do In its current state vou will be able to use Microsoft Word to create a custom permit and certificate of occupancv Xou will be able to insert anv data into these documents that was used in the access report versions of the same documents as well as some that was not used in the Access report versions Additionallv vou will be able to insert data that could have multiple entries fees or inspections for example The advantage to this is that if a customer wants their permit or certificate of occupancv modified either thev can themselves or thev can email us their document the modifications are made and the document is sent back This will be much faster and easier than having to create a new release of the entire software package whenever a report needs to be modified or created and MS Word is a much easier to use and intuitive interface for documents than the Access Report designer What can it not do Currently It cannot print a range of anything for example you could not print 10 different permits at the same time though you could print 10 copies of the same permit if you so desired It also does not care where it page breaks if your template is too long it will2. box the button will become enabled Clicking this button allows you to browse your computer to find your template The Include Description on Printed Permit and Print Permit Details checkboxes will no longer do anything You may still use the Signature Line Header and Footer and use form fields to put them into your template but it may be easier to design your template by simply typing them into the template since they would be the same for every permit of that code anyway The COO Message tab is very similar to the permit one and works in the same manner Once you have Use Word Permit or COO Form checked and pointed it to your template whenever you print a permit or COO of that permit code Permits will use your template rather than the Access reports If you wish to use that same template for more than one code you have to go through the different codes and specify it on every one When printing a permit there are a few different ways you can get it printed If you accept a payment for the permit or a permit invoice and choose to print the permit you have the option of printing more than one copy This function works just fine with automation If you go to Reporting gt More Reports gt Reprint Permit there will be several options If you choose Temp C O then the temporary certificate of occupancy will print out as an access report there is no ability to make a Temp C O using word If you choose Print Preview t
3. Permits OwnerPhoneNumber Paid Permits Paid Displays as Yes or No Void Permits Void Yes No FootPrint Permits Footprint JobSpecInterest Permits JobLocationSpeciallnterest ProposedUse Permits ProposedUse WorkDescription Permits WorkDescription Hold Permits Hold Yes No MasterPermitID Permits MasterPermitID ProjectID Permits ProjectID SubDivision Permits SubDivision StreetNumber Permits StreetNumber StreetID Permits StreetID NumberOfUnits Permits NumberOfUnits COlssued Permits COlssued ExpirationDate Permits ExpirationDate PermitCode PermitCodes PermitCode PCodeDesc PermitCodes Description Form Field Prefixes and Fields cont d Prefix Per cont d Field Name Origin Table Origin Field Notes ShortDesc PermitCodes ShortDescription MediumDesc PermitCodes MediumDescription LongDesc PermitCodes LongDescription PCodeStatus PermitCodes Status One Letter PermitType PermitCodes PermitType PermitHeader PermitCodes PermitHeader From Permit Code Options PermitFooter PermitCodes PermitFooter a PermitSignature PermitCodes PermitSignature b COOHeader PermitCodes COOHeader X COOFooter PermitCodes COOFooter cool PermitCodes CertificateOfOccupancyl COO2 PermitCodes CertificateOfOccupancv2 COO3 PermitCodes CertificateOfOccupancy3 RAC PermitCodes RemittanceAddressCode CalcLabel PermitCodes CalculationLa
4. and make the process of making a template as painless as possible and if you have mistyped something Permits will try to let you know where it occurred rather than leaving you to check every form field Duplicate Fields In a Word Document no two bookmarks are allowed to have the same name Word will not tell vou if vou have given a bookmark a name that was alreadv being used it will simply erase the old one and you will get an error on your final product If you wish to use a field name more than once you may make the bookmark names different by adding zeros to the end of the field name Permits knows to ignore these zeros and will give you the same data for per PermitNumber and per_PermitNumber0 and Per_PermitNumber0000 So if you need to use a field more than one time on your template be sure to add different numbers of zeros to the ends so that it works properly Aliasing A bookmark is limited to a length of 20 characters so after a prefix and an undercurse a field name is limited to 16 characters If you have worked with the structure of Permits before then you are aware that many of the actual field names are longer than 16 characters This is solved with aliasing an alias is a name temporarily given to a piece of data and the recordset recognizes the data by its alias not its actual name The fields that have names that are longer than 16 characters have been aliased with shorter names and some of the longer fie
5. will be extended to the hundreths place even if it is 0 Plural Data Plural Data is data for which there could be more than one record for one permit Examples of plural data are inspections sub fees etc Plural data is represented in a template by a table so the first thing that we will need to do is to create a table Word 2003 At the ob choose Table gt Insert gt Table Columns to the Left Columns to the Right Table AutoFormat ers numbers and undercurses your characteristic name contains tic name with undercurses _ Pet ou po if there was a characteristic called Characteristic With L waned to display the data for the permit for that characteristic then in CHR Characteristic _ W g Hide Gridlines Table Properties 9 Word 2007 Choose the Insert ribbon and click the Table icon Ca dade gt Home Insert Page Layout References Mailings 204042078 Cover Blank Page cin Picture me Shapes SmartArt Cha Pager Page Break 7 Art Pages kl Available files if Document6 Autos Version created Fre G Document5 Autos Version created fra 12 08 PM Wednes Convert Text to Table Excel Spreadsheet Wi Document Autos F Quick Tables Version created from 12 28 PM Wednesda Draw Table if New Microsoft Office Version created last 3 30 PM Tuesday A if Document2 Autosa Version creat
6. PermitCharacteristics TotalNonLiving PlotArea PermitCharacteristics PlotArea FrontWidth PermitCharacteristics FrontWidth RearWidth PermitCharacteristics RearWidth Sidel Length PermitCharacteristics SidelLength Side2Length PermitCharacteristics Side2Length ZoningClassID PermitCharacteristics ZoningClassID Bedrooms PermitCharacteristics NumberOfBedrooms Bathrooms PermitCharacteristics NumberofBathrooms TotalRooms PermitCharacteristics TotalRooms TypeExplosives PermitCharacteristics TypeOfExplosives NumOfCharges PermitCharacteristics NumberOfCharges DetMethod PermitCharacteristics MethodOfDetonation ExplosivePerChg PermitCharacteristics ExplosivesPerCharge DistToRes PermitCharacteristics DistanceToResidence ChargePerDet PermitCharacteristics ChargePerDetonation WaterService PermitCharacteristics WaterService WaterSvcSize PermitCharacteristics WaterServiceSize PlumLoc PermitCharacteristics PlumbingLocation BuildingSewer PermitCharacteristics BuildingSewer SewerSvcsize PermitCharacteristics SewerServiceSize ImprT ype PermitCharacteristics ImprovementType SepticTank PermitCharacteristics SepticTank ConOrDiscon PermitCharacteristics ConnectOrDisconnect Excavation PermitCharacteristics Excavation MvAddress1 PermitCharacteristics MovingAddressl MvAddress2 PermitCharacteristics MovingAddress2 MovingCity PermitCharacteristics MovingCity MovingState PermitCharacteristics MovingState MvZip PermitChara
7. anted to make a table that had some information about sub fees then it may look like this Fees FeeID FeeName OutputAmount This tells Permits that you want to make a table with fees data The first column will have the Fee ID of each fee the second will have the Fee Name and the third will have the Output Amount If you had this in your permit template and that permit had three fees associated with it Permits would automatically remove what you have typed and refill the cells with the data from the first fee then add two more rows and fill them in with the data from the other two fees Like with form fields Permits will do its best to let you know the problem if there is one with your template Also like form fields some of the actual fields are aliased for the tables Unlike form fields however there is no limitation on duplicate fields If for some reason you wanted to you could have 5 tables all of which had 10 columns and all 50 of those columns had FeeName as the data Formatting With tables you are allowed to put in literal text that will appear in front of the data on every row for a particular column You specify this text by putting it in parenthesis right in front of the field name This text can include any characters and spaces if you would like Here is an example of using literal text Template Fees Meow FeeID Bark FeeName If the permit or certificate of occupancy being printed had 3 fee
8. bel ExpirationDays PermitCodes ExpirationDays RACDesc RemittanceAddressCodes Description AddressLinel RemittanceAddressCodes AddressLinel AddressLine2 RemittanceAddressCodes AddressLine2 AddressLine3 RemittanceAddressCodes AddressLine3 AddressLine4 RemittanceAddressCodes AddressLine4 AddressLine5 RemittanceAddressCodes AddressLine5 RACZip RemittanceAddressCodes Zip PostalCode ContactName RemittanceAddressCodes ContactName RACPhone RemittanceAddressCodes PhoneNumber PhoneExtension RemittanceAddressCodes PhoneExtension FaxNumber RemittanceAddressCodes FaxNumber EmailAddress RemittanceAddressCodes EmailAddress PayTo RemittanceAddressCodes MakeChecksPayableTo DrawnBy PermitCharacteristics DrawnBy ConstTypeID PermitCharacteristics ConstructionTypeID HeatTvpelD PermitCharacteristics HeatingTvpelD CentralAir PermitCharacteristics CentralAir SewageDisposal PermitCharacteristics SewageDisposal SIN PermitCharacteristics SewagelmpactNumber Elevator PermitCharacteristics Elevator NumParking PermitCharacteristics NumberOfParking WaterSupplv PermitCharacteristics WaterSupplv Form Field Prefixes and Fields cont d Prefix Per cont d Field Name Origin Table Origin Field Notes Stories PermitCharacteristics NumberOfStories TotalLiving PermitCharacteristics TotalLiving TotalNonLiving
9. cteristics MovingZipCode MovingSurvev PermitCharacteristics MovingSurvey MovingLot PermitCharacteristics MovingLot MovingBlock PermitCharacteristics MovingBlock CVerifiedBy PermitCharacteristics VerifiedBy MvDateTime PermitCharacteristics MovingDateTime ExType PermitCharacteristics ExcavationType PavType PermitCharacteristics PavementType SizeCut PermitCharacteristics SizeCut GasDemand PermitCharacteristics GasDemand Form Field Prefixes and Fields cont d Prefix Per cont d Field Name Origin Table Origin Field Notes SignLength PermitCharacteristics SignLength SignWidth PermitCharacteristics SignWidth SignSqFt PermitCharacteristics SignSquareFeet Miscl PermitCharacteristics Miscl Information Misc2 PermitCharacteristics Misc2Information MinPadEle PermitCharacteristics MinPadElevation Prefixes CON 7 AED 7 and SUP_ These three prefixes all use the same fields from the same table Thev will displav different information though Con is short of contractor AED for architect engineer designer and SUP for supervisor To specifv one of these for a permit thev must be selected from the taxpavers that are in the svstem So all of those prefixes will get data on a taxpaver but different taxpavers depending upon how thev are classified in the permit They should be used in a form field as CON_ fieldname AED _ fieldname or SUP fieldnamef Don t
10. d be if you have already removed them you will add and remove those gridlines from your table You can remove all of them to have your table appear as a list or you can remove the inside ones and just have a box around your table or whatever you want to do When you remove gridlines from your table you will still see them in your template but they will be gray This is to help you keep track of your table the gray lines will not actually print out By right clicking when a cell column row or entire table is highlighted you can change the alignment of the text within the cells If you hover over a line in the table between two columns and the cursor turns into two bars and arrows pointing away from each other you can change the size of your columns and rows Making a row taller will add extra blank space in between the records in your table making it shorter will make them appear closer together To change the font color point size etc of the data in the columns just highlight the text and make the changes that you want They will carry over when the data is put into the table Scanned Signatures Inserting scanned signatures from the topaz electronic signature hardware will probably require some OJT from Lisa or Ryan but the basic steps are as follows 1 Add a reference to the Topaz signature scan library to the document Insert a signature active X control onto the document Position and size the signature control as you want i
11. dlines Keep in mind that you will not be able to directly add column headings to your table you will have to put them above the table and align them manually Now to tell permits to put some data into the table First much like a form field the table needs a prefix so that it knows which set of data the table will be using so in the top leftmost cell rectangle type in a prefix name followed by a dash followed by a field name A complete list of prefix s and field names for tables can be found at the end of this manual It is important to note that prefixes and field names for tables and form fields are not interchangeable A form field prefix will not work in a table and vice versa Prefixes in tables are also variable in length and not restricted to 3 letters There is no limitation on the length of text in a table cell It is also important to note that only the leftmost cell should have the prefix in it and that the prefix and field name in that cell are separated by a dash instead of an undercurse as with a form field Columns other than the leftmost one should only have the field name in them Fields in tables are virtually the same as fields in form fields The field tells permits what data to put into acolumn Because of the way permits interprets text that is in a table at the end of every field name you must type an asterisk though This lets permits know where the end of what your field name is So for example if you w
12. e abl is the button you press to insert a form field When you click this button it will put a form field into your document wherever the cursor is currently located For Word 2007 Click the developer ribbon Then in the controls section click the icon that looks like a folder with a hammer and wrench crossed in front of it In the box that comes up in the legacy forms section click the icon that looks like abl to insert a form field wherever the cursor is at e 49 09 Documenti Microsoft Word 1 SE eea Home Insert Page Layout References Mailings Review View Developer Add ins Acrobat a Z Record Macro magg eZ Design Mode B EB Schema E t e EEI 4 Transformation l i E E 10 Pause Recording Af Properties z ie Visual Macros Basic A Macro Security Code f Structure lt e gt k Protect Document Document Expansion Packs Document Template Panel XML Protect Templates 109 gol goo sal Coe Gh Gow CED ee Gea ow T Word has recovered the Following files Save the ones you wish to keep Available files G Document6 Autosa Version created from 11 48 AM Wednesda Gi Document5 Autosa Version created from 12 08 PM Wednesda armeni ha fAribnca To get rid of a form field highlight it and press the delete kev on the kevboard Once vou have created a form field the next step is the same f
13. ed from 10 47 AM Wednesda If vou feel comfortable using the grid of squares to draw vour table that is fine if not choose Insert Table and you will get the same dialogue box that appears in Word 2003 which will be covered next Now if you are using 2003 or if you are using 2007 and selected the insert table option you should be seeing the following dialogue box Insert Table Table size Number of columns Number of rows AutoFit behavior Fixed column width AutoFit to contents AutoFit to window Table style Table Grid C Remember dimensions For new tables The number of rows should be changed to one If you use a number greater than one you will have empty rows at the bottom of your table The number of columns should be equal to the number of fields that you want displayed For example if you wanted to display information on inspections for this permit and you wanted it to contain InspectionID InspectionType and Inspector then you would set the number of columns to 3 Under autofit behavior you can just leave this alone and adjust the columns one at a time once you have your table made Under autoformat there are some options for adjusting the looks of your table Table Normal will put in all of your data with no lines or formatting so that it just looks like a list rather than a table if that is the look you would prefer If you do not use autoformat your table will be simple and have gri
14. ee Permits PermitFee ConTaxID Permits ContractorTaxpayerID ConLocNum Permits ContractorLocationNumber ConLicCode Permits ContractorLicenseCode AEDTaxpayerID Permits AEDTaxpayerID AEDLocNum Permits AEDLocationNumber AEDLicenseCode Permits AEDLicenseCode SuperTaxID Permits SupervisorTaxpayerID SuperLocNum Permits SupervisorLocationNumber SuperLicCode Permits SupervisorLicenseCode Notes Permits Notes Form Field Prefixes and Fields cont d Prefix Per cont d Field Name Origin Table Origin Field Notes JobAddress1 Permits JobLocationAddress1 JobAddress2 Permits JobLocationAddress2 JobLocationCity Permits JobLocationCity JobState Permits JobLocationState JobZip Permits JobLocationZipCode JobPhone Permits JobLocationPhoneNumber JobSurvey Permits JobLocationSurvey JobLocationLot Permits JobLocationLot JobBlock Permits JobLocationBlock JobMapNum Permits JobLocationMapNumber JobGroup Permits JobLocationGroup JobCtrIMap Permits JobLocationControlMap JobParcel Permits JobLocationParcel JobGEOCode Permits JobLocationGEOCode JobNotes Permits JobLocationNotes PVerifiedBy Permits VerifiedBy OwnerName Permits OwnerName OwnerAddress1 Permits OwnerAddress OwnerAddress2 Permits OwnerAddress2 OwnerCity Permits OwnerCity OwnerState Permits OwnerState OwnerZipCode Permits OwnerZipCode OwnerPhone
15. ermitID PermitAdditionalFees PermitID AdditionalFeeID PermitAdditionalFees AdditionalFeeID Table Prefixes and Fields cont d Prefix AddFees cont d Field Name Origin Table Origin Field Notes InputAmount PermitAdditionalFees InputAmount UnitAmount PermitAdditionalFees UnitAmount FeeAmount PermitAdditionalFees FeeAmount Paid PermitAdditionalFees Paid Yes No Prefix Inspections This table will list information on inspections Field Name Origin Table Origin Field Notes InspectionID PermitInspections InspectionID PermitID PermitInspections PermitID InspectionType PermitInspections InspectionType RequestedBy PermitInspections RequestedBy Inspector PermitInspections Inspector SchedDate PermitInspections ScheduledInspectionDate SchedTime PermitInspections ScheduledInspectionTime ActualDate PermitInspections ActualInspectionDate ActualTime PermitInspections ActualInspectionTime Approved PermitInspections Approved Fee PermitInspections Fee Notes PermitInspections Notes InspectionName InspectionTypes InspectionName Description InspectionTypes Description
16. hen MS Word will open and display your Permit and or Certificate of Occupancy in print preview mode If you do not choose print preview it will print it or them to the default printer with word doing everything in the background and you will never see word Reprint Permit using print preview mode is an excellent way to test your template out after you have finished it to see how the finished product will look and test for spelling errors in your template I hope that this manual has helped you to understand and use Word automation with LG Permits Thank you Prefixes and Fields Form Field Prefixes And Fields Prefix PER Use in a form field as per fieldnamej Don t put brackets around the field name though The Per recordset contains most of the fields that are unique to a permit The far left column is the field name or alias that vou would use in making a template Field Name Origin Table Origin Field Notes PermitID Permits PermitID PermitNumber Permits PermitNumber PStatus Permits Status Displays as one letter IssueDate Permits IssueDate PermitCode Permits PermitCode PEU Permits PeriodEffectiveUsed AppliedDate Permits AppliedDate ApprovedBy Permits ApprovedBy Residential Permits Residental Displays as yes or no Drawing Permits Drawing Diagram OccupancyID Permits OccupancyID ImpTvpelD Permits ImprovementTvpelD JobCost Permits JobCost PermitF
17. lds that were less than 16 characters were aliased as well to allow for ending zeros if needed So if you are accustomed to the structure of permits and are getting errors on a particular bookmark check the list at the end of this manual to see if the field that you are referencing got aliased and could be recognized by a different name User Defined Characteristics There are characteristics of a permit that the user may create on their own through the software by going to Permit Setup gt Permits gt Permit Characteristics Doing this the users can create their own characteristics and then from within a permit add data to that permit for that characteristic You can put the data for these characteristics onto your template by using the prefix CHR the first 16 characters of the characteristic name This is not a very intuitive way of doing things unfortunately while characteristics of this type give the user a lot of versatility as far as their permits the developers have no way of knowing what the users will name their characteristics If the first 16 characters of more than one characteristic are identical when you print your permit it will just display the data from the first characteristic For this reason in some rare instances it may be necessary to rename some characteristics in order to make the first 16 characters unique If you wish to display the same characteristic on the permit more than once you may do o
18. m Permits ConstType ConstructionTypes ConstructionType Corresponds to ConstructionTypelD from PermitCharacteristics ZoningClass ZoningClasses ZoningClass Corresponds to ZoningClassID from PermitCharacteristics ZCDesc ZoningClasses Description Corresponds to ZoningClassID from PermitCharacteristics AFeesTotal N A N A Total of all additional fees without sub fees Formatted as currency Form Field Prefixes and Fields cont d Prefix CHR Please see User Defined Characteristics under Form Fields for the instructions on using the CHR_ prefix it does not have predefined field names Table Prefixes And Fields Prefix Fees This table will list information on the sub fees associated with the permit Field Name Origin Table Origin Field Notes FeeID Fees FeeID FeeName Fees FeeName UnitOfMeasure Fees UnitOfMeasure PermitFeesID PermitFees PermitFeesID PermitID PermitFees PermitID InputAmount PermitFees InputAmount UnitAmount PermitFees UnitAmount OutputAmount PermitFees OutputA mount Prefix AddFees This table will list information on the additional fees associated with the permit Field Name Origin Table Origin Field Notes Name AdditionalFees Name UnitOfMeasure AdditionalFees UnitOfMeasure PermitAdditionalFeesID PermitAdditionalFees PermitAdditionalFeesID P
19. ne as CHR_ first 16 characters and the next as CHR_ first 15 characters and so forth However the more times you use the same characteristic the more unique it must be In the example above the first 15 characters must now be unique so repeatedly using the same characteristic increases the likelihood that some names may need to be changed The CHR_ prefix is the only one where you can shorten the field name like this and adding zeros to the end of the field name when using the CHR prefix will cause an error Another reason that a characteristic name may need to be changed is because it contains characters that are not allowed to be in abookmark The only characters that are allowed to be in a bookmark are letters numbers and undercurses Spaces are not allowed in a bookmark name but if your characteristic name contains spaces you may replace the spaces in the characteristic name with undercurses _ Permits will translate for you So if there was a characteristic called Characteristic With Long Name and you wanted to display the data for the permit for that characteristic then in you would use CHR_Characteristic_W Formatting Currently all fields are printed in the format that they are found in the database with a couple exceptions msc_PTotal and msc_AFeesTotal which are not actually fields anywhere in the database anyway will be displayed as currency it will automatically have a and the decimal
20. or both versions of Word You have to set the properties of the form field To do this right click on the form field and select properties When you right click you may notice that there is also a Font option This is how you design the way that the data that will eventually be put into the form field will look as far as size font color etc When you right click and choose properties this is the box that should be displayed Text Form Field Options Text form field Type Default text Regular text Maximum length Text format Unlimited Run macro on Entry Field settings Bookmark Fill in enabled C Calculate on exit FINI Tvpe This should sav Regular Text bv default and should be left so If it does not sav Regular Text vou should change it so that it does Default Text This is what will be displaved on the template in the form field itself This text will be replaced in the final product so what vou put in here doesn t matter in the least Default text is a good way to leave a reminder to yourself on the template of what is in each form field as you develop your template If you leave default text blank the form field will just look like an empty light blue box on the template Default text is also a good way to get a feel for how your final product will look as you make your template For example if you know that the data for a particular field will alway
21. or it to look like you are ready to start First you should open Word and save your document What you name it and where you save it is not important as far as Permits is concerned later you will tell permits where the document is at However it is advisable to name it something meaningful to you because you may have more than one template and also it is a good idea to save it somewhere that it will not be inadvertently deleted or edited for obvious reasons You should make note of where it is being saved because later on you will have to give this location to permits Now that you have your template open you can type in anything you want and it will show up in the eventual result You can type in your permit header insert a logo or anything else you want You can also put in labels for where your data is going to be if you wish Any changes made to the font color size and positioning of the text will be reflected in the end result If you wish to have several lines right aligned about a certain point or center aligned about a certain point you can do that sort of thing by setting absolute tabs A Google search for MS Word set tabs should get you plenty of info on that Once you feel like you have things looking the way you want you re ready to start adding data to the template Data takes two forms singular and plural Singular data is a piece of information that there can be only one of for one permit for example a permit can onl
22. s the data for a permit or certificate of occupancv has to be divided up into sections called recordsets Permits needs to know which recordset the data that you want is in The Prefix tells permits which recordset to look in The prefix is always three letters long If you are familiar with the structure of Permits then this information may be helpful if not it is not necessary that you learn this Prefix Tables used in query PER Permits PermitCharacteristics RemittanceAddressCodes PermitCodes AED TaxpayersLocations CON TaxpayersLocations SUP TaxpayersLocations MSC Various CHR Characteristics PermitsCharacteristics Type in the prefix for that data that you want followed by an undercurse _ followed by the field name The field name is the specific piece of information that you want from a recordset For example if you wanted to display the permit number you would type Per PermitNumber as the bookmark When you actually printed a permit using this template instead of a form field the document would have the permit number in that space A complete list of prefixes and field names can be found at the end of this manual Errors Errors are something that will happen from time to time For the most part Permits will try to tell you which form field it didn t understand and in the final product will try to put Error into that space since it does not have any data to go there This is to try
23. s be a certain length you can type something in here as a place holder so you can see how it will look in the final product Maximum Length This is how long your form field is allowed to be If you leave it as unlimited then the form field will grow longer to fit whatever data ends up being put into it If you specify a maximum length and the data is too long it will be cut off at the maximum length Text Format This allows you to specify some text formats as far as capitalization For the most part data in Permits should already be in the case that it needs to be but if you wish to ensure that data is in all caps or all lower case then you may do so here Leaving it blank will cause data to be displayed as it is saved in the database Run macro on entry exit Both of these should be left blank and not used Fill In Enabled This should be checked Calculate on Exit This should not be checked Bookmark Bookmark is the most important propertv What vou put into the bookmark is how Permits knows what data to put into that particular form field What vou tvpe into bookmark is divided into two parts the prefix and the field separated bv an undercurse So an entry in the bookmark field should always look like Prefix Field The bookmark field is not case sensitive and how vou capitalize or don t will not affect Permits abilitv to retrieve vour data Because of the wav permits works and other technical boring consideration
24. s it would look like this Meow 1 Bark Thumbtack Fee Meow 2 Bark Coffeecup Fee Meow 3 Bark Computer Fee Notice that the text that was in parenthesis prints out in front of the data for every row in that column You may put whatever you want in parenthesis or you may not put anything Also notice that the parenthesis is in front of the field name and in the case of the first column follows the prefix and dash Data that is put into the cells will be formatted just as it appears in the database with one exception If you use a as the literal text for example Fees OutputAmount then if the data is numeric it will be formatted as currency It will have a and the decimal will be carried out to the hundreths place Once vou have made vour table if vou are not happv with it vou mav edit itin any number of ways without having to delete it and start over To add an extra column hover the mouse at the top of the table along the topmost line until it becomes a downward pointing arrow Now right click and select insert columns To adjust the gridlines in your table highlight all of the cells and right click Now choose borders and shading In the dialogue that comes up you can change the thickness and style of the gridlines or you can add and remove certain gridlines To the right you will see a 2x2 table with black gridlines If you click on the gridlines or the empty spaces where gridlines woul
25. simply move over to a second page when printing It will not however break in the middle of a table more on tables later It also currently cannot be used for a temporary Certificate of Occupancy If there is anything that you do not understand or that doesn t work as it should or that you would like to see improved please contact Mike Joyce MJoyce LGDPC com or Beth Aylor Baylor LGDPC com If you are Mike or Beth contact Ryan This manual is not intended as a how to on using Microsoft Word and only really covers that parts that are necessary to get word automation for Permits working Fine tuning may require some trial and error or practice with using MS Word I am by no means a master of MS Word but I will do what I can to help if you run into something So lets get started making a word template for LGC Permits Getting Started You can make your template using either Word 2003 or Word 2007 so the instructions will be somewhat different depending on which version of word you are using Before you start making your template you should decide what sort of document it will be You can if you wish specify a different template for each permit code for that code s permit and certificate of occupancy If you wanted to you could make one permit and one certificate of occupancy and apply them to every code or you could make different ones for each Once you know what sort of document you wish to make and what you generally want f
26. t to appear on the final product Open the properties window for the signature control Change the name property from sigl or whatever it is to SignatureBox Change the SigCompressionMode property to 1 Go into the visual basic for the document itself not a project or anything and not macros just plain VB and add the following function wt AND Public Sub FillSignature l strSignature As String On Error GoTo FillSignature_Error SignatureBox SigCompressionMode 1 SignatureBox SigString strSignature Exit Sub FillSignature_Error Exit Sub End Sub 8 Save it and that should let the signature scan work Using The Template Now that you have made your template all that remains is to hook it up to permits From the switchboard main menu select Permit Setup then Permits then Permit Codes From the list of permit codes select the one that you want This will bring up a window with some tabs in it The tabs we are concerned with are Permit Message and COO Message Building Permit Permit Code e Actions Characteristics l i Periods General Permit Message COO Message Inspections l Additional Fees Permit Signature Line Indude Description on Printed Permit Permit Header Print Permit Details Permit Footer Use Word Permit Form Permit Form v L _ Use Temp Files for Word Permit nn At the bottom if you check the Use Word Permit Form
27. use brackets around your fieldnames though The column on the far left are the field names that you should use in your template Field Name Origin Table Origin Field Notes DBA TaxpayersLocations DoingBusinessAs MailAttn TaxpayersLocations Mailing Attention MailAddressl TaxpayersLocations MailingAddressl MailAddress2 TaxpayersLocations MailingAddress2 MailCity TaxpayersLocations MailingCity MailState TaxpayersLocations MailingState MailZip TaxpayersLocations MailingCity MCN TaxpayersLocations MasterCertificateNumber Form Field Prefixes and Fields cont d Prefix MSC Msc stands for Miscellaneous These fields do not fit into anv of the other recordsets These are fields that have to querv different records from the same table as one of the other recordsets or get only one field from one table and do not need a dedicated recordset They should be used in a form field as MSC_ Fieldname except don t use brackets around your field names The column on the far left is the name of the field as it should be used in the template Field Name PTotal Origin Table N A Origin Field N A Notes Sub fees additional fees total for the permit Preformatted as currency MastPermitNum Permits PermitNumber For the master permit ProjNum Projects ProjectNumber Occupancv OccupancyTypes Occupancy Corresponds to OccupancyID fro
28. y have one PermitID only one result for SewerlmpactNumber only one OwnerAddress1 Plural data is information for which there could be multiple entries for one permit Whether or not there actually exists more than one is irrelevant what is important is that there could be more than one For example one permit could have more than one sub fee so FeeName PermitFeesID etc would be plural Another example would be fields related to inspections Singular data is put into the template using form fields and plural data is put in using tables Form Fields Form fields are used to put singular data into vour template Putting a form field into your template is done differently for Word 2003 vs 2007 For Word 2003 Right click on a blank space in the toolbar at the top bringing up a list of available toolbars Standard Formatting AutoText Control Toolbox Database Drawing E mail Forms Frames Mail Merge Outlining Picture Reviewing Tables and Borders Visual Basic Web Web Tools Word Count Wordart Acrobat Connect Acrobat PDFMaker 8 0 Customize n field Choose Forms if it is not already checked If the toolbar is floating around on your document and you wish to have it docked at the top like the rest of the toolbars click on the blue heading at the top of the toolbar and drag it up to the top with the rest of the toolbars The leftmost button the one with an icon that looks lik
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